[michael.gjesdal@sdstate.edu]

Here at South Dakota State University, we are also working on updating our pricing as well as our pricing for our AV services, packages as everything is just out of date/obsolete. So, I too am looking to hear what others are doing.??

Current Pricing here: https://www.sdstate.edu/university-student-union/state-tech/state-tech-affiliated-student-org-rates.? Current pricing has SOME pattern as to discounts for different users, but it’s actually just a mess and totally random so I’m working to make it fair and consistent.? I have been working for 5 years to update our pricing and my predecessor has also been fighting for change before me.? I’m hopeful we can implement something in Fall ’24.

We currently have three different pricing categories. Category I – Non-Affiliated, Category II- Department, and Category III- Registered Student Orgs.? This we plan to keep.

The updated pricing I am currently proposing works kind of like most rental houses I’ve found.? Take the MSRP of the equipment and charge a percentage of that to Non-Affiliated Users. We are looking to start at 12% (20% seems to be the starting point for most rental houses in higher-demand areas).? This sets my base rental price.? Departments pay 2/3 of Non-Affiliated users (8%) and RSO’s pay 1/2 of Department (4%).? I also have raked pricing, so as users rent larger ticket items, the discount is greater. I dont know how to explain that but I can show you my excel sheet if you are interested.

I use a variation of the above formula to come up with the A La Carte pricing of each piece of equipment. I dont intend on using this much but will use it when I have the rare request for a dry hire – people hiring specific equipment without a tech.

Just one example of an item: Mic costs $100.? Non-Affiliated get it for $12/day, Departments for $8, and RSO for $4

I want to provide solutions, not equipment to end users. So I have packages built that cover the needs of maybe 75% of all of our events. Discounted even more, those become pretty affordable.? If the event’s needs are greater than what our packages include, we will tack on the a la carte items.? This also kind of helps to act as a red flag that this rental is a bit more involved and will likely need the help of a more experienced student technician or pro staff.

Again, This is still a work in progress.? My main goals in this change are to make the pricing consistent.? Keep the pricing affordable for RSO’s and more competitive (expensive) with the industry rates for Non-Affiliated Users.? With the bundles, it is nice to have the flexibility to pick and choose equipment to set groups up for success.? Fingers crossed something like my plan gets pushed across the governing bodies.

As for last-minute reservations.? We charge an additional 10% each day under 10-days notice as “Rush-Processing”. So if someone wants a sound system and they inform me the day of their event, the cost of the equipment doubles.? It happens and it either is inconsequential – they need the event to move on regardless, or they say no thanks and plan better next time.? Personally, I like the part where they plan better next time as it is generally a much better result for everyone.? Even though we say we CAN do day-of-notice events/rentals, we still use our discretion on whether or not we accept that work. Just as if we were working on planning an event months out and the customer’s expectations are higher than what we can provide, we don’t accept the work.? I don’t want to send my staff out to a gig, feeling bad if we didn’t try, just to have them fall flat.

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Michael Gjesdal
Event Services Operations Manager
South Dakota State University
Brookings SD
(605) 688-4960
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Original Message:
Sent: 12-08-2023 14:56
From: Carrie Cunningham
Subject: Pricing for A/V Rentals and Last Minute Requests

Hi all!

We at the University of Delaware Student Centers are working on revamping our pricing for technology rentals (i.e. wired/wireless mics, projection, involved audio mixing, lighting cues, spotlight, uplighting, working with bands or performers, etc.). We are trying to figure out a good pricing model since we don’t want to overcharge student groups who may have smaller budgets and create a barrier as to who can have larger-scale programs in our buildings. What are you all doing at your institutions?

Also how are you navigating the inevitable last-minute requests for equipment? Is there a fee or penalty? At what point can you draw the line not to accommodate the clients’ needs?

Looking forward to all your helpful feedback!

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Carrie Cunningham
Coordinator, AV Integration and Production (University Student Centers)
University of Delaware
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