Planning and managing an event, whether it’s a small meeting or large conference, can be complicated. The mounting pressure on event planners to deliver optimum results on a meager budget makes it even tougher.

Many businesses think they are required to use in-house AV for events at hotels or other venues. However, outsourcing for their AV needs could save them from frustration and overspending. Here are a few good reasons why you should hire a specialized AV event solutions firm now:

Save on Costs and Time

In-house AV companies are vendors to the hotel that pay a commission to the facility to be in-house. These commissions can often go higher than 50% on the dollar. That means in order for them to ensure profits, they must dramatically increase their rates. Companies will also see cost savings when it comes to event staffing.

large scale training for your team on your new audio visual system

In addition, one of the benefits of using a third-party is getting to pick and choose what you need. If you’re utilizing an in-house system, often you end up paying for hardware that you don’t use. A third-party provider eliminates this problem. You use only the gear you need and still have access to new and different products for your event.

Up-to-Date Equipment, Technicians, and Expertise

One of the considerations when outsourcing AV is having access to the most up-to-date equipment and expertise of professionals hired and trained in the field of audiovisual. AV event solutions companies are highly skilled and have manufacturer relationships and access to the latest equipment and trends, while in-house providers usually have a limited collection of equipment, some likely to be as old as five years or more.

Behind the scenes view of our event management audio visual solutions

AV event solutions companies also apply a set of standards for experience levels and often hire certified technicians. They assign a specialized team dedicated to take care of the AV needs of the event, as opposed to an in-house team that may be minding simultaneous events at different locations within the same venue.

Include an Option for Virtual Attendance

Attending meetings and other official events in person is expensive, especially when attendees travel long distances and the company is footing the bill. These extra costs can be eliminated if you use a third-party provider that offers video conferencing and virtual collaboration.

lighting design at a large concert venue

Have More Options on Pricing and Services

With a variety of AV outsourcing companies, you have more choices that fit the requirements of your event. Outsourcing companies usually offer better rates than those of the in-house provider. Once you’ve chosen a provider, you can even arrange a package for your company events for the entire year to leverage a lower price.  With labor generally the biggest AV outsourcing expense, this can also be negotiated upfront to keep your budget intact.

Partnering with an AV outsourcing company like Conference Technologies can be the start of improved services and better prices for your events. The business relationship you may have fostered can continue from venue to venue with the same consistency of quality. An in-house AV provider is tied to one venue and cannot continue serving you in other venues. By going with an outside provider, you create opportunities to work with that same company again in the future.

Building a relationship with an outside AV provider can benefit your business in a number of ways, from increasing the cost efficiency of your budget, to allowing you access to top of the line equipment not usually available through in-house providers. The next time your business is searching for an event production solution, consider looking outside of the in-house options.