In-House AV vs Third-Party AV: How To Choose the Right Solution for Your Needs

The business environment is increasingly tech-focused. High-quality audio-visual (AV) solutions are no longer a luxury—they’re an expectation, especially at big gatherings and corporate events. Whether you’re organizing an international trade show at a downtown convention center or setting up an exclusive fundraiser at a trendy loft venue, you need technology that delivers impact.

One of the most critical decisions you’ll face when planning major events is whether to choose an in-house AV vs third-party AV partner. 

In-house AV may seem simpler and cheaper at first glance. But in practice, it introduces unnecessary limitations, and you might even end up paying for services you don’t want. Let’s take a look at these two options and how to choose based on your needs.

‍

What is In-House AV?

In-house AV services are provided by the venue you book. Venues may employ technical staff directly or have exclusive contracts with independent companies. Either way, these services are bundled in the contract you sign with your venue.

Pros of In-House AV

Here are a few of the advantages of working with in-house AV:

• ‍Convenience: You don’t have to invest time to research, vet, and hire an independent company.
• Familiarity: The staff’s familiarity with the venue and standardized systems can simplify setup and teardown.

Cons of In-House AV

Here’s a look at the disadvantages of choosing an in-house AV team:

• ‍Hidden fees and markups: Venues often charge hidden fees for power and rigging, labor, and storage, which may not be specified on your contract and lead to higher overall costs.
• Limited customization: Systems are typically standard and leave little room for customization or flexibility.
• Fixed services: In-house AV teams aren’t usually permitted to offer additional services like staging, management, or full production.

‍

What is Third-Party AV?

Third party AV services are provided by a separate company not associated with the venue. This means you hire an independent company with its own staff. 

Pros of Third-Party AV

Here are some of the main benefits of hiring an independent company for your next large-scale event:

• ‍Increased customization: Setups and services can be fully customized to your specific event and needs.
• Specialized expertise: Independent companies often have a diverse staff of experts to offer tailored support.
• Integrated services: A good company will offer full event management services, on-site support, and event design so you get everything you need with one provider.

Cons of Third-Party AV

Here are a few potential cons to choosing to hire out for your AV:

• ‍Venue negotiations: Some venues require that you use their in-house team due to union rules or exclusivity contracts, which requires additional negotiations if you want to hire independently.
• Variations in services: Not all companies are created equal, meaning you need to do your due diligence to find the best provider.

‍

Key Factors To Consider When Choosing Between In-House and Third-Party AV

Choosing the right AV partner isn’t just about cost—although that’s an essential piece of the puzzle. It’s also about aligning your technical needs with your event goals.

How will you capture and keep your audience’s attention? How will you ensure legal compliance? How will you make sure your AV provider coordinates with other vendors? Here are some critical factors to keep in mind.

1. Event Type

The type and style of event you’re hosting makes a big difference in determining the AV services you need:

• ‍Corporate meetings and presentations: Small routine presentations are one thing, but depending on the scale, you may need customized AV solutions.
• High-profile and branded events: When key stakeholders are watching, in-house AV is often too standardized to truly impress.
• Virtual and hybrid events: These events usually require specialized streaming equipment, so a dedicated partner is usually the best bet.

2. Your Budget

Budget is a critical consideration, and the amount you spend should correspond with your desired ROI. But you also need to look beyond the sticker price in some cases.

Here’s what you need to know:

• ‍In-house AV: These services may include bundled pricing, but look out for built-in fees and markups that drive up the price far beyond what you signed up for.
• Third-party AV: A full-service provider should provide more transparent, upfront pricing, but make sure you negotiate to avoid paying for extra services you don’t need.

3. Event Size and Scope

In-house AV is often sufficient for smaller board meetings, training sessions, or professional workshops. But if you’re planning a large-scale event such as a trade show, corporate conference, or multi-room event, you need dedicated AV services. 

Most venues don’t offer the level of customization, technical support, and creative design and planning that modern businesses need to impress large audiences.

4. Venue Requirements and Policies

Many venues try to impose strict rules to pressure you to use their in-house services—for an extra cost. But this often isn’t worth it. If you take the time to negotiate and ask targeted questions, most venues offer more flexibility than you might think.

If your venue claims they only sign exclusive contracts, push them on this. Ask about bringing outside vendors for catering, entertainment, and transportation. If their contract allows them to accommodate these outside services, they can certainly work with third-party AV providers.

Always review your contract thoroughly before you sign. Never accept conditions you’re not comfortable with or don’t understand.

5. Branding and Customization

If you’re hosting an event where brand identity and visual impact matter, custom AV solutions are non-negotiable:

• ‍In-house AV may be limited to standardized setups and minimal equipment options, which can restrict your creative options.
• Third-party AV is often tailored to specific audiences and may include custom lighting, stage design, branded visuals, and immersive experiences.

‍

Work With a Dedicated Team of AV Specialists at Catalyst Companies

Don’t settle for generic, one-size-fits-all AV services. In-house AV equipment and technicians may be enough for smaller meetings, but if you’re hosting a major event, you need more. 

At Catalyst, we prioritize results. We own, maintain, and transport all our own equipment. We’ll work with you to develop a customized, holistic plan tailored to your specific event needs and goals. Our pricing is transparent, and we’ll be upfront and honest with you every step of the way.

Get in touch today to schedule a free consultation and get a custom quote for your upcoming event.