Shedding Light on In-House AV Services: Power Drops and Insights for Event Planners

We understand that delivering seamless and unforgettable experiences for your clients, company or association is your goal as event planners and a crucial part of this process is working with audio-visual (AV) companies. Many hotels and convention centers offer in-house AV services; understanding the nuances of their pricing structures can be a game-changer. In this blog, we will explore recent developments found in the electrical charges imposed by in-house AV providers. Based on our survey of several venues and various in-house companies, we aim to equip you with the knowledge to make informed decisions that benefit your clients while highlighting the advantages of using an outside AV provider.

Electrical Service Charges

Traditionally, planners were not charged a minimum service charge for breakout room power. As of late, charges are being applied when power is drawn from the wall outlets. It is vital during venue contract negotiations that you add an addendum to unlock and allow access to wall outlet electrical power and that it is provided at no additional cost. It's essential to note that these service charges should ideally be included in the overall price extended to your client, which underscores the need for transparent cost analysis of overall spend. When planning multi-day events, these charges can have a significant impact on your budget, so having a clear understanding of them is vital.

The legality of venues charging for access to power outlets and utilities can vary depending on local laws, regulations, and the terms of the venue's contracts or agreements. In many cases, venues have the right to charge for additional services or utilities beyond the standard rental fee. However, the specific terms and conditions regarding such charges should be outlined in the venue rental agreement or contract.

It's essential to thoroughly review the terms with venues to understand any additional charges for power outlets and utilities. If there are concerns or questions about these charges, it's advisable to discuss them with the venue management or legal counsel to ensure a clear understanding of the terms and any potential legal implications.

Keep in mind that the legality of such charges can vary by jurisdiction, so it's important to consider local laws and regulations that may affect these practices

Difference in Power

The key differences in power needs based on audience size and equipment requirements for events can be summarized as follows:

Smaller Setups: For events with smaller setups, where the equipment requirements are not as extensive, it is possible to power the equipment using standard wall outlets. This is a simpler and more convenient way to provide power when the equipment demands are relatively low.

Larger Audiences: When hosting events with more than 50-75 people or when using multiple screens, projectors, lighting, and audio systems (more equipment), the power requirements increase significantly and so does the need for a power drop. This is because the additional equipment demands more electrical power to function properly and meet the needs of a larger audience.

Power Drop Definition: A "power drop" refers to the situation where the venue's in-house electrician directly connects or hard wires power from the electrical service to a distribution panel. From this panel, electrical cords are run to power the various event equipment.

Safety Considerations: It is crucial for safety reasons to utilize the services of the venue's trained electrician to perform the power drop and service hook-up. Trained electricians have the expertise to ensure that the power distribution is done safely and according to electrical codes and regulations.

In summary, the primary difference in power needs for events comes down to the size of the audience and the equipment being used. Larger events with more equipment require a "power drop," which involves hard wiring power from the electrical service, and it is essential to involve the venue's trained electrician for safety. In contrast, smaller setups can rely on standard wall outlets for power.

Diverse Range of Power Rates

Our survey revealed a diverse range of power rates across various properties and in-house providers. These rates are often determined based on factors such as amperage and phase as discussed above. The practice of charging for power drops even if the power is drawn from a wall outlet emphasizes the importance of clear communication with in-house AV providers, to understand and manage these charges effectively. It's crucial to comprehend these costs to avoid budgetary surprises. When working with in-house AV providers, understanding their rates and how they correspond to your event's specific needs can help you manage your budget effectively. You have the right to question insurance waivers or daily service inspection charges that may be hidden in the fine print or as a line item.  The venue is providing power to a distribution panel, it is their responsibility to ensure functionality and safety of their equipment at all times and certainly at no charge to the client.

In conclusion, the decision of whether to use an in-house or outside AV provider should be made with careful consideration. While in-house AV services have their advantages, they come with specific pricing structures and potential hidden costs. By staying informed and asking the right questions during negotiations, you can make the best choice for your client's event.

We are committed to transparency, technical excellence, and dedicated support. Our goal is to empower you to create memorable events while managing costs effectively. If you have any questions or need assistance with your AV needs, feel free to reach out to us at The AV Firm. Not sure if we need to change the conclusion to make it more specific to power. 

**Disclaimer**The information provided in this blog is intended for informational and educational purposes only. It is not a substitute for professional legal, financial, or liability advice. Event planners and organizers are encouraged to consult with their own legal counsel, financial advisors, and liability experts to address specific concerns and obtain guidance tailored to their unique circumstances. The content presented here is based on general industry knowledge and insights and should not be considered as legal or financial counsel. We do not assume responsibility for any actions or decisions taken based on the information provided in this blog.