With over three decades in AV and event production, Bright AV’s Joe Camilli, has seen it all when it comes to venue contracts and AV negotiations. His advice for planners? Start early, know your options, and treat AV as a strategic partner, not an afterthought.
Why venues push in-house AV
Venues often receive commission when planners use their in-house AV team, which can make the client feel like they are forced to use them. While in-house can work for simpler setups, complex productions may face gaps in service, equipment quality, or team alignment. An external partner can often provide more tailored support and continuity.
The contract is everything
The biggest mistake Joe sees? Waiting until after the venue contract is signed to discuss AV. “Once you’ve signed the venue agreement, negotiations are harder to reopen,” he explains. Early conversations about budget expectations and service needs allow planners to remove penalties, clarify service definitions, and avoid unexpected charges.
Red flags to watch for
Joe advises planners to look closely at the difference between a penalty and a service in contracts. Flat penalties should generally be removed; services should be clearly defined and negotiable(negotiated).
The Bottom Line:
More planners are moving toward independent AV partners to gain creative control, avoid surprise costs, and ensure the team executing their event truly understands their vision. “It’s not about one option being better than the other,” Joe says. “It’s about the kind of relationship you want- collaborative and invested in your success, or purely transactional.”Bright AV brings decades of experience navigating venue terms, identifying negotiable items, and aligning budgets with the right service level. By engaging early, we help secure fair pricing and reduce risk before the event scales, giving planners the confidence that their AV partner is fully invested in the success of their event.
