Booking a venue is one of the most important steps in planning an event. But venue contracts are often filled with fine print, hidden fees, and restrictive policies that can derail your budget and creative vision.
One of the most common issues? Venues requiring you to use in-house audio-visual (AV) services which often results in unexpected costs and fewer options for your event's production needs.
At Slate Productions, we help clients navigate these agreements so you avoid unnecessary expenses and get the flexibility you deserve before you sign.
Common Hidden Fees & Restrictions in Venue Contracts
Before signing anything, ask the right questions. Here are the most common issues we see:
1. AV Exclusivity Clauses – Can You Bring Your Own AV Team?
Many venues require exclusive use of their in-house AV team. While this may seem convenient, it often comes with significantly higher costs and fewer options for customized lighting, sound, and production. Never let the venue limit your options. You are the customer!!
Key Questions to Ask:
Q: Does the venue require you to use their AV services?
A: You can amend the contract so that they don’t.
Q: Can you bring in an outside AV provider?
A: Make sure the contract says that you can before you sign
Q: Are there additional fees for using non-venue AV teams?
A: As long as you rewrite the contract so that additional fees are absorbed in the agreement for F&B, rooms, etc., there should not be additional fees.
Q: Do they allow access to power sources, rigging points, or control systems for external AV?
A: Everything is negotiable before the contract is signed.
Our Tip: Always negotiate AV flexibility upfront. Having the option to use an independent provider like Slate Productions can save money and elevate your production quality. Bring Slate Productions in BEFORE you sign your contract, and we can help negotiate the agreement so you can bring in outside AV.
Be Aware: Even if a venue says they allow outside AV, they may impose burdensome supervision fees, restrictive load-in windows, or require you to hire their in-house labor, which can make using an outside AV team cost-prohibitive. Leave yourself as many options as possible, so you have the choice of using the in-house AV or not.
Real Talk: One example is a client who was charged upwards of $15,000 in internet/power fees simply for trying to use an external AV provider after signing their venue contract. Had they amended the contract before signing, they could have avoided those extortionate fees.
2. Hidden Fees That Can Inflate Your Budget
Many venue contracts include surprise charges that add up fast.
Common Hidden Fees Include:
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Service Charges & Admin Fees – For using external vendors.
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Power Fees – For use of outlets, generators, or power tie-ins.
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Labor Fees – For mandatory in-house techs, even if unused.
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Equipment Rental Fees – Required use of venue-owned staging or AV.
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Extended Hour Fees – Overtime charges if your event runs late.
Our Tip: Ask for a full itemized breakdown. If it’s not in writing, don’t assume it’s included.
3. Contractual Restrictions That Limit Your Vision
Venue contracts may include clauses that affect your production, vendor selection, and event experience.
Common Restrictions Include:
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Vendor Exclusivity – You must use venue-approved vendors.
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Limited Setup/Breakdown Time – Tight load-in/load-out windows.
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Noise & Volume Limits – That limit your AV impact.
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Decoration & Rigging Rules – That limit stage and lighting design.
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Wireless Audio Frequency Coordination – Be aware of other meetings in the venue that could negatively impact/conflict with your wireless frequencies.
Our Tip: Ask for all restrictions in writing and confirm that your production team can comply without compromising your creative vision.
How to Negotiate a Venue Contract to Fit Your Needs
Venue contracts are negotiable. You just need to know where to push.
Our Top Negotiation Tips:
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Negotiate AV Freedom – Don’t assume in-house is your only option.
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Request a Fee Breakdown – Get every cost in writing.
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Clarify Setup & Teardown Rules – Ensure your timeline works for your team.
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Strike Unnecessary Clauses – Remove limiting or expensive terms.
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Document Everything – Verbal agreements mean nothing. Get it signed.
Why Work with Slate Productions?
We’re more than an AV team—we’re your contract partner. Slate Productions helps you:
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Review Your Venue Contract – We flag hidden fees and restrictions.
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Negotiate Better Terms – We help you fight for flexibility and savings.
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Ensure Compliance – We confirm your setup works within venue rules.
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Deliver Premium AV Services – Then we make your vision come to life.