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This is a bit vague given that you seem to be asking for a full refund of $10,000, which I would only expect for a 100% disaster. If you (or M5) could add the following, that might help:
How big was the conference? How many days? How many people? How many rooms/sessions? If there was more than one session at a time, were all sessions supposed to be recorded?
Is this the first conference you've ever done or are you experienced with putting on conferences?
How many bids did you get, and what did the other bids come in at? Did you check M5's credentials and references (e.g. if M5 said they did a conference for SalesForce, did you call SalesForce) or could M5 attach something now?
Was the presentation recording included in the contract? What was the recording to be used for? (e.g. was it just for your own records or were recordings to be sold/given to attendees or a wider audience?)
Were the complaints of the 'I didn't hear a single word' type or more 'there was a bit of a glitch' type? For instance, when I go to the movies, occasionally there's a minor sound glitch that may be a jolt to my focus but doesn't materially affect my understanding of the movie. Did anyone at any time stop a presentation and ask M5 to fix a problem or yell 'I can't hear!'?
Were the projectors used by your staff or operated by M5? How many projectors? Were they totally inoperable or just a bit cranky? User error or malfunction?
Can you attach the evaluations from the audience that included negative comments?
I can see that the complainant is disappointed and unhappy; I suspect that M5 may recognize some errors, which is always a learning experience, but also knows what it provided for the price and resents being asked for a full refund.
Focusing on very specific details and areas of possible compromise (e.g. M5 makes a serious effort to pull together a good recording, possibly splicing in few comments from the complainant to replace missing material) could help both parties to move beyond the angry and frustrated stage.
Thanks for your interest.! That's a lot of questions and would require a rather long essay. We would settle for $3,000 back but that would still be a huge loss/compromise on our part since the event can NEVER be recreated and the recordings are lost forever. Yes, we have done many events but never hired a big AV company like this. We upped the budget in hopes of a professional experience but it was the complete opposite - the events we did ourselves were actually a lot better! Pretty sad, right?
I can assume that you have a contract with this company. Yes? Then sue them of breach of contract and you'll get back the full paid amount maybe more for damages at your event. Take an attorney! (I guess the replay you get first from J.P. is from the provider!).
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