10 Budget Tips for Meeting Planners (From Your AV Friends at RedHawt)

Ask any meeting planner what keeps them up at night, and chances are the answer is: the budget (with a

side of venue headaches). While we at RedHawt don’t manage venues, we do know our way around AV and production budgets, and we’re here to help you stay on track.

Here are some practical, real-world tips to help you get the most from your AV and production spend:

Don’t Recycle Last Year’s Budget

It might be tempting to dust off last year’s spreadsheet, but costs change. Add at least 3% for inflation; it’s very real, and it adds up fast.

Location Matters…A Lot

Your event city can make or break your budget. Big-name cities like New York, LA, Chicago, and San Francisco come with premium price tags. Want more bang for your buck? Consider Orlando, Atlanta, or Dallas. European cities can also offer better value, especially when it comes to scenic and rigging costs.

Right-Size Your Tech to Your Audience

Has your audience grown (or shrunk)? It matters. One of our clients doubled their attendee count in a year—great news, but it required more  AV coverage. Bigger crowds = more screens, more speakers, and more crew. Plan accordingly!

Be Upfront About Your Budget

Seriously, tell your production partner your number. We can design it, and it saves everyone time and surprises. The more we know, the better we can help.

Power & Rigging Costs Add Up

For mid-sized U.S. shows, rigging and power can each hit five figures. Want to save? Consider switching to LED lighting and LED walls; they’re more energy-efficient and reduce your power draw from the venue. You can also cut the rigging entirely and floor support everything. (There are some drawbacks to that, but it may be necessary to stay in your range)

Projection vs. LED Walls

Good news: LED walls have come down in price. If you’ve been dreaming about that high-impact visual wall, this might be the year you get it.

Don’t Forget Content Creation

A fancy screen needs great content. Whether it’s motion graphics or static visuals, make sure to budget for content production. Got an in-house design team? Great just be sure you’re using standard aspect ratios to keep things simple.

Always Add a Contingency

A 10% buffer is the industry standard for a reason. Things change. Be prepared.

Trust the Process

Initial bids might feel high. But as your event takes shape, your production team can often adjust and find savings as the scope becomes clearer.

Track Scope Changes (Hello, PCNs)

Most production companies use Project Change Notices (PCNs) to track added costs or reductions. Keep tabs on these throughout the project, so your final invoice doesn’t surprise you.

Budget With Purpose

Here’s something planners don’t always hear: your event goals and message influence your budget. A sales kickoff, for example, usually commands a bigger budget than a training or government meeting. Align your spend with your priorities.

Need Backup? We’re Here for You

At RedHawt, we love helping planners make smart choices—whether or not you hire us (but we think you’ll want to). Let’s talk.