How do you negotiate the best AV equipment maintenance contract for your event?

2 Do your research

Once you have your requirements, you should do some research on the AV market and the providers available in your area. You can use online directories, reviews, referrals, or previous experience to find reputable and reliable providers. You should also check their credentials, portfolio, and testimonials to see if they have handled similar events before. You should also ask for references from their previous clients and contact them to get feedback on their performance and satisfaction.

3 Request quotes and proposals

After you have narrowed down your list of potential providers, you should request quotes and proposals from them. A quote is an estimate of the cost of the equipment and the maintenance contract, while a proposal is a detailed plan of how the provider will meet your requirements and expectations. You should compare the quotes and proposals carefully, looking at the quality, quantity, and features of the equipment, the scope, duration, and frequency of the maintenance services, and the terms and conditions of the contract.

4 Negotiate the best deal

Once you have received the quotes and proposals, you should negotiate the best deal for your event. You should not accept the first offer or the lowest price without considering the value and quality of the service. You should also not be afraid to ask for discounts, upgrades, or extras if you think they will enhance your event. You should also be flexible and willing to compromise on some aspects, such as the delivery time, the cancellation policy, or the payment method. However, you should also be firm and clear on your non-negotiables, such as the safety standards, the warranty coverage, or the liability insurance.

5 Review and sign the contract

After you have reached an agreement with your chosen provider, you should review and sign the contract. The contract is a legal document that binds you and the provider to the terms and conditions of the maintenance service. You should read the contract carefully and make sure it reflects everything you discussed and agreed upon. You should also check for any hidden fees, penalties, or clauses that might affect your rights or obligations. If you have any doubts or questions, you should consult a lawyer or an expert before signing.

6 Maintain a good relationship

Finally, you should maintain a good relationship with your AV provider throughout your event. You should communicate regularly and respectfully with them, and provide them with any feedback or suggestions. You should also appreciate their work and acknowledge their efforts. If you encounter any problems or issues, you should address them promptly and politely, and seek a mutually beneficial solution. By maintaining a good relationship, you can ensure a smooth and successful event, and possibly secure a long-term partnership for future events.