In-House Hotel AV vs. Outside AV: Which Is Right for Your Event?

When planning an event at a hotel, you’ll likely have an important decision to make:

Do you use the hotel’s in-house AV provider, or bring in your own AV company?

Both options can work, but understanding the differences can help you make the best decision for your event and budget.

The Convenience of Hotel AV

Hotel in-house AV can be convenient. Their technicians already know the ballroom, power, internet, loading areas, and hotel procedures.

For a small meeting that only needs a screen, projector, and a few microphones, this can be a simple solution.

However, convenience doesn’t always mean it’s the best value for your event.

Why Bring Your Own AV Company?

An outside AV company can provide more flexibility and build the production specifically around your event.

Instead of simply renting equipment, a dedicated AV partner can help with:

• Audio and microphones

• Video and screens

• Lighting

• Cameras and recording

• Livestreaming

• Presentation management

• Technical staffing

If you work with the same AV company regularly, they also get to know your events, expectations, and brand.

That means you don’t have to start from scratch every time you move to a different hotel or venue.

"But The Hotel Says We Have to Use Their AV Company"

This is something we hear often.

A hotel may have a preferred or exclusive in-house AV provider, which can make it sound like you have no other option. But that isn't necessarily the case.

Depending on the hotel and your contract, you may be allowed to bring in your own AV company. The hotel may still require you to use certain in-house services, such as rigging, power, internet, or specific labor.

The important thing is to ask before signing your venue contract.

Ask the hotel directly:

“Are we required to use your in-house AV provider, or can we bring in our own AV company?”

If outside AV is allowed, also ask whether there are additional fees or requirements.

Sometimes people assume hotel AV is mandatory simply because an in-house provider is presented as the default option. Preferred doesn't always mean required.

Always review your contract and get clarification from the hotel before making your AV decision.

This is another reason we recommend talking to your AV company before signing with a venue. We can help you understand what questions to ask so you know your options from the beginning.

Compare the Total Cost

Hotel AV pricing can include more than just equipment. Depending on the venue, there may be charges for labor, internet, power, rigging, or service fees.

Hotels may also charge fees when you bring in an outside AV company.

Before making your decision, ask the hotel:

“Can we bring in our own AV company, and are there any additional fees?”

Then compare the total cost of both options—not just the equipment price.

Your AV Company Should Work With the Hotel

Bringing your own AV company doesn’t mean working against the hotel.

A professional AV company should coordinate directly with the hotel regarding power, internet, rigging, load-in times, room access, and safety requirements.

Sometimes the best solution is actually a combination of both. Your AV company may handle the production while the hotel provides services such as internet, power, or rigging.

Talk to Your AV Company Before Signing

One of the best things you can do is talk to your AV company before signing your hotel contract.

They can help you identify questions to ask about outside vendor fees, internet, power, rigging, labor, and other AV requirements.

A quick conversation before signing could help prevent unexpected costs later.

Which Option Is Right for Your Event?

For a small and simple meeting, hotel AV may be the easiest choice.

For conferences, corporate events, livestreams, multi-camera productions, or events requiring a more customized setup, bringing your own AV company may provide more flexibility and control.

The important thing is knowing your options before making the decision.

At Big Fish Productions, we provide professional audio, video, lighting, filming, and livestreaming solutions for events of all sizes.

Planning an event at a hotel? Talk to us before you sign your venue contract. We can help you understand your AV needs and the right questions to ask.

Catch the Big Moment.