Audio visual (AV) technology is used in a wide variety of industries to serve wide-ranging purposes. From hospitals and clinics to office buildings, hotels, convention centers, and arenas, AV solutions like PA systems and digital displays can improve efficiency and communication.
AV services may be offered in-house by venues and building managers or by third-party vendors. At first glance, using in-house AV may seem like a seamless solution, but it can sometimes lead to unexpected limitations, challenges, and hidden fees.
In-house AV services refer to audio visual support that’s provided directly by a venue, such as a convention center or corporate event space, and is included as part of a venue contract. These services may be managed by in-house AV teams or third-party companies that maintain exclusive contracts with the venue.
Vendor-provided AV services may include equipment rentals, on-site technical support, live streaming and recording, and other event production services.
Many event planners think that setup, event management, and cleanup will be quicker and easier with an in-house AV team because they’re already familiar with the venue. But this isn’t always the case.
As an independent AV company, a key part of our job at Catalyst is coordinating with the venue on behalf of our clients to ensure the equipment and support we provide is compatible with the event space. This includes assessing acoustics based on ceiling height and room dimensions for optimal sound quality, confirming lighting and screen placement, securing dedicated Wi-Fi and hardline connections, and developing detailed setup and strike schedules.
We take care of all the logistical aspects of AV setup and execution on your behalf so you don’t have to worry about renting outside equipment or other stage/show elements.
At first glance, it may seem like a selling point that in-house AV services are bundled together with other venue-related costs. Unfortunately, that often means you’re paying substantially more than you would with a dedicated AV company like Catalyst – and you won’t always see this reflected in your itemized contract.
In-house AV companies that partner with venues often operate on substantial profit margins (up to 80%) and have to pay up to 50% of gross sales back to the venue. Your money could be utilized in much more effective ways.
In most cases, using in-house AV services means you’re restricted to whatever equipment your venue has available, which may or may not meet your specific needs. You should never be restricted to the technology that’s offered on-site. Independent AV companies usually provide a much more expansive catalogue of equipment to choose from, and they have the resources needed to provide personalized setups.
When you hire a dedicated AV provider, you get the benefit of acquiring multiple quotes from competing companies. Catalyst provides event production services that are truly customizable, which you don’t generally get with in-house services.
With in-house AV, you’re usually paying a premium for convenience. But you’re not necessarily getting the highest quality technologies or saving any money. In fact, it may be just the opposite.
Here are some of the possible hidden costs and limitations of in-house AV contracts:
Some venues may add extra fees for bringing in an outside AV company, but with the right planning and negotiation, you can avoid these costs and gain the freedom to create the event experience you truly want.
It’s a good idea to get written answers to your questions and concerns before you sign a venue contract that involves in-house AV services. Here are a few questions to consider asking:
One of the main benefits of hiring a dedicated AV company like Catalyst is that, if your independent provider impresses you, you can use the same company again and again at different venues and locations.
Here are some steps you can take to get out of exclusive AV agreements and bring in your own, trusted AV company:
The choice between in-house vs independent AV services really comes down to you and your needs, budget, and timeline. If your primary concern is convenience, and you’re comfortable paying a premium for a reliable, standard AV setup, in-house AV might be the right choice for your event.
If you need customizable or specialized equipment setups, flexible timelines, integrated event design services, or significant technical expertise, you’re almost always better off hiring a dedicated AV company like Catalyst.
Trying to decide whether to hire a third-party AV vendor for your event? Even if you’re using in-house AV, you may need dedicated, expert services for specific purposes. For example, many venues don’t offer specialized equipment like fog machines, LED walls, or 3D projection mapping.
It’s always better to get multiple quotes so you can negotiate from a position of knowledge and power. At Catalyst, we’re focused on results. Get in touch to learn more about our AV solutions and services and get your questions answered today.
Yes, in many cases you can negotiate down certain in-house AV fees, such as patch fees or service fees. It’s a good idea to avoid working with venues that aren’t open to negotiating with you.
Before signing a venue contract, you should always review fees and restrictions carefully, ask for an itemized breakdown of AV costs (including equipment and labor), and ask about restrictions regarding third-party AV vendors.
Although in-house AV services may make event planning more convenient, they generally come at a cost. In order to avoid overpaying for AV services at your event, it’s usually worth getting multiple quotes from competing AV providers and reviewing contracts carefully for hidden costs and fees.
Whether in-house or independent AV is right for your event depends on your unique needs, goals, timeline, and budget. In many cases, hiring a third-party AV vendor for your event can help you avoid costly hidden fees and restrictions and give you more control over the experience you offer your guests.
Audio visual (AV) technology is used in a wide variety of industries to serve wide-ranging purposes. From hospitals and clinics to office buildings, hotels, convention centers, and arenas, AV solutions like PA systems and digital displays can improve efficiency and communication.
AV services may be offered in-house by venues and building managers or by third-party vendors. At first glance, using in-house AV may seem like a seamless solution, but it can sometimes lead to unexpected limitations, challenges, and hidden fees.
In-house AV services refer to audio visual support that’s provided directly by a venue, such as a convention center or corporate event space, and is included as part of a venue contract. These services may be managed by in-house AV teams or third-party companies that maintain exclusive contracts with the venue.
Vendor-provided AV services may include equipment rentals, on-site technical support, live streaming and recording, and other event production services.
Many event planners think that setup, event management, and cleanup will be quicker and easier with an in-house AV team because they’re already familiar with the venue. But this isn’t always the case.
As an independent AV company, a key part of our job at Catalyst is coordinating with the venue on behalf of our clients to ensure the equipment and support we provide is compatible with the event space. This includes assessing acoustics based on ceiling height and room dimensions for optimal sound quality, confirming lighting and screen placement, securing dedicated Wi-Fi and hardline connections, and developing detailed setup and strike schedules.
We take care of all the logistical aspects of AV setup and execution on your behalf so you don’t have to worry about renting outside equipment or other stage/show elements.
At first glance, it may seem like a selling point that in-house AV services are bundled together with other venue-related costs. Unfortunately, that often means you’re paying substantially more than you would with a dedicated AV company like Catalyst – and you won’t always see this reflected in your itemized contract.
In-house AV companies that partner with venues often operate on substantial profit margins (up to 80%) and have to pay up to 50% of gross sales back to the venue. Your money could be utilized in much more effective ways.
In most cases, using in-house AV services means you’re restricted to whatever equipment your venue has available, which may or may not meet your specific needs. You should never be restricted to the technology that’s offered on-site. Independent AV companies usually provide a much more expansive catalogue of equipment to choose from, and they have the resources needed to provide personalized setups.
When you hire a dedicated AV provider, you get the benefit of acquiring multiple quotes from competing companies. Catalyst provides event production services that are truly customizable, which you don’t generally get with in-house services.
With in-house AV, you’re usually paying a premium for convenience. But you’re not necessarily getting the highest quality technologies or saving any money. In fact, it may be just the opposite.
Here are some of the possible hidden costs and limitations of in-house AV contracts:
Some venues may add extra fees for bringing in an outside AV company, but with the right planning and negotiation, you can avoid these costs and gain the freedom to create the event experience you truly want.
It’s a good idea to get written answers to your questions and concerns before you sign a venue contract that involves in-house AV services. Here are a few questions to consider asking:
One of the main benefits of hiring a dedicated AV company like Catalyst is that, if your independent provider impresses you, you can use the same company again and again at different venues and locations.
Here are some steps you can take to get out of exclusive AV agreements and bring in your own, trusted AV company:
The choice between in-house vs independent AV services really comes down to you and your needs, budget, and timeline. If your primary concern is convenience, and you’re comfortable paying a premium for a reliable, standard AV setup, in-house AV might be the right choice for your event.
If you need customizable or specialized equipment setups, flexible timelines, integrated event design services, or significant technical expertise, you’re almost always better off hiring a dedicated AV company like Catalyst.
Trying to decide whether to hire a third-party AV vendor for your event? Even if you’re using in-house AV, you may need dedicated, expert services for specific purposes. For example, many venues don’t offer specialized equipment like fog machines, LED walls, or 3D projection mapping.
It’s always better to get multiple quotes so you can negotiate from a position of knowledge and power. At Catalyst, we’re focused on results. Get in touch to learn more about our AV solutions and services and get your questions answered today.
Yes, in many cases you can negotiate down certain in-house AV fees, such as patch fees or service fees. It’s a good idea to avoid working with venues that aren’t open to negotiating with you.
Before signing a venue contract, you should always review fees and restrictions carefully, ask for an itemized breakdown of AV costs (including equipment and labor), and ask about restrictions regarding third-party AV vendors.
Although in-house AV services may make event planning more convenient, they generally come at a cost. In order to avoid overpaying for AV services at your event, it’s usually worth getting multiple quotes from competing AV providers and reviewing contracts carefully for hidden costs and fees.
Whether in-house or independent AV is right for your event depends on your unique needs, goals, timeline, and budget. In many cases, hiring a third-party AV vendor for your event can help you avoid costly hidden fees and restrictions and give you more control over the experience you offer your guests.
Are you planning a shareholder meeting, conference, product launch, trade show, or other type of major event? You need to make sure the production value matches the quality of your event’s content. Working with a reliable, proven leader in audio visual event production like Catalyst ensures your event runs smoothly, exceeds the expectations of your audience, and has the impact you want.
Get in touch today to schedule a free consultation, learn more about our services, and tell us about your event.