The Revenue You're Leaving on the Table
Every venue with event spaces has the same hidden problem: a significant number of events happen without any AV services. No sound system, no projector, no WiFi upgrade. Not because the event didn't need them, but because the ordering process was too cumbersome, the prices weren't visible upfront, or nobody bothered to reach out.
Self-service AV ordering changes the math completely.
Why Traditional AV Ordering Suppresses Revenue
The traditional model requires event planners to proactively seek out AV services, navigate a slow quote-and-negotiate process, and commit without clear pricing visibility. Each friction point is a dropout point:
- Can't find the contact info — Event planner skips AV entirely
- Sends an email, waits 2 days for a quote — Gets busy, forgets to follow up
- Receives a quote that feels expensive — Decides to bring their own equipment or go without
- Needs to modify the order — Starts the email chain over again
At every step, you lose potential customers. The actual conversion rate from "events at your venue" to "events that order AV" is often shockingly low.
How Self-Service Changes the Equation
Remove the Barrier to Entry
With a self-service portal, event planners don't need to call anyone, create an account, or wait for a quote. They click a link, browse available equipment, see real-time pricing (including rental duration and tax), and add items to a cart. The entire process takes under two minutes.
No account required. No phone calls. No waiting.
Automated Outreach Captures Every Event
Instead of waiting for clients to come to you, automated outreach emails go to every event contact — typically 27-29 days before their event date. Each email includes a direct link to the self-service ordering portal, pre-configured for their event dates and venue.
This means every single event at your facility gets a personalized invitation to order AV services. No more events falling through the cracks.
Cross-Sell WiFi and Internet Services
One of the biggest revenue opportunities venues miss is internet and WiFi services. When an event planner is already browsing AV equipment, offering WiFi upgrade options — dedicated hardwired connections, private WiFi networks, bandwidth upgrades — is a natural cross-sell.
Self-service portals make this seamless. The WiFi ordering experience is just as simple as AV equipment: select your tier, choose your dates, check out.
Transparent Pricing Builds Trust
When pricing is visible upfront, event planners feel empowered rather than trapped. They can see exactly what a projector costs per day, what a sound system package includes, and how tax is calculated. This transparency actually increases conversion because clients feel confident they're getting a fair deal.
The Numbers That Matter
Venues using self-service AV ordering with automated outreach typically see improvements across several key metrics:
- Higher capture rate — More events ordering AV services because outreach is automated and universal
- Higher average order value — Clients can easily browse and add items without the awkwardness of asking a sales rep
- Faster time to order — From outreach email to completed order in minutes, not days
- Lower operational cost — Self-service means fewer sales calls, fewer quotes, fewer email chains
What This Means for Your Venue
If you're generating a commission or revenue share from AV services at your venue, self-service ordering directly impacts your bottom line. More events ordering, higher order values, and better client satisfaction all add up.
And if you're not currently capturing revenue from AV services — this is a new revenue stream waiting to be activated.
See how HPS brings self-service AV and internet ordering to your venue →