Find out what exactly they will be bringing and what extras

Event management companies take care of all the arrangements and details involved in organizing a business event and ensure that it is a success. Both businesses that are new to the corporate event circuit as well as those that have been holding events for ages prefer to hire the services of event management companies. 

At times, however, you might feel as though the company's charges are not exactly reasonable and justified - the fees could be related to anything from audiovisual rentals to small consumables. Here are some tips on how to manage audiovisual and other event management costs.Ascertain audiovisual equipment requirementsThis may appear to be a no brainer but it is absolutely vital to assess what your audiovisual rentals needs are before requesting for quotes from rental companies. Begin by asking the speakers who are scheduled to present/speak at the event about their requirements. 

Ask for specific details and ensure they really need what they are asking for. Also check with the people in charge of entertainment as to what equipment they will need.Don't make any assumptions. For instance, some speakers always prefer to bring in their own equipment as they find that more comfortable and they feel the presentation works better that way.

 Find out what exactly they will be bringing and what extras they might require. Also ask about the type of systems they will be using. They might use Apple Macs while you may have peripherals configured for Windows.Monitor labor costsLabor costs at a large event where much audiovisual equipment is being set up and used may be quite large. Check out what the charges are for labor. This can vary, of course, depending on if it is regular or overtime work. 

Also check 'double time' start and planetary reducer end times - it usually runs between midnight and 6 a.m.Find out whether there are additional labor charges that will be incurred by the event management company or venue. If you are hiring audiovisual rentals separately, check the time needed for installation and dismantling. Try to get this scheduled within regular work hours. You don't want to incur extra costs on labor because the set up had to take place between 3 a.m. and 6 a.m.!

Don't ignore the small thingsThe event management company will use consumables like tie-down straps, marker pens, flip charts, batteries and tape. These are quite reasonable expenses that will be passed on to your company. However, do find out how many of such items were used and what the charges for each are. It is good to find out this information before the event and during the request for proposal (RFP) stage.Closely look at the big itemsPower and internet charges are some of the major expenses that a business event will incur.

 Venues can charge your company or the event management company a pretty high fee for power and internet. They will probably not be able to provide an accurate breakdown, but you have to keep these charges in mind as well.However this may be negotiable. It is best to do some asking around beforehand among your peers or at the 'convention and visitors bureau' (CVB). Browse the internet for information and try to gauge what justifiable rates would be. With this information in hand you will be in a good position to negotiate a better rate with the venue management prior to your company signing the contract.Negotiate before signing the contractThe process of negotiating the terms of contracts can take some time. 

You may have two or more contracts to sign - one with the venue, one with the audiovisual rentals company and one with the event management company. Ensure there is no overlap in the services and the equipment to be provided. If you are unclear about some of the technical terms being used, ask for clarifications and do your own research online. As a customer you should have a very good understanding of what you will be paying for.