When was the last time you took a fresh look at your AV RFP? Be honest – are you just dusting off last year’s version and changing the date? If so, you might be missing out on opportunities to improve your event and find the right AV partner.
Your RFP (Request for Proposal) is more than a formality – it’s your event’s blueprint, a guiding document that tells potential AV teams what you need, what you expect, and how they can help make your event a success. But if it’s vague, outdated, or missing crucial details, you’re making your AV team guess – and that’s never a good strategy.
Let’s talk about four major things your AV RFP is probably missing – and how adding them can lead to better proposals, smarter budgeting, and a stress-free event.

1. A Clear Event Vision (Beyond Just Gear Lists)

Think of your AV RFP like a dating profile – if you only list the specs (age, height, favorite movies), you’re not giving potential matches a real idea of who you are. The same goes for AV. A simple list of last year’s equipment isn’t enough to paint a full picture of your event.

 

What’s Your Event’s North Star?

Before you dive into tech specs, ask yourself:
  • What’s the goal of this event?
  • What kind of experience do you want your attendees to have?
  • What should people feel when they walk into the room? Inspired? Energized? Moved?
These are the details that allow AV teams to get creative and craft a production plan that enhances your vision – not just copies of last year’s setup.

 

Give Bidders the Full Picture

Instead of just listing last year’s tech, provide context. Try including:
  • A short description of the event’s purpose (e.g., “Our annual leadership summit designed to inspire and motivate our top-performing salespeople.”)
  • Audience demographics (Are they tech-savvy? Do they expect a high-energy experience? Is accessibility a concern?)
  • KPIs or success metrics (Are you aiming for high engagement? Seamless hybrid streaming? An unforgettable keynote?)
  • Photos or videos from past events (Visuals help potential AV partners see what’s worked before—and what can be improved.)

2. Budget Range (Don’t Make Your AV Partner Guess)

We get it – sharing your budget feels risky. You don’t want to be taken advantage of. But the reality is, most AV teams aren’t looking to max out your budget for fun. They’re trying to build a proposal that fits your needs.

 

Why Sharing a Budget Saves Time & Money

If you don’t share a budget range, you’ll get wildly different proposals –  some too expensive, some cutting too many corners – and waste time sorting through them. Being up front helps both sides work efficiently.

 

How to Share Your Budget the Right Way

  • Provide a realistic range – Instead of saying, “We have no budget,” try, “We’re aiming for solutions in the $50K–$75K range.”
  • Prioritize what matters most – If high-quality video is non-negotiable but LED walls are optional, say so! It helps AV teams allocate resources effectively.
  • Ask for scalable options – A good AV partner will present different levels of service: a baseline package, an ideal package, and a premium version.
A transparent budget conversation leads to proposals that actually meet your needs instead of vague estimates or unrealistic pricing.

3. Key Venue Details (That Can Make or Break Your Budget)

If your venue is already secured, your AV partner needs to know the fine print—because sometimes, hidden venue fees can throw a wrench into your budget.

 

Watch Out for Hidden Costs

Your venue contract may include surcharges for things like:
  • Power and internet – Some venues charge steep fees if you don’t use their in-house providers.
  • Rigging fees – Need to hang lights or screens? Some venues charge extra for using non-preferred vendors.
  • Elevator, loading dock, and carpet protection fees – Yes, these are real things!
  • Short load-in/load-out windows – If your AV team only has a few hours to set up, that can limit what’s possible.

How to Protect Your Budget

Before finalizing your venue contract, consult with your AV partner. A good production company can help you identify these fees and sometimes even negotiate them out.
At avad3, our team often reviews contracts for clients to catch hidden expenses. We’ve saved organizations budget dollars just by ensuring they have the right language in place before signing.

4. A Discovery Call Requirement (Meet the People Behind the Brand)

Would you hire someone based solely on a written application? Probably not. Yet many AV RFPs rely only on written proposals to choose a partner.

 

Why a 15-Minute Call is a Game-Changer

Adding a short discovery call to your AV RFP process allows you to:
  • Clarify any missing details – Maybe your RFP mentions “breakout rooms” but doesn’t specify how many. A quick chat can clear that up.
  • Gauge communication styles – Does the AV team ask smart questions? Do they seem engaged and interested in your event’s success?
  • Avoid surprises later – A conversation now can prevent misalignment down the road.

 

It’s About More Than Just Price

Let’s be real – sometimes the cheapest option isn’t the best one. If an AV company is cutting costs, what are they sacrificing? Service? Equipment quality? Having a conversation before making a decision ensures you’re picking a partner, not just a vendor.

Final Thoughts: Is Your AV RFP Setting You Up for Success?

Your AV partner plays a huge role in your event’s success. But to find the right one, you need an RFP that gives them the information they need to provide a solid, creative, and budget-friendly proposal.

 

Download our Free Template for a Better AV RFP:

By making these updates, you’ll attract better proposals, save yourself time, and set the stage for a seamless, impactful event.
Need help crafting the perfect AV RFP? At avad3, we’ve helped organizations of all sizes fine-tune their production planning. Let’s chat and make sure your next event is your best one yet!