Be honest: when was the last time your AV RFP got a real refresh? If you’re simply recycling last year’s version with a new date, you might be missing the chance to elevate your event – and connect with an AV partner who’s truly aligned with your goals.

Your RFP isn’t just paperwork. It’s the blueprint for how your event comes to life. The more thoughtful and detailed it is, the more likely you are to receive proposals that match your vision, your timeline, and your budget. The problem? Too many RFPs are vague, outdated, or missing key information – leaving AV teams to make assumptions. And assumptions aren’t a strategy.

Here are four often-overlooked elements that can take your AV RFP from generic to game-changing – leading to clearer proposals, stronger partnerships, and smoother show days.

1. Share the Vision—Not Just the Gear List

Listing last year’s equipment isn’t enough. AV isn’t about checking boxes – it’s about crafting experiences. Your production partner needs more than specs. They need context.

Tell the Story

Think of your RFP like a first impression. If all you list are the tech needs, you’re not giving potential partners a chance to connect with what matters most to you. Instead, give them a window into your world:

  • What’s the purpose of the event? Inspire? Fundraise? Train?
  • Who’s in the room? VIPs, employees, donors, first-timers?
  • What kind of atmosphere are you after? Polished? Energized? Intimate?
  • How will you measure success? Engagement numbers? Smooth transitions? A standing ovation?
  • Do you have photos or videos from past events? Visuals go a long way.
  • When AV teams understand the “why,” they can tailor a solution that fits—not just recreate last year’s setup.

 

2. Include a Discovery Call in the Process

Would you hire someone without ever speaking to them? We wouldn’t either. Yet too many AV RFPs rely solely on written proposals.

A Quick Call Makes a Big Impact

Requiring a short discovery call gives everyone a chance to:

  • Clarify the gray areas
  • Get a feel for communication style and collaboration fit
  • Ask follow-up questions in real time
  • See who’s quoting boxes—and who’s thinking bigger
  • AV is a people business. A 15-minute call can help you spot the partners who are truly invested in your success.

 

3. Be Transparent About Budget (It Helps, We Promise)

We understand—budget conversations can feel risky. But skipping that detail in your RFP often leads to a pile of mismatched proposals. Some overshoot. Some underdeliver. None are quite right.

Budget Clarity Helps Everyone

Instead of “we don’t have a budget,” try:

  • “We’re targeting a range of $50K–$75K”
  • “These elements are non-negotiable; others are flexible”
  • “Can you provide scalable options—baseline, ideal, and premium?”

 

A transparent budget lets AV teams design smarter solutions, avoid guesswork, and align quickly. That means fewer rounds of revisions—and more confidence moving forward.

4. Share the Venue’s Fine Print

Even if your venue is booked, your AV team still needs the nitty-gritty. Details like rigging rules, load-in schedules, and power costs can significantly impact production plans—and your bottom line.

Watch for These Common “Gotchas”:

  • Power and internet surcharges
  • Rigging restrictions or ceiling access fees
  • Labor charges for dock access or elevator use
  • Tight load-in/out windows that squeeze setup time

 

Pro Tip: Loop in Your AV Team Early

At avad3, we regularly review venue contracts alongside our clients—flagging red flags before they become real costs. Sometimes we can even help negotiate fees down. A 10-minute review can save thousands.

Final Thought: Is Your RFP Helping You Find the Right AV Partner?

A great AV partner can make or break your event. But they can only deliver great results when expectations are clearly communicated from the start.

A thoughtful, well-written RFP helps you attract better proposals, avoid scope creep, and keep your production on time and on budget. And if it’s been a while since yours got a tune-up—we’d love to help.

Want a Smarter AV RFP?

We’ve helped organizations across the country streamline their RFPs and level up their AV planning. Download our free AV RFP template or reach out to us directly – let’s make your next event your best one yet.