Event planning can feel like juggling flaming swords, especially when it comes to audiovisual (AV) needs. AV technology is more than just wires and screens—it’s the magic that turns a good event into a great one.
But one big question remains: do you rely on the hotel’s in-house AV services, or do you bring in an outside vendor? Let’s break it all down to help you save money and elevate your event.
Hotel AV services typically include standard offerings like:
The biggest selling point is convenience. The equipment is already on-site, and the staff knows the venue’s quirks, saving you time on setup and troubleshooting.
However, this convenience often comes with strings attached. Many hotel AV setups lack flexibility, and the equipment can sometimes feel outdated. Worse, the pricing isn’t always transparent. Hidden fees like mandatory staffing charges and service fees can balloon your budget.
In fact, in-house AV providers often pay commissions to hotels, ranging from 30% to 50% of the AV invoice, which can make them more costly than outsourced vendors.
Outside AV vendors are specialists who can deliver customized solutions. They’re ideal for events needing tailored lighting, advanced sound systems, or cutting-edge displays like 4K projectors or larger LED monitors. Many vendors also provide options for live streaming and interactive technology.
Unlike hotel AV, outside vendors usually provide itemized quotes, allowing you to see exactly what you’re paying for. Bundling services like AV, staging, and lighting can often save you significant money.
Most vendors stay on the cutting edge of technology. Whether it’s augmented reality, wireless systems, or high-quality live streaming, these companies prioritize innovation.
However, using an outside vendor isn’t without its headaches. Hotels often charge fees for bringing in external equipment, such as patch fees or freight handling charges. To avoid surprises, it’s critical to review your venue contract carefully for restrictions on external vendors.
In Los Angeles, CA, hosting a medium-sized conference could cost $50,000 with a hotel’s AV services. The same setup from an outside vendor might cost $35,000—while offering newer, higher-quality equipment. That $15,000 saved could go toward catering or additional decor to wow your attendees.
Ask yourself:
Look for terms like “exclusive provider” or additional charges for external vendors. Familiarize yourself with Gear Connection’s guide on hotel AV fees for insights into avoiding unnecessary costs.
Hotels want your business and are often open to negotiation. Don’t hesitate to ask about reducing or waiving patch fees, WiFi fees, and electrical tie-in fees if you choose to use an outside vendor.
Here’s the bottom line: both hotel AV services and outside vendors have their advantages. Hotel AV offers convenience but at a higher price and with limited flexibility. Outside vendors provide cost-effective solutions, cutting-edge technology, and tailored services—but require more coordination. When planning your next event, weigh your options carefully. Consider the size and complexity of your event, and always scrutinize contracts to avoid hidden fees. Whether you stick with the hotel or choose an outside vendor, being informed is your best tool for success.
At Gear Connection, we specialize in helping you navigate AV decisions for any event size or style. Whether you’re organizing a small meeting or a grand gala, our team offers tailored solutions to save money and wow your audience. Explore our offerings on Gear Connection’s Website or contact us directly for personalized advice. Let’s work together to make your next event a standout success.