What to Ask Your AV Company Before Approving a Proposal
Here are the key questions to ask before approving an AV proposal.
Why the Proposal Details Matter
An AV proposal is not just a quote. It is the foundation for how the event will be planned, staffed, equipped, and supported. When the proposal is clear, everyone has a better understanding of what is included, what still needs to be confirmed, and what could change as the event gets closer. When the proposal is vague, details can get missed. That can lead to budget changes, schedule pressure, equipment gaps, or confusion on show day.
Planning Tip:
Review the proposal for scope, labor, timing, venue needs, and assumptions before comparing price alone.
What Is Included in the AV Scope?
Before approving a proposal, make sure you understand exactly what the AV company is providing. This may include audio, video, lighting, staging, LED walls, projection, cameras, microphones, computers, playback support, technical labor, project management, delivery, setup, show operation, and strike. The proposal does not need to overwhelm you with technical detail, but it should be clear enough that you understand the full level of support. If the proposal only lists equipment without explaining how it supports the event, ask for clarification.
Planning Tip:
Ask, “What exactly is included, and what is not included in this proposal?”
Does the Proposal Match the Full Event Scope?
The AV team needs to understand more than the event date, venue, and estimated attendance. A proposal should reflect how the event actually functions from start to finish. That includes general sessions, breakout rooms, awards moments, panels, keynote presentations, sponsor activations, hybrid components, rehearsals, room turns, and load-in/load-out timing. A one-room meeting, a multi-day conference, and a general session with breakouts all require different production plans.
Planning Tip:
Share the agenda, room list, event flow, and any known schedule details as early as possible so the proposal can reflect the real scope of the event.
What Labor Roles Are Included?
Labor is one of the most important parts of an AV proposal.
The right equipment matters, but the people operating it are what keep the event moving. Depending on the size and complexity of the event, your proposal may include a project manager, technical director, audio engineer, video engineer, lighting technician, camera operators, playback operator, stage manager, breakout technicians, or load-in and strike crew. For smaller meetings, one technician may cover multiple responsibilities. For larger events, dedicated roles may be needed to keep each part of the production running smoothly.
Planning Tip:
Instead of only asking how many technicians are included, ask who is responsible for each part of the show.
Preparation Drives Confidence — For Both The Team and The Client
What Costs Could Change Later?
A clear proposal should identify what is included and what could potentially be added later.
Additional costs may come from added rooms, longer show hours, extra rehearsal time, new microphones, added displays, venue labor, internet requirements, rigging support, power needs, shipping, or last-minute content changes. This does not mean the proposal is incomplete. Some costs depend on final event details. The important thing is knowing what could affect the budget before it happens.
Planning Tip:
Ask, “What are the most common things that could increase this proposal?”
What Assumptions Are Built Into the Proposal?
Most AV proposals are based on assumptions. Those assumptions may be reasonable, but they should still be clear. Common assumptions may include room size, ceiling height, stage dimensions, available power, venue access times, number of attendees, number of microphones, screen size, content format, rehearsal schedule, and labor requirements.
If those details change later, the proposal may need to change with them.
Planning Tip:
Ask, “What details could change this proposal later?”
Have Venue Requirements Been Reviewed?
Venue details can have a major impact on the final production plan. Power availability, rigging rules, ceiling height, internet access, loading dock access, freight elevators, union labor rules, room access times, storage space, and house AV requirements can all affect scope and pricing. Even if the room looks right visually, the technical details still need to support the event.
Planning Tip:
Bring your AV partner into the venue conversation early so they can help review power, rigging, access, internet, and room layout requirements.