How to Hire an Outside AV Vendor at a Hotel

February 23, 2017


Many meeting planners don’t know that they can bring in their own audio visual company into their event when it is located inside of a hotel. There are many benefits in choosing an independent AV provider; you can view our reasons in this previous blog post. If you have always worked with your hotel’s in-house audio visual team…you may not know the right way to ago about hiring an independent company. It’s actually a lot easier than you think. Just follow these steps:


1. Find Out The Venue’s Policy

All hotels have a policy on brining in an outside vendor. You can find this information on the hotel’s website, or by simply asking the hotel’s representative that you are working with.


2. Don’t Let The Extra Fee Scare You

Most hotels will have an extra charge to bring in an outside vendor. But don’t let this turn you away from getting a quote from an independent AV provider. In most cases, paying the fee and going with another AV company can actually still be more cost effective.


3. Get A Quote

Get quotes from a few outside vendors and compare what will be the best choice for you. Find out if there are any union regulations at the hotel. Will it be a problem for you or your vendor if you do not use union labor? If a hotel is union based, this will drive up your quote a bit.


4. Schedule an Onsite Walk Through

If your chosen vendor has not worked with your venue yet…schedule a walk through with the AV Director. They would need to check and record the ceiling/wall heights and measurements, look at the types of entrances and exits that would be okay to block for an AV set up. 


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. 

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