Article Snapshot

Category: Event Production

Read time: 5–7 minutes

Best for: Event organisers, conference planners, venues and teams comparing AV quotes.

Focus: Cost transparency, external AV options and smarter AV planning.

Save on audio visual costs

It is easy to assume that high AV costs are only about expensive equipment or specialist technical expertise. Those things are part of the equation, but they are not the whole story.

In some venues, event organisers may be quoted through an in-house or preferred AV arrangement where the supplier relationship includes commissions or commercial markups. That can mean the final cost reflects more than the actual production requirement.

At Bax AV, we believe event organisers should understand what they are paying for, where the cost comes from and what choices are available before they commit.

The hidden commission system

At Bax Audio Visual, we have seen event planners surprised by the final AV cost. While equipment hire, labour, technical support, transport, preparation and show delivery all matter, the commercial arrangement behind some in-house services can also affect the quote.

When an event uses an in-house AV provider, the price may include a commission or preferred supplier arrangement that is ultimately reflected in the client’s bill. When that fee is not clearly disclosed, organisers may not realise how much of their AV spend is going to production value and how much is part of the venue supplier model.

That is why transparency matters. A good AV partner should help you understand the actual technical requirement, not simply accept a package that may or may not suit the event.

These commissions can be sky high and can be passed down to clients by some venues.

The real cost of AV equipment

Another factor that drives up audio visual costs is the short working life of much of the equipment. Technology moves quickly, client expectations change, and event formats have become more demanding, particularly with hybrid and livestreamed events now part of the mainstream.

Professional AV equipment needs to be maintained, updated, tested and replaced. Screens, microphones, switchers, lighting, video systems, comms, playback machines and control infrastructure all have to work reliably under live-event pressure.

That does not mean every event needs the biggest or most expensive setup. It means the AV design should be built around the outcome: the room, the audience, the content, the presenters and the level of production the event actually needs.

Audio visual costs: the legal detail to understand

The original article notes that event organisers should understand their rights when a venue suggests or requires a preferred supplier. In Australia, competition and consumer rules can be relevant where a client is forced to use a third-party supplier as a condition of accessing a service.

This is one reason it is worth asking questions early. Who owns the AV equipment? Is the supplier genuinely mandatory? Are there venue rules around rigging, insurance, power or access? Can an external provider be approved if they meet the venue’s technical and safety requirements?

A clear conversation before contracts are finalised can prevent confusion, extra costs and rushed decisions later.

Dale Bax, owner of Bax Audio Visual, weighs in

Dale Bax has seen the impact of hidden commissions and limited supplier choice on event budgets.

“Too many event organisers are unaware that they have the option to bring in an external AV supplier. Once they realise they can avoid these huge commissions, we are able to help them save a significant amount on their audio visual costs, which can then be reinvested into other aspects of their event.”

— Dale Bax, Owner, Bax AV

For Bax AV, the role of an AV partner is not just to provide gear. It is to provide value, clear advice and technical planning that supports the event outcome without unnecessary hidden costs.

External AV Options

Bring your AV partner into the conversation early so access, power, supplier approvals and production scope are clear.

How to avoid paying over the odds on audio visual services

Choose an external AV provider. By working with a trusted AV partner, you can compare options and avoid being locked into a package that may not be right for your event.

Look for no hidden commissions. Ask for transparent pricing and a custom AV package that fits the event’s needs and budget.

Choose custom AV solutions. Standard packages may be convenient, but they are not always the best fit. The right solution should be tailored to the room, content, presenter style and delegate experience.

Use expert AV technicians. Good technicians manage the live risk on the day, keep the technical elements running and help presenters feel supported.

Choose the right partner and save on audio visual costs

Choosing the right AV supplier can make a major difference to your event budget. If you are stuck with an in-house provider, you may be paying more than you need to, especially if the arrangement includes undisclosed commissions or a package that does not reflect your actual production needs.

“We are here to be your reliable AV partner, ensuring your event is as successful and stress-free as possible, without hidden audio visual costs.”

— Dale Bax, Owner, Bax AV

For more information on how Bax AV can help you reduce costs and elevate your next event, get in touch with the team. Whether you are hosting a conference in the Hunter Valley, the Central Coast or a virtual event across Australia, we can help design a seamless AV approach that makes the event look and sound right.

Talk to Bax AV about conference production, technical planning, hybrid events, venue support and AV solutions that are built around the outcome, not just the equipment list.