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Venue Rental & F&B Minimums: Traditional venues typically charge a base room rental fee coupled with a Food and Beverage (F&B) minimum—a strict, non-negotiable amount they must spend on catering just to secure the space. This only covers the empty room and the food; they do not include essential event infrastructure like a stage, internet access, power, or video production, which are all billed as aggressive upcharges.
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Stage and Presentation Components: Presentation elements are expensive, à la carte upgrades rather than standard inclusions. Premium daily rental rates just to build a basic stage with skirting and stairs. Separate fees for backdrops, pipe-and-drape, wireless microphones, audio mixers, and the basic show lighting quickly inflate a baseline room rental into a massive expense
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Video Projector: Basic visuals like a standard video projector, screen, and setup labor are typically billed individually. For clients seeking high-end visuals, such as a large LED video wall, venues add thousands of dollars in separate fees for the equipment rental, specialized operation staff, and necessary power drops.
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In-House AV Production: Be prepared to pay premium rates for each camera, microphone, light, mixer, show switcher, and other dedicated production hardware as well as setup fees.
This does not include the crew to run the production. Hotels charge thousands of dollars to staff camera operators, audio engineers, show director, floor manager, and other personnel.
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Outside AV Surcharge: If a client wants to bring in an outside production company hotels often charge a "liaison" or "shadow" fee. This is often 20% to 25% of what the hotel's in-house AV company would have charged for the same gear, simply for the privilege of not using them.
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Internet and Bandwidth: Standard hotel Wi-Fi cannot handle a stable livestream or seamless NDI network routing. Hotels charge exorbitant daily rates for a dedicated hardline ethernet connection with guaranteed upload speeds. They often also charge for access to Wi-Fi for your guests.
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Load-In/Load-Out: Hotels charge clients half-day or full-day room rental rates for the setup day prior to the event. Additionally there may be labor charges to set up the stage, lights, cameras, and all included elements.
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Mandatory Service Charges: Every coffee, lunch, and water station ordered for the guests will be hit with a mandatory service charge, plus local taxes, which could turn a $50 per person lunch into an $80 per person expense.
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Your Show Comes First: Traditional venues will sell you an empty room and then treat each element as an expensive, secondary add-on. We take the reverse approach; your show is the priority with the venue, AV production, staging, and show elements included in a transparently priced package without the itemized upcharges.
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No Load-in/Load-out: Our studio is preconfigured for a variety of show setups. The stage, lighting, LED video wall, cameras, microphones, and most show elements are already in place. You're coming to us, and this saves you the labor and setup costs of most hotels.
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Flexible Network Production: Remote control cameras with automatic tracking, slideshows, video playback, music, virtual guests, live streaming, and live show switching & recording are managed in our dedicated master control room via a specialized NDI video network, which provides far more flexibility and versatility than most in-house AV productions.
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All-Inclusive Production Bundles: Several "turnkey" event packages are available and include:
- Rental of studio space with seating for up to 100 people
- 20x8 foot stage deck with stairs
- 24x10 foot LED Video wall
- At least 3 PTZ remote video cameras
- Event Microphones
- PA system
- Copyright Free Event Music
- Lower Third Graphics
- Vibe Digital White Board
- 4 Panel chairs
- Laptop connection to video wall
- Slideshow Playback
- Video Playback
- Live Switch Show Production
- Live streaming
- Virtual Guests
- Confidence Monitors
- Session count down timer
- "Live Cut" recorded show
- Hard drive for show delivery
- Staff: Show Director
- Staff: Studio Engineer/Camera Operator
- Staff: Front of House Audio
- Staff: Floor Manager/Production Assistant
- Show Configuration
- Build-out Day and Client show run through
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Upgrades and Customization: We offer additional upgrades to your event, including but not limited to: Live Stream Moderation, Podcast recording, enhanced show lighting, and catering/craft service management.
Unlike hotels or traditional venues, our pricing is transparent and additional features and fees will not be added without prior consent/notification.
Catering and Craft Services
Food and Beverage services are not included in our production packages. We find that most of our clients prefer to provide their own food and catering of their preference instead of being locked into a limited hotel menu. By working with local vendors directly clients cans avoid the burden of food & beverage upcharges.
Catering management is available upon request.
