Need To Know About Event AV Agreements

This article is about to blow your mind when it comes to event audiovisual agreements. And why, you will ask me? Did you know that not taking perils is the periliest career step? Have you ever wanted to take the next step in your career or personal life, but you didn’t feel completely prepared? You may want to turn your apartment into a house. Perhaps you are ready to propose and make your girlfriend your fiancé. You are probably ready for a new career challenge.

You’re the best at what you do. You’ve been planning events for many years and are ready to take on your next biggest client. You’ve even read our ultimate audiovisual checklist. There is only one thing holding you back – the not-known. We want to help alleviate the uncertainty of the not-known. As an event planner, one of the most difficult parts of the next step is the confusion of contract details in an event AV agreement. Here’s what you need to know!


The first part that you will see on audiovisual agreements for events is the quote. At the end of the quote, you will see a deposit section. For most events, many companies require a deposit of between 20 and 50% of the total price of the agreement. The deposit is due when you sign the contract and its purpose is to ensure that you follow up on your agreement. This is not uncommon. Other companies may also indicate a series of deposit payments in the run-up to the event.

Terms and conditions of event sales agreements

The terms of the agreements are usually one of the first parts of the agreement on the GTC of the event. In general, this section explains what you hire the supplier for and what is highlighted. One of the biggest mistakes you can make is to simply accept “normal” conditions. Some important details in the terms of the agreement may include::

Travel. If they are traveling, the details of their transportation, accommodation and daily allowances are usually described here.

Responsibility. Often, suppliers indicate that you are responsible for the items, both in and out of contract. If you rent equipment, you are responsible for keeping it intact. This section also lists the items for which you may be responsible and which are not included in the contract.

Public costs. Your location may require you to obtain special permits for the audiovisual equipment you use. An example is a permit from the fire department stating that your event meets the lawful safety guidelines. Another cost element may be the state tax cost. If you’re hosting an event in another state, you’ll want to learn more about the different event taxes. You will need to take these additional costs and time into account when planning your event.

lawful jargon in audiovisual agreements

Force majeure, arbitration and applicable law are part of a GTC contract that can be terminated by a lawyer. Here is a simple sketch:

Force majeure. The easiest way to cover your ass is to consult this section with a lawyer. They will help you come up with possible scenarios that your event could experience and will also provide clarification on excusable areas.

Arbitration. Overall, this section stipulates that you agree to take lawful action and that you should instead go to an arbitrator to settle your disagreement.

Accessibility in event agreements

The Accessibility section refers to compliance with the event schedule. As mentioned earlier, it is extremely important to consider each section in detail. If you don’t, you may see an increase in hidden Joys on your total bill. Two areas that you mainly want to focus on are::

Time. You want to review all the moments of the event, including the extra time you need to set up and break down. Make sure that this data is explicitly written so that you are prepared to bear the additional costs that this may entail.


Have you ever heard of people renting equipment that they have rented to reduce the total cost of rent? If so, they are violating that part of the agreement. This section is often included in event T&Cs agreements and specifically states that you cannot rent the equipment in the agreement without their consent. An example is an event organizer who rented equipment from an audiovisual company. Coincidentally, the event took place during Super Bowl weekend. The event organizer thought it would be a great idea to use the equipment to host a Super Bowl party, because they already had the equipment. To do this, they had to contact the audiovisual company to receive their approval. If they had not received permission, they could be in serious lawful trouble.


Indemnity is another name for an insurance claim. Some companies require that you have an insurance policy equal to the cost of renting the equipment. While it may seem complicated, paying $40 for a $1,000,000 policy will benefit you if your $100,000 set catches fire unexpectedly. In addition to equipment insurance, you may need to purchase liability insurance to protect yourself, your employees and the guests of the event. Again, it is enough for a person to trip over a cord and break his leg to cause a minor lawful headache. Don’t try to scare yourself, but prepare for the worstmatter scenario – it’s better to be safe than sorry.


Overall, you don’t want to make assumptions. All disclaimers must be stated. I always say: no question is a bad question. If something is not in the list, it is better to ask. This is especially important with booking systems and additional costs. These are described in more detail below:

System. Many event audiovisual agreements list the systems, but do not include specific equipment in the system. Discover the features of the system. These characteristics will help you understand whether the system is suitable for your project. For example, is the projector capable of filming in high definition on an 8-meter wall?

Household expenses. The cost of the house includes electricity, electricity and heating. Essentially, these are the costs associated with the operation of everything. You want to look specifically at how much electricity, power and heat or air conditioning you need for your event.

Cancellation of event agreements

The cancellation policy is particularly important to check. Many contracts do not clearly indicate what will be refunded inmatter of cancellation. Likewise, many contracts do not clearly define the acceptable reasons for canceling an event. Here are some factors to consider:

Bad weather. If the event is to be held outdoors, you will want to consider the chances of bad weather disrupting your event. You will want to discuss excusable and non-excusable weather events, and how much you will have to pay if they occur.