Ensure the AV Choice is Yours With These RFP Tips

Ensure the AV Choice is Yours With These RFP Tips

So you want to bring your own AV provider into the hotel.  Duck!  Because you are about to get hit with some pretty heavy fees from the venue if you don’t use their in-house AV provider.

We get it.  We are in-house at hotels, and travel with our client partners to other properties across the nation for their events.  We see both sides; the in house has commitments to the hotel, and the customer wants the consistency they get with their AV provider.  If hospitality is all about customer service, then why can’t everyone play nicely in the same sandbox?

Until that day comes, how do you avoid the $20,000 internet fees that would have been free had you used the in-house provider?

Planning.  BEFORE you sign that contract for the rooms and F&B that the hotel really wants, use the verbiage below in your contract to avoid paying exorbitant fees for bringing in your own AV.  Keep in mind this verbiage does not exclude the in house from giving you a bid and trying to fairly win your services, but this leaves you with the choice.  And isn’t that all you really want?  

Here is some language that can be used in your RFP to hotels and resorts to ensure they don’t penalize you for bringing in your preferred AV provider.

3rd Party Fees
(Your Company Name) will not accept or agree to any proposal or contract containing conditions, terms, or clauses which restrict our choice of third party audiovisual suppliers for our event(s) at any meeting facility, whether such conditions are expressly stated in the proposal or contract, or whether they are contained in the general operating policies of the facility, be they published or unpublished. Furthermore, (Your Company Name) will not accept or agree to any fees, surcharges, or penalties of any type charged by a meeting facility that are in any way based on or tied to our choice of third party audiovisual suppliers, whether such fees are expressly stated in the proposal or contract, or whether they are contained in the general operating policies of the facility, be they published or unpublished. This “Buyer’s rights regarding third party audiovisual suppliers” clause shall be appended to all contracts that are executed by (Your Company Name), and if it is determined that this clause is in conflict with any other clause, portion of any contract, or any general operating policy of the facility, then this “Buyer’s rights regarding third party audiovisual suppliers” clause shall be deemed to take precedence over the other item(s) with which it is determined to be in conflict, unless specifically agreed otherwise. 

Electrical Usage
(Your Company Name) will not accept or agree to any fees related to the usage of electricity at the facility when such electricity is accessed by (Your Company Name) and/or our contracted third party audiovisual supplier through existing standard 110V electrical outlets affixed to the permanent structure of the facility’s ballrooms, conference areas, and meeting/function space. While there may be a fee incurred to install temporary electrical equipment for certain productions, the facility hereby understands the (State) Corporation Commission restricts the reselling of electricity at a profit. Therefore, the facility agrees to provide the published kw/hr rates it pays for electricity and agrees to pass through only the actual amount consumed by (Your Company Name) for the specific events/meetings related to this agreement. (Your Company Name) will not accept or agree to any other fees related to the usage of electricity.

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