• Hiring the Audio Visual company recommended by your venue?
    Read this before you decide!

Choosing to hire the Audio Visual company recommended by your venue? Read this before you decide!

We have recently been asked to travel to Dallas with one of our corporate clients to run their inaugural conference and awards, as we have supplied and ran their Leicester and London events for over 5 years now, our event manager Tara who has over 18 years of event management experience under her belt is perfectly placed to do this.

What has prompted this article is the shocking prices the hotel’s recommended AV company has provided and it got me thinking if a person has no experience with the audio-visual side of their conferences would these prices just simply be accepted as a case of –

‘Well we have to go with this company, it’s what the hotel recommends, we have no choice?’

Admittedly it can be quite daunting organising a conference in a foreign country or a different city especially when you need your speakers to be on a stage set with all the correct equipment for their presentations to be displayed and then an awards night to take place in the same evening. Thankfully, with having years of event management experience and of course working for an audio visual company for the last 7 years we am more than comfortable to look beyond the hotel and search for at least another 3 companies to provide quotations so we can present a good selection of quotations but does everyone have the confidence to do this?

Whilst we were searching for AV companies in Dallas, some of the things we looked for were –

  • Has this AV company ever worked at this hotel?
  • Do they have images of the kind of stage sets that we are looking for?
  • Do they have testimonials / news blogs on their website?
  • Do they have a social media presence that’s regularly updated with the live events that they produce? We feel this one is vital so you can check that companies haven’t just taken images from google and put them on their site. Behind the scene, setups and all of the crew wearing company branded tops etc is a great indicator.

As the quotations came in, some of the prices were sky high but none so utterly ridiculous and shocking as the hotels in-house recommended supplier –

Hotels AV company – $28,290.81 (reduced from $46,131.00)
External AV Company – $10,000
External AV Company – $11,007.94
External AV Company – $5,482.86

Our initial reactions to the hotels recommended supplier’s quote was nothing short of anger. This is a worldwide known hotel chain who are happily providing their corporate clients with an AV company whose prices have taken the phrase ‘being ripped off’ to a whole new level. $28,290.81 for a basic AV stage set (let’s not even mention the original price of $46,131.00 prior to their discount!)

After May we’ll post an update about the event, which Audio Visual company the client choose, how the event went and our overall event management experience of working in Dallas.

B Audio Visual’s prices are fair, our service is professional and experienced, so the next time where ever you are in the country, if you have received a quotation from venues recommended audio visual supplier whose prices are just plain ridiculous and are blowing your budget, send your brief over to us for a comparable quotation and don’t be afraid to look elsewhere.

Contact – hire@b-audiovisual.co.uk

Tara Bailiss


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  • B-Audio Visual have been supplying audio visual equipment to Leicester Tigers for over 25 years. I have personally been involved for the last 17 years on the events side of the business and have always had a good working relationship with their team. In addition to the general conference business that B-Audio visual support, we hold two end of year award dinners, one for our sponsors and one for our supporters, where B-Audio visual manage the AV side of the night.
    This year we have an additional commercial dinner which again we will bring B-Audio visual on board.

    Head of Logistics, Leicester Tigers Rugby
  • Without exception, the feedback we have had is that it was the best event yet. We threw a number of extra challenges at you and the team this year which you responded to calmly and without issue.
    There were many, many things that could have gone wrong with an event that becomes more complex each year and the important thing is that we can have absolute confidence that should something happen, it will be dealt with and resolved quickly and without fuss and your team give us that confidence.

    Event Organiser, Tourism Awards
  • I just want to officially thank you so much for making the Remembrance event at the NMA the best ever. Your guys on the day were brilliant, please pass on our thanks and gratitude in helping to make the event very special.
    The event was a massive success and I have received many messages from people saying how much they enjoyed the service.
    What we did this year was very successful and we hope to repeat it again next year.

    Direct Marketing Manager, Registered Charity
  • Thank you so much for your help and support with the event last week. As you know it was a new client for us so we were keen to get it right!! The client was thrilled with all aspects of the service received, and your company really helped to elevate the image and professionalism of their event which is fantastic news!
    We are hopeful that we will be offered the opportunity to work with the client again next year so fingers crossed you will be part of all of that!

    Managing Director, Event Management Company
  • I cannot fault the fabulous customer service I receive from your organisation. I organise some very large events on a bi-monthly basis and one thing I do not have to worry about is AV and IT. The Technician (and I have to pay special thanks to ‘Jono’) is superb and we ask for him personally due to his knowledge and unflappable nature. I would also like to thank ‘Janine’ in the office – always extremely helpful.

    Business Administrator/PA, NHS
  • I just wanted to say a massive thank you to you and your team for the work and efforts you put in last week at the Belfry.
    As per usual you were fantastic and provided a fabulous set both for the conference and gala dinner.
    I also wanted to say a big thank you to your team for helping with setting out the breakout rooms as the Belfry split down the room!
    I look forward to working with you again in the future 
    Speak soon!

    Event Executive, Event Management Company
  • As a high end catering company providing entirely bespoke events for our clients, we continue to use B Audio Visual on a regular basis. Jon, Tara and the team are thoroughly organised and professional throughout the planning process and event delivery. They respond creatively to briefs, providing innovative solutions no matter what the budget. They are understanding of changing client requirements and are really hard working. BAV always go above and beyond, and we would highly recommend them for any corporate or private event.

    - Catering Company -