DOCKSIDE JOURNAL ENTRY / October 23, 2018
How to Choose Between In-House and Outside A/V Resources
In the events industry, there’s no shortage of audio, video, and lighting companies to choose from. One big decision event planners often struggle with is when to use a venue’s in-house A/V provider versus when to venture outside and hire a third-party resource.
As with anything, there are benefits and drawbacks to both options. Event planners need to understand what is most important to the success of the event: cost or creativity. Here are a few key things to consider:
In-House A/V Providers
In general, an in-house A/V team will have a deeper knowledge of the venue, seamless integration with the hotel, and direct communication with banquet and other hotel departments. The convenience alone makes an in-house A/V company an easy choice if your needs are fairly basic.
Outside A/V & Production Companies
Sometimes it’s worth additional cost to feel confident you’ll get exactly what you need for a high-profile event. Choosing an outside provider could add burdensome fees from the venue for such items as power, internet, and room rental—in some cases considerably raising the overall cost.
Hiring an outside A/V provider means that technicians can travel with a client year over year. This ongoing relationship allows for a deeper understanding of client needs, a team and on-site technicians dedicated to the event, and more emphasis on creative pre-production, getting you the look and feel you want.
On the financial side, outside companies don’t need to split their revenue with a hotel, so they tend to have more flexibility with their pricing. You’ll also find that they have easier access to a large assortment of higher quality equipment and technology.
Making a Decision
Choosing between the in-house A/V and an outside A/V or production company can be a tough choice, but one that ultimately should be considered during the site selection process. Consider the A/V requirements of your event and how they gel with your selected venue, and their contractual obligations with preferred A/V providers.
Want to learn more about how SHW can help design and manage your A/V needs? You can reach us at firstname.lastname@example.org, or through our online RFP tool.