How to Compare AV Production Proposals for an Orlando Event

To compare AV production proposals for an Orlando event, give every provider the same brief, identify differences in delivery, and calculate the complete cost of meeting your requirements. A lower total only tells you something useful once you know what each team has priced.

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If you own the marketing, communications or HR budget, your decision also needs an explanation that procurement and leadership can follow. Build the comparison around what your audience must experience and what your team needs help delivering.

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Start with one version of the event

Send each provider the same agenda, room plan, attendance estimate and access schedule. Include speaker needs, brand visuals, recording or streaming requirements, and the moments that need coordinated cues.

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Mark anything still undecided. If the awards segment may include a live performance, ask every provider to price it as the same separate option. Otherwise, one team may budget a straightforward presentation while another budgets a produced show.

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For a broader view of what can sit within that scope, review New Sense’s Orlando corporate event production services.

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Make a comparison sheet that exposes the differences

Use one column per proposal and one row per requirement. Record the quoted deliverable, its status (included, excluded, optional or awaiting confirmation), the clarification needed and the provider’s confirmed price adjustment. Keep your original quotes alongside the revised versions so the reason for each change remains visible.

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Work through these questions:

• Audience experience: Can guests hear speech and see the presentation from the planned seating? What changes between the proposed screen or speaker layouts?

• Creative work: Who develops stage looks, branded screen content and transitions? Does the price cover content creation, playback, or both?

• People: Which operators and production leaders are included? Who coordinates speaker entrances, videos and lighting cues?

• Time: Do the proposals cover the same setup, testing, rehearsal, show and teardown windows?

• Venue services: Which power, rigging, internet, house-system connections or required personnel sit outside the provider’s quote?

• Recovery: What backup equipment or alternative playback path is included, and who responds if something stops working?

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“Not specified” belongs in the clarification column. It should never be entered as zero cost.

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Separate the screen from the work that goes on it

The Bishop Moore Catholic Legacy Gala at Rosen Shingle Creek shows why a screen specification cannot describe the whole production. New Sense’s published case includes a custom LED wall, original video, audio, lighting and draping, plus direct venue coordination. Those are distinct workstreams even when they support one ballroom experience.

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Use that distinction when reconciling your proposals. If one includes original video and another assumes client-supplied files, ask for both to be priced against the same content brief. Do the same for room treatment and venue coordination. You can retain an enhancement as an option, but keep it out of the baseline comparison. The gala illustrates scope; its case study does not disclose competing quotes or a price advantage.

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Price the same finished scope

Ask providers to revise their proposals after clarifications. Compare the revised production total plus required third-party services, applicable taxes and charges. Keep optional enhancements separate and distinguish confirmed prices from allowances.

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Check for duplicated charges when both venue AV and an independent team are involved. Equally, make sure a necessary service has not fallen between them. Ask who orders it, who pays and where the amount appears.

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Orlando-area venue rules can affect that calculation. For example, the published Omni Orlando Resort at Champions Gate production guidelines reserve certain rigging and power work to designated providers. Confirm the rules and charges that apply to your event rather than using another property’s policy.

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Write down the reason for your choice

Your approval note should explain the scope selected, the meaningful differences between proposals, the complete known cost and any conditions still awaiting confirmation.

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Once both offers cover the agreed baseline, assess the remaining differences against your priorities: more rehearsal support, additional creative development or less coordination work for your team. Our guide to evaluating an event production company covers the broader questions of experience, people and process.

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Request a second proposal

Share your current scope, event date, Orlando venue, audience size, schedule and creative goals with New Sense Productions. Request a second proposal to assess the production approach against your event’s needs. Every proposal is tailored to your event’s scope, goals, and production needs.

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