Good ole AV and production – the unsung heroes of events. When things go according to plan, your bosses/clients and the audience will never realize the impact things like lighting, sound, event flow, and the hundred other little production details have. When one or more of these things are off, however, the overall impression of your event can go from ‘Wow!’ to ‘meh.’
Venues like hotels and conference centers generally offer an in-house option for AV and event production. At AVT Productions, we’ve had several clients who’ve gone this route, only to come to us either in a state of panic during the event or for the next event, swearing they’ll never use the in-house option again.
We’re not suggesting there aren’t some good in-house options out there. However, there are substantial reasons to bring in your own independent AV/event production company – and at the very least, vet the in-house team and compare them to available independent options.
Independent Audiovisual Production vs In-House Services
An important note: You are NOT required to use the in-house AV & production services. Securing your venue often comes early in the event planning process, and you may not yet even be thinking about who will provide AV and event production. But be aware – your venue is!
Unfortunately, some of our clients learned this lesson the hard way, only after venue contracts were signed. It’s a rude awakening to discover that you’re charged a ‘corkage’ fee of up to 40% (!!!) to the in-house provider simply because you prefer the best team for the job. Before you sign your venue contract: here are 10 things to negotiate with a venue, including the ability to work with your preferred vendors.
Working with the venue’s in-house team ended up costing me, both financially and in stress. I had to manage everything too closely and mistakes were still made. I need a partner who works with me repeatedly, gets to know my style, and can really be creative across venues – someone I know will deliver every time.
–Samara Halterman, Director of Marketing, Groupware Technology
Before you sign your venue contract, negotiate carefully and protect your right to bring in preferred vendors. Here are the top five reasons to go independent (you can also download this one-page PDF comparison of independent vs. in-house).
#1 Dedication from Your Event Production Partner
Your independent AV/production company (at least at AVT) has at least one AV expert and one project manager dedicated to your event full-time. In-house AV staff will probably be working on several events at the venue simultaneously.
In the event of an equipment malfunction elsewhere, they may be called away from your meeting. And what about your project manager? Will you have a dedicated point of contact, or will your event be organized by someone in the sales department who may not fully understand your event’s needs and outcomes?
Will they be distracted with a bigger show or 10 smaller ones? How about those middle-of-the-night phone calls when you realize you need to change something before the show starts at 7 am? No matter which way you go, be sure you won’t be left hanging and that you’ll get the attention you need throughout the show.
#2 Cost Savings and Event Value
You will generally get more bang for your buck with an independent event production company. Cost alone shouldn’t be your deciding factor, but the reality is that event ROI is more important than ever these days.
The ‘in-house’ option offered by a venue is actually a preferred vendor for the most part. When this is the case, the vendor is usually paying a hefty commission (up to 30-50%) to the venue. This can lead to one of two things:
- Exorbitant prices
Markups are passed along to you, the customer, often disguised as a “service charge” or similar fee. This is built into the hotel industry’s sales model.
- Lower-skilled labor and outdated equipment
To protect margins, hotels often cut costs in other areas. If pricing seems competitive compared to independent vendors, it may be offset by less experienced technicians or lower-quality gear. In many cases, technicians are paid substantially less, which reduces their sense of ownership and commitment.
When AV services are wholly owned and managed by the hotel, this becomes a genuine concern. Hotel AV departments are often viewed as training grounds for technicians and may lack staff with large-scale production experience.
The takeaway: Always perform due diligence, just as you would with any vendor. Ask for references and examples of past work. Compare costs, features, and services with outside providers as well. Independent companies often deliver more customized solutions that in-house teams cannot match.
#3 Experienced Audiovisual Professionals
When you select your own independent AV/event production company, you can select a firm that works with event planners day in and day out to produce professional, memorable events.
Many companies, like AVT Productions, regularly train staff on the latest equipment and installation techniques to run events like a well-oiled machine. In-house AV/production may or may not have extensive experience working in event production. This can lead to mistakes that cost you financially and to a lousy attendee experience.
#4 Customized Event Design and Creativity
Independent teams can’t be beat for creativity. They work in multiple venues with different types of equipment on a regular basis, which stretches the imagination.
In-house crews work at the same place, with the same equipment, over and over again. It can be tough to get hotel teams to stretch outside their standard designs, whereas independent firms like AVT work to bring your vision to life.
#5 Long-Term Trust and Partnership
Even if you’re working with the same chain of hotels or conference centers, your AV and production team will vary from location to location. When you work with an independent event production company, your core team can travel with you from event to event, venue to venue, and get to know your style, preferences, and needs.
Working with a team that knows what you need before you even have to ask is a fantastic comfort, not to mention time savings. Think about the energy saved when you just know your event will come off without a hitch – no more worrying and micro-managing your production company because you’ve seen them deliver, time and again.
Why AVT Productions Champions Independence
Clients such as Cisco, Facebook, and Dolby have turned to us after learning firsthand that in-house AV often falls short. The difference comes down to dedication, expertise, and creativity. Independent support transforms production from a logistical necessity into a strategic advantage.
At AVT Productions, we offer a partnership. From audiovisual production to event space studies and solutions, our services empower you to deliver standout events.
Ready to experience the difference? Let’s make your next event unforgettable.
