One of the most important steps in planning a smooth and successful corporate event is making sure your tech is top-notch. From projectors and LED displays, to microphones, speakers, and sound mixers, your audio-visual (AV) system is key to reaching your goals and executing your vision.
Many venues employ in-house AV teams for their events. But is this the right strategy? Would you be better served by an independent AV service provider? Are you allowed to hire outside support? In this article, we’re covering everything you know about requirements for in-house AV and how you can get the most out of your setup.
AV that’s “in-house” is provided by the venue. Many venues employ their own AV technicians, while others have exclusive contracts with third-party providers. In most cases, venues include standardized equipment and support technicians in their services.
While some venues may pressure you to use their in-house AV services, you can usually negotiate to bring in an outside team. When you’re hunting for a venue, be sure to ask about their AV requirements before signing a contract. If a venue is unwilling to negotiate with you, it may be a sign that you need to look for a location with more flexibility.
If you already have a company in mind, they may even be able to negotiate with the venue on your behalf.
While sticking with in-house AV may sound convenient, there are a number of limitations to going this route. It’s important to consider your needs and goals carefully before making any final decisions.
It’s a common misconception that in-house AV is cheaper than hiring independently. In reality, in-house AV providers actually mark up the prices on equipment and labor.
Exclusive contracts give AV teams the ability to charge more as they don’t have to compete directly with other companies to secure clients. Venues also typically take a cut of the profits from their in-house team and pass the additional cost on to the client.
Venues often attach a variety of hidden fees for basic services such as rigging, equipment rental and storage, internet connectivity, setup and teardown, and overtime. These charges are often undisclosed or concealed by the venue, so if you decide to use in-house services, you should always request a detailed list of any and all AV-related fees.
Using an in-house team often means signing up for standardized packages. This significantly reduces your ability to customize your tech and create unique stage designs.
Many venues also use the same equipment for every event, and often don’t invest in newer or upgraded technologies, resulting in stale visuals and sub-par audio that aren’t tailored to your specific niche or audience.
If you’re a professional event planner or your organization frequently hosts large-scale gatherings, having a long-term relationship with a dedicated AV company can offer a ton of benefits. Your provider will get to know you and your team, leading to a stronger partnership and more personalized service. In-house teams, and even third-party contractors, don’t have the same flexibility, meaning you may not be able to use them for future events.
There are many reasons why you may want to avoid an in-house AV team. But is hiring an independent audio-visual company worth it? Simply put, it absolutely is as long as you choose a reputable company that truly cares about bringing your vision to life.
Here are some of the benefits of hiring an independent AV company for your next event:
You don’t have to use a venue’s in-house team, but you may have to negotiate with the venue before you’re allowed to hire an independent company. When looking for a provider, keep the following steps in mind to ensure you get the biggest bang for your buck.
Reading reviews and endorsements from verified customers is always a good idea when looking for any service-based company. This can help you gather information about their reliability, pricing, and customer service.
There are certain questions you should always ask an AV company before you hire them. A good company will demonstrate professionalism and transparency, answer your questions without using confusing jargon, and take the time to learn about your specific event goals.
If you’ve narrowed your search down to just a few providers, it’s a good idea to ask for cost estimates. However, it’s important to dig deeper than just the baseline price. Some independent companies (like many in-house teams) will come with hidden costs that make it difficult to budget effectively.
You should always inquire about rental, setup, and support fees. A company may seem affordable at first glance, but if their estimate doesn't account for all the services you need, then it may not be the most cost-effective option.
Using an in-house AV team may seem like the simplest option, but if you’re looking for next-level systems, integrated technology, and world-class professional support, then an independent AV provider is the way to go.
When you work with a company like Catalyst, you get more than AV service – you get a true partner. Our mission is to ensure your corporate event runs smoothly and exceeds every expectation. Whether you’re planning a virtual conference, a multi-day trade show, or a team-building retreat, our team is eager to help you achieve your unique goals.
Contact us today to schedule a free consultation and tell us about your event!
One of the most important steps in planning a smooth and successful corporate event is making sure your tech is top-notch. From projectors and LED displays, to microphones, speakers, and sound mixers, your audio-visual (AV) system is key to reaching your goals and executing your vision.
Many venues employ in-house AV teams for their events. But is this the right strategy? Would you be better served by an independent AV service provider? Are you allowed to hire outside support? In this article, we’re covering everything you know about requirements for in-house AV and how you can get the most out of your setup.
AV that’s “in-house” is provided by the venue. Many venues employ their own AV technicians, while others have exclusive contracts with third-party providers. In most cases, venues include standardized equipment and support technicians in their services.
While some venues may pressure you to use their in-house AV services, you can usually negotiate to bring in an outside team. When you’re hunting for a venue, be sure to ask about their AV requirements before signing a contract. If a venue is unwilling to negotiate with you, it may be a sign that you need to look for a location with more flexibility.
If you already have a company in mind, they may even be able to negotiate with the venue on your behalf.
While sticking with in-house AV may sound convenient, there are a number of limitations to going this route. It’s important to consider your needs and goals carefully before making any final decisions.
It’s a common misconception that in-house AV is cheaper than hiring independently. In reality, in-house AV providers actually mark up the prices on equipment and labor.
Exclusive contracts give AV teams the ability to charge more as they don’t have to compete directly with other companies to secure clients. Venues also typically take a cut of the profits from their in-house team and pass the additional cost on to the client.
Venues often attach a variety of hidden fees for basic services such as rigging, equipment rental and storage, internet connectivity, setup and teardown, and overtime. These charges are often undisclosed or concealed by the venue, so if you decide to use in-house services, you should always request a detailed list of any and all AV-related fees.
Using an in-house team often means signing up for standardized packages. This significantly reduces your ability to customize your tech and create unique stage designs.
Many venues also use the same equipment for every event, and often don’t invest in newer or upgraded technologies, resulting in stale visuals and sub-par audio that aren’t tailored to your specific niche or audience.
If you’re a professional event planner or your organization frequently hosts large-scale gatherings, having a long-term relationship with a dedicated AV company can offer a ton of benefits. Your provider will get to know you and your team, leading to a stronger partnership and more personalized service. In-house teams, and even third-party contractors, don’t have the same flexibility, meaning you may not be able to use them for future events.
There are many reasons why you may want to avoid an in-house AV team. But is hiring an independent audio-visual company worth it? Simply put, it absolutely is as long as you choose a reputable company that truly cares about bringing your vision to life.
Here are some of the benefits of hiring an independent AV company for your next event:
You don’t have to use a venue’s in-house team, but you may have to negotiate with the venue before you’re allowed to hire an independent company. When looking for a provider, keep the following steps in mind to ensure you get the biggest bang for your buck.
Reading reviews and endorsements from verified customers is always a good idea when looking for any service-based company. This can help you gather information about their reliability, pricing, and customer service.
There are certain questions you should always ask an AV company before you hire them. A good company will demonstrate professionalism and transparency, answer your questions without using confusing jargon, and take the time to learn about your specific event goals.
If you’ve narrowed your search down to just a few providers, it’s a good idea to ask for cost estimates. However, it’s important to dig deeper than just the baseline price. Some independent companies (like many in-house teams) will come with hidden costs that make it difficult to budget effectively.
You should always inquire about rental, setup, and support fees. A company may seem affordable at first glance, but if their estimate doesn't account for all the services you need, then it may not be the most cost-effective option.
Using an in-house AV team may seem like the simplest option, but if you’re looking for next-level systems, integrated technology, and world-class professional support, then an independent AV provider is the way to go.
When you work with a company like Catalyst, you get more than AV service – you get a true partner. Our mission is to ensure your corporate event runs smoothly and exceeds every expectation. Whether you’re planning a virtual conference, a multi-day trade show, or a team-building retreat, our team is eager to help you achieve your unique goals.
Contact us today to schedule a free consultation and tell us about your event!
Are you planning a shareholder meeting, conference, product launch, trade show, or other type of major event? You need to make sure the production value matches the quality of your event’s content. Working with a reliable, proven leader in audio visual event production like Catalyst ensures your event runs smoothly, exceeds the expectations of your audience, and has the impact you want.
Get in touch today to schedule a free consultation, learn more about our services, and tell us about your event.
We work events both nationally and internationally. No matter where you are, Catalyst can come to you.
(818) 818-6117
info@thecatalystcompanies.com