2025 | Client Success Story

How a Top Pharma Company Unlocked 25% Cost Savings without Sacrificing Quality

Small AV Format Meeting

Executive Summary

In Spring 2025, a top global pharmaceutical company tasked its lead life sciences agency with reducing meeting and event delivery costs while maintaining quality. Partnering together, the agency and Plannernet conducted a head-to-head comparison with the incumbent AV provider.

The outcome? Transparent pricing, standardized bundles, and rapid implementation that unlocked 25% cost savings in less than 30 days—while delivering thousands of highly regulated, small-format events with a 100% success rate (no cancellations, no unresolved critical issues, and >99% on-time starts).

At a Glance:

<30 day transition

25% average savings

100% event delivery success

1,000s of events annually

The Client

A leading global pharmaceutical company with a complex portfolio of nationwide meetings and events, requiring seamless AV delivery and strict compliance. Their lead agency was tasked with identifying significant cost efficiencies across the program.

The Challenge

  • Aggressive savings target — 25% reduction in AV spend.
  • Hidden fees — Incumbent provider charged add-ons (taxes, extended delivery) that inflated costs.

  • Tight timeline — Savings had to be achieved quickly, with implementation in less than 30 days.

  • Scale & quality demands — Nationwide events required consistent service, vetted talent, and compliance.

The Solution

Plannernet partnered with the client’s agency to reimagine AV delivery:

  • Transparent, bundled pricing — eliminated hidden fees, creating immediate savings.
  • Competitive cost model — consistently 20–25% lower than incumbent rates.
  • Rapid onboarding — full implementation completed in under 30 days.
  • Nationwide coverage — leveraging Plannernet’s network of qualified AV talent.

  • Technology integration — Evailable® platform automated coordination, enhanced visibility, and centralized reporting.

Business Results

  • 20–25% cost savings achieved immediately through transparent bundles, elimination of hidden fees, regionalized crews, and tighter change-order controls.
  • Full implementation in <30 days, with no disruption to events.
  • 100% success rate — no cancellations, no unresolved critical issues, and >99% on-time starts.
  • Greater clarity, control, and reporting with Evailable®.

  • Performance management — monthly reviews with the client to monitor savings, quality KPIs, and upcoming demand, keeping performance consistent across thousands of events.

  • Nationwide delivery with vetted, local AV talent.

Our transition to Plannernet as our A/V vendor has been seamless, with services implemented smoothly and without client disruption. Evailable has been a phenomenal, intuitive tool, easily tailored to our client’s unique needs. Your team’s agility, solutions-focused approach, and positive attitude make every interaction a pleasure.

Associate Director | Client Services for a Leading Global Clinical Research Provider

Key Takeaways

Meaningful savings: Up to 25% reduction in AV spend.

Faster speed-to-value: Implementation in less than 30 days.

Technology advantage: Evailable® drives visibility, efficiency, and control.

Scalable partnership: Consistent, compliant service across the U.S.

Conclusion:

Reducing AV costs doesn’t have to come at the expense of quality. With Plannernet’s transparent model and technology-driven approach, you gain efficiency, control, and measurable value.

Request a side-by-side with your current provider and see results in under 30 days.

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