While planning an event at a hotel, convention center, or any other location renowned for special events, you may be confronted with an extremely important & impactful decision: Should you use the venue’s in-house audiovisual department or should you outsource those needs to an independent AV provider of your choice?
Despite the common misconception that you MUST use the in-house provider, keep in mind that this is a completely false and misleading statement 99% of the time. Most places grant event planners the opportunity to bring in an independent AV source such as Reaction AV, and 99% of the time this is the way to go. Here are the top 3 reasons why:
Independent AV providers cost less: Using an in-house AV provider can end up costing you up to 50% more than an independent provider. This is due to the large commission in-house providers are required to pay the venue for each event. In contrast, an independent provider does not need to worry about collecting revenue after paying out a commission, so they will be more willing to meet & work around your budget.
You will receive greater value for your dollar: Going off of the above point, an outside AV source is not required to pay any type of commission, thus leaving more funds to allocate to resources such as high-end labor and quality equipment. Simply speaking, you get what you pay for – if an in-house provider is not collecting an exceptional profit, they will not deliver an exceptional experience.
Your event will always be the top priority: While it may appear that using the in-house provider will be more convenient and reliable since they are on-call 24/7, this is actually not the case. As a subcontractor they are required to provide services for multiple events at multiple locations during the same time frame, thus making them unlike an independent AV company working solely on your event. You will always be able to rely on an independent company to make sure your event goes exactly as planned, and to make any last minute adjustments when necessary. They will always feel more like an extension of your own team vs. the in-house provider.
As an event planner your ultimate goal is to have the best event possible while maximizing your costs – so next time you are faced with the decision of whether or not to use in-house AV, keep these points in mind & always remember to research your options.