When planning an event, one of the most critical decisions is choosing the right audio-visual (AV) partner. Whether you’re organizing a corporate conference or a gala, the AV setup can make or break your event. The dilemma many event planners face is whether to use the hotel’s in-house AV contractors or hire an external AV vendor. Both options have their pros and cons, and the right choice depends on the specific needs of your event, budget, and creative vision.
Understanding the Value Proposition
Before diving into the specific advantages and disadvantages of each option, it’s crucial to understand that the choice between in-house and external AV providers ultimately comes down to value rather than just cost. The right decision varies significantly based on whether you’re planning a one-time event or a recurring series of events.
For One-Time Events
If you’re planning a one-off meeting where AV isn’t a critical priority and/or time constraints don’t allow for extensive technical planning and venue walkthroughs, in-house AV services might provide sufficient value. These teams can deliver “good enough” service that meets basic requirements, especially for straightforward events with minimal technical needs.
For Recurring Events: The Value of Consistency
However, the equation changes significantly when considering recurring events, such as annual meetings or regular corporate conferences. In these scenarios, the benefit of bringing in an external AV partner becomes exponential.
Here’s why:
- Relationship Continuity: Unlike working with shift-based in-house techs who might be assigned to your event the morning of (and potentially changed between shifts), an external partner provides consistent points of contact who truly understand your event’s history and requirements.
- Deep Understanding: External partners who have worked with you year after year develop an intimate understanding of your needs, preferences, and working style. This institutional knowledge goes far beyond what can be captured in a Banquet Event Order (BEO) printed the morning of your event.
- Pre and Post-Event Technical Planning: External partners offer the valuable opportunity to engage in comprehensive planning discussions both before and after the event. These conversations can explore ways to enhance the attendee experience that go well beyond basic technical considerations like gear, WiFi, power, and rigging.
The Value Beyond Dollar Savings
While cost is always a consideration, the true value of an external AV partner often manifests in intangible benefits that make event planning and execution significantly smoother:
- Consistent Quality: The same team handling your event year after year ensures a reliable level of service and understanding of your expectations.
- Proactive Problem-Solving: Partners familiar with your events can anticipate challenges before they arise.
- Efficient Communication: Having an open line of communication with someone who understands your event history streamlines planning and execution.
- Peace of Mind: The comfort of working with a trusted partner who knows your preferences can be invaluable during high-stress event periods.
Next, we’ll break down the advantages and disadvantages of both options to help you further help you make an informed decision.
In-House AV Services: The Convenient Option
In-house AV services are typically provided by the venue or hotel where your event is taking place.
These AV teams are usually part of an exclusive partnership between the venue and a third-party AV company.
Advantages of In-House AV Services
- Convenience and Familiarity
- One of the primary benefits of using in-house AV is convenience. The AV team is already on-site and familiar with the venue’s layout, its electrical systems,
WIFIWiFi infrastructure, and any other potential challenges that could arise. This level of familiarity often results in a smoother setup and execution for simpler smaller events.
- One of the primary benefits of using in-house AV is convenience. The AV team is already on-site and familiar with the venue’s layout, its electrical systems,
- Cost-Effective for Basic Needs
- For events that have minimal AV requirements, in-house services can be cost-effective. Many venues offer AV packages that include basic sound, like house sound, and lighting setups at a reduced cost, which can be ideal for smaller events or those with a limited budget.
- Strategic Pricing Flexibility
- In-house AV providers often have the ability to adjust their pricing aggressively when competing with external vendors. They might offer significant discounts or package deals to secure the business, making it particularly challenging for outside AV companies to compete on price alone. This pricing flexibility can result in immediate cost savings, though it’s important to weigh these savings against other factors like service consistency and customization options.
Disadvantages of In-House AV Services
- Limited Flexibility and Creativity
- In-house AV teams typically work with a standard set of equipment, which can limit your options for customization. If you’re aiming for a unique or highly creative AV setup, the lack of flexibility may be frustrating.
- Potentially Higher Costs for Complex Setups
- While basic AV needs may be affordable, although, regardless of the package, you will still pay a 20-30% service fee, a more complex requirements tend to come with hefty price tags. In-house AV services often charge high fees for advanced equipment or additional support that they need to provide from other venues, off-side or subrent, and their pricing models may leave little room for negotiation, especially when the additional service fees are considered.
- Varying Expertise Levels
- The level of expertise among in-house AV teams can vary significantly from venue to venue. For larger or more technically advanced events, you might find that the in-house team lacks the specialized knowledge needed to execute a flawless production.
- Equipment Limitations
- In-house AV providers typically have a set inventory of equipment, which may not include the latest or most advanced technology. If your event requires LED screens, moving heads, line-arrays and any other type of cutting-edge AV solution, you might find that the in-house AV team cannot meet your needs.
- Inconsistent Event Coverage
- In-house AV teams are typically scheduled to support the venue’s overall needs rather than specific events. This means your event might be serviced by different technicians throughout its duration – one in the morning, another in the afternoon, and possibly different staff the following day. None of these rotating staff members may have been involved in your event’s pre-planning process, and their only knowledge of your event requirements comes from the Banquet Event Order (BEO). This staffing model often results in missed nuances and lost information, potentially compromising the smooth execution of your event.
External AV Partners: The Specialized Solution
External AV vendors (or partners as we like to refer to them) are independent AV companies not associated with the venue that specialize in providing AV services for meetings & events. They bring their own equipment and expertise to the venue.
Advantages of External AV Providers
- Comprehensive Event Production Expertise
- External AV vendors often have a broader range of experience and specialized knowledge, particularly with larger or more complex events. They work across multiple venues, bringing fresh perspectives and solutions that in-house teams might not be able to offer.
- They serve as valuable consultants even before venue selection, leveraging their extensive knowledge of various venues nationwide and understanding the specific requirements for different types of events.
- Their investment in the latest AV technology, including LED screens, modern lighting, and advanced video equipment, ensures access to cutting-edge solutions for high-quality sound, video, and lighting setups.
- Dedicated Project Management and Consistent Execution
- External vendors provide dedicated project managers who work closely with you from pre-planning through event execution, ensuring consistent communication and vision alignment.
- Unlike rotating shift-based staff, these project managers maintain continuous oversight of your event, preventing communication breakdowns and maintaining quality control.
- Their focused attention allows for more detailed technical planning, smoother execution, and better problem-solving capabilities throughout the event lifecycle.
- Flexible Solutions and Competitive Value
- Independent AV vendors can create highly customized solutions, from modular LED screen setups to complex lighting and rigging designs, adapting their services to match your specific vision.
- While initial quotes might appear higher than in-house services, external vendors often provide better overall value through flexible pricing structures, especially for larger events.
- Their ability to negotiate pricing, combined with their comprehensive service approach and technical capabilities, frequently results in better cost-to-value ratios for complex productions.
Disadvantages of External AV Providers
- Additional Coordination Required
- Working with an external vendor means managing an additional relationship. You’ll need to coordinate between the AV vendor and the venue staff, which can add complexity to the planning process, particularly when it comes to scheduling site visits, rehearsals, and load-ins.
- Potential Venue Fees
- Some venues charge additional fees for using external AV vendors. These fees can include buyout fees, or charges for accessing the loading dock, power usage, WI-FI, ‘shadow’ labor, or even penalties for not using in-house services. Be sure to review the venue’s policies before committing to an external vendor.
- Initial Venue Familiarity
- While external vendors may not have the same day-to-day familiarity with a venue as the in-house team, this perceived disadvantage is easily overcome through proper pre-event planning. Professional external AV companies consider comprehensive venue walk-throughs and technical site surveys as standard practice, often uncovering potential challenges and opportunities that even in-house teams might miss. This thorough approach to venue assessment should be part of any event’s technical planning process, regardless of the chosen AV partner, and often results in a deeper understanding of the space’s capabilities and limitations than what might be achieved through routine familiarity alone.
Factors to Consider When Making Your Decision
When choosing between in-house AV contractors and external AV vendors, keep the following factors in mind:
- Event Complexity: For simple events with basic AV needs, in-house services might be sufficient. Small breakouts are a great example of setups for in-house AV providers. However, for larger events with more technical requirements and a complex general session setup, an external AV production partner might be the expertise needed for a flawless event.
- Budget: Compare quotes from both in-house and external vendors. In-house services may initially seem more cost-effective, but for more complex setups, external vendors may offer better production value, expertise and execution.
- Creative Vision: If you have a specific creative vision for your event, external vendors are often better equipped to bring it to life with more advanced technology and greater flexibility.
- Venue Policies: Some venues have strict rules regarding external vendors and may charge additional fees for using them. Make sure to review your venue’s policies before making a decision.
Making Your Decision: Key Questions to Ask
Questions for In-House AV Services:
- How long has your current team been working together?
- What is included in your standard package?
- How flexible are you with customizations?
- What is your backup equipment availability?
- How many other events will you be managing during my event?
- What are your upgrade options and associated costs?
- Can you provide references from recent events?
Questions for External AV Partners:
- Have you worked in this venue before?
- What is your process for conducting site visits and pre-event walkthroughs to ensure a smooth setup?
- How do you handle communication and coordination with the venue’s in-house team?
- What additional fees might the hotel charge?
- What is your setup and teardown timeline?
- What insurance coverage do you carry?
- Can you share examples of similar events you’ve recently produced?
Best Practices for Working with AV Vendors
- Start Early Begin your AV planning as soon as possible to ensure availability and optimal pricing.
- Get Multiple Quotes Even if you’re leaning towards in-house AV, getting external quotes can provide leverage for negotiations.
- Be Detailed in Your Requirements Provide comprehensive information about your event to get accurate quotes and avoid surprises.
- Review the Contract Carefully Pay attention to cancellation policies, overtime charges, and any potential additional fees.
- Plan for Contingencies Discuss backup plans and equipment with your chosen vendor.
When to Choose In-House AV Contractors
Consider Staying with In-House AV When:
- Your event has basic audiovisual needs
- You prioritize convenience and simplicity
- You have limited time for vendor coordination
- Your event is relatively small or straightforward
When to Choose External AV Partners
- You need specialized equipment or expertise
- Your event has complex audiovisual requirements
- You want more control over equipment quality
- The event requires unique or creative solutions
Making Your Final Decision
When evaluating your options, consider not just the immediate cost savings but the overall value proposition:
For simple, one-time events with basic AV needs, in-house services might provide adequate value and convenience.
For complex or recurring events, the additional benefits of an external AV partner – consistency, dedicated attention, deeper understanding, and long-term relationship building – often provide value that extends far beyond any potential cost savings from using in-house services.
Remember that the best choice is the one that aligns with your event’s goals, both immediate and long-term. By carefully considering the full value proposition rather than just the bottom line, you’ll be able to select an AV partner that ensures not only your event’s success but also provides the level of service and understanding that makes your job easier in the long run.
