You've Chosen to Self-Manage AV: Now What Happens If You Don't Own ALL the Equipment Meeting Planners Are Asking For?
March 28, 2019 11:49am
20 questions to ask when negotiating with an outside AV services provider – or there’s AVaStar
By Eric Bracht
You’ve got a newly built or recently remodeled hotel, and you’ve made the decision to self-manage the AV services process. Bill, your hotel’s banquet manager, was chosen to be responsible for the hotel’s built-in and portable AV equipment. To help Bill, you’ve invested in AVaStar, a managed-services solution that provides step-by-step guidance to manage every aspect of the AV services process. Bill plans and details all meeting technology needs, including ensuring that portable and built in equipment is working and ready for customer use, all while controlling expenses. But what happens when a meeting planner asks Bill for event technologies that your hotel doesn’t own?
Nobody can or should own everything – it isn’t practical. Even the biggest AV services companies subcontract for certain event technologies. According to the American Express 2019 Global Meetings & Events Forecast, mobile apps, facial recognition, virtual reality, artificial intelligence and robotics are just a few of tools that will be used in 2019 to stimulate attendee interaction. But it typically doesn’t make sense for a hotel to invest in these types of technologies. How would Bill (whose primary job responsibility is catering sales, not managing technology) evaluate the qualifications, competence, and capacities of the local AV rental company to provide these resources? And, how would he know how to negotiate an agreement that guarantees your hotel receives a fair commission while the guest pays a fair price?
Finding the right outside AV services partner isn’t an easy task. Terms and conditions need to be included in contracts to ensure that events go smoothly, and that no damage is done to the hotel or to its built-in systems. Even though an outside company is bringing in equipment, it’s the hotel’s responsibility to support the guest and provide a seamless experience. A strong working relationship with outside service partners ensures they value your business and won’t try to poach the business and ask the meeting planner to work with them directly the next time they bring an event to your destination. Most local companies appreciate a good working relationship with a hotel and are happy to receive a new revenue stream from your customers, but there must be a formal understanding of roles and responsibilities.
So, there are two ways a hotel can manage this situation.
Option No. 1 – Ask Lots of Questions
Bill can do his best to find a local AV partner and negotiate the best agreement. To help with that process, here are 20 questions to ask of prospective candidates:
Option No. 2 – Leverage AvaStar
After looking at Option No. 1, your head may be spinning. Unfortunately, there are no “How To” books on the AV negotiating process. As a self-managing hotel and user of AVaStar, however, you can leverage the expertise of AVaStar’s professional services team to search and select a reputable AV services partner and negotiate the contract on your behalf. Not only will the AVaStar team work with hoteliers to secure outside provider agreements, AVaStar provides tools to audit actual performance against the terms of the agreement to ensure that what was promised is being delivered. AVaStar gives people like Bill the ability to manage those contracts by monitoring spending and comparing that spend with what was charged to make sure the AV department remains profitable.
AVaStar is for everyone. It’s ideal for hotels that prefer to self-manage AV services. But when outside services are required, AvaStar can help with that too.
Tags: eric bracht,
meetings & events,
Eric Bracht is managing director of AVaStar, an event-technology SaaS designed to provide a comprehensive suite of services for self-managing a hotel owner’s AV technology investment. It’s an interconnective software that provides systems and templates covering the entire spectrum of activities associated with operating and managing presentation technology systems and services.
Contact: Eric Bracht
How Hotels Are Meeting the Demand for Quality Meeting Space
Your Outdated Venue Management Technology Costs You More Than You Think
EMD Showing How Interior Design, Technology and People Can Work Together to Create Better Meetings at HD Expo
The Modern Casino Resort: An Event and Meetings Hot-Spot
5 Questions to Determine if Your Hotel Group Sales Process Is Broken
Meet the Bleisure Demand With Meeting Experiences
Teneo Hospitality Group Surveys Meeting Planners and Hoteliers; Targets Five Challenges Confronting Meetings Industry in 2019
iVvy Venue Technology and Coastal Gaming Announce Strategic Partnership
iVvy Venue Technology Achieves Oracle Validated Integration With Oracle Hospitality OPERA PMS
Without a How-To Book for AV Services, Who is Training Hotel Staff on Sales, Set Up and Preventive Maintenance?
There Is No How-To Book for AV Services, But There Is AVaStar
How Hoteliers Can Be Responsible With the Owners' AV Technology Investment
Tourism Tidbits: Working With Meeting & Convention Planners
Audiovisual Experiences Help Leading Hotels Connect With Today's Tech-Savvy Guests
The National Conference Center Celebrates 2018 With Three Prestigious Awards
BENCHMARK® Celebrates Texas Expansion in Southwestern Style With a Complimentary Al Fresco Barbecue in Three Stunning Outdoor Venues
Forecast Shows Event Technology Is Driving Meetings Success
Meetings & Conventions Magazine Names Benchmark’s Ellen Sinclair One of the “Top 25 Women in the Meetings Industry”
West Belmont Place Creates Three Holiday Party Themes
CEO of iVvy Lauren Hall Talks Groups and Event Technology and Making the RFP a Thing of the Past
Please login or register to post a comment.