The follow-up conversations that help you stop managing AV and start leading your event
If you’re issuing an AV RFP, there’s usually a reason.
Sometimes it’s required by policy.
Sometimes it’s about pricing.
And sometimes—if we’re being honest—it’s because you haven’t yet found that partner.
The one who truly understands your event, sees the bigger picture, and has your back when things change.
Experienced planners already know how to write an AV RFP. You know how to define scope, gather comparable quotes, and run a fair process.
What the RFP can’t tell you—no matter how well written—is how a potential AV partner will show up when the event is live.
This next step is how you find out.
The RFP Gets You Proposals. This Gets You a Partner.
Once proposals are in, most planners are staring at:
- Similar scopes
- Wide differences in pricing
- And a short list of technically qualified companies
- At this point, the decision is no longer about capability.
It’s about fit, judgment, and shared ownership of outcomes.
This is where intentional follow-up conversations matter.
Not sales calls.
Not line-item negotiations.
But real planning conversations that reveal:
- How teams think about tradeoffs
- How they handle uncertainty
- Whether they care about outcomes as much as you do
- And whether they understand the ripple effects their decisions have on speakers, sponsors, attendees, and leadership
This is how you identify the partner who doesn’t just execute tasks—but rises to the occasion.
Why This Is the Sure-Fire Way to Level Up Your AV RFP
Planners who feel the most confident onsite chose partners who:
- Understand the intent behind the program
- Anticipate issues before they escalate
- Make thoughtful decisions aligned with the bigger picture
- Minimize disruption across all stakeholders
When you’ve chosen that partner, you arrive onsite knowing:
- They know what to do
- They know how to do it
- And they’ll step up when challenges arise
That’s the shift—from managing AV to leading your event.
Click here to download our “AV Finalist Interview Worksheet” to ask the right questions to find the partner you want.
