Request a detailed AV quote early and, where possible, negotiate AV terms directly into the hotel agreement. Understand what is driving AV costs: An in-house AV provider’s commissions to the hotel may significantly increase the final client price. Stay composed: Event planners are often expected to remain calm while everyone else reacts. Event planners are often expected to remain calm while everyone else reacts. Encourage people to speak up: Team meetings only work when participants raise concerns, share updates and clarify confusion.