If you're an event planner, chances are you've faced the wrath of an in-house AV company at some point in your career. They lure you in with promises of convenience and familiarity with the venue but often leave you feeling trapped in a tech-challenged purgatory.

Don't get me wrong, in-house AV can be a lifesaver. They know the venue's quirks, can set up basic last-minute additions, and usually have a decent equipment. But sometimes, those benefits come at a premium cost: limited creativity and flexibility

So, before you sign that dotted line and hand your event's fate to the in-house AV gods, take a deep breath and listen up. Because I'm about to spill the beans on the 10 biggest challenges event planners face when working with these venue-bound behemoths.

Section 1: Cost Concerns - When "Convenient" Means "Pricey"

Here's the harsh reality: in-house AV companies typically charge a premium. Why? Because they have an expensive contract with the venue. They pay a hefty fee for customer opportunities, and with that, the cost has to go somewhere. In some cases, exclusives are imposed to help them secure these opportunities.

This lack of competition translates into limited negotiation power for you, the event planner. You're stuck with their pricing, which can leave you feeling like you're funding their next vacation to the Maldives instead of amplifying your event.

And it doesn't stop there. In-house AV companies often have premium charges lurking around every corner. Want a projector that doesn't look like it belongs in a museum? Need a sound system beyond the basic house sound? Simple changes like this will cost planners a  pretty penny. This causes a lot of planners to make the decision to use an outside AV vendor 

The result? You're forced to compromise. You ditch the dreamy lighting design because it's "too expensive." You scrap the interactive screen because the rental cost is enough to buy a small car. And suddenly, your once-magical event starts to feel... well, a little bit basic.

Section 2: Limited Choices

In-house AV companies often tout their "one-stop shop" approach, promising a seamless and hassle-free experience. But this convenience often comes at a price: limited choices.

You're stuck with their standardized packages, which may not fit your unique vision and specific event needs.

Let’s say you're planning a high energy sales kick-off meeting, but the in-house AV company's suggestion of a video setup is more suited for basic annual association meeting. magine trying to share a creative presentation on their outdated projectors, do you think your audience will be inspired by your message?

This lack of flexibility can be a significant roadblock in creating a memorable event experience. You're forced to conform to their rigid standards, even if it means compromising your artistic vision.

And it's not just about the equipment. In-house AV companies may also have limited options for staffing and technical support. This can mean dealing with inexperienced crew members or long wait times for assistance when things go wrong.

Section 3: Restricted Creativity

Imagine you're an artist, bursting with creative ideas for your masterpiece. But then, you're handed a paint-by-numbers set and told, "This is how we do things here." That's the feeling many event planners get when working with in-house AV companies.

These companies often operate on a one-size-fits-all model, offering standardized packages and setups. This may seem efficient, but it can stifle your creativity and make your event feel bland and uninspired.

Think back to the last award ceremony you attended. Did the lighting feel generic? Did the music sound like elevator ambience? Did the slideshow look like it was made in PowerPoint 2000?

That's what happens when creativity is restricted. You end up with the same tired AV tropes, event after event. And while they may be "functional," they do little to engage your audience or leave a lasting impression.

Section 4: Availability and Responsiveness

In the fast & furious world of event planning, time is precious, and communication is key. You need a responsive AV team that's available to answer your questions, address concerns, and adapt to last-minute changes. But with in-house AV companies, you might play a frustrating game of phone tag and email limbo.

Here's the reality: in-house AV teams often juggle multiple events simultaneously. They're setting up in one ballroom and troubleshooting in another

This can lead to delayed responses and a general feeling of being ignored. 

And forget about last-minute changes. If you need to adjust the schedule or add an extra microphone, prepare for a bureaucratic nightmare. You'll be bouncing between different departments, getting conflicting information, and feeling like your request is just another annoyance on their overflowing plate.

Section 5: Equipment Quality and Maintenance

Not all in-house AV companies prioritize equipment quality and maintenance. Some rely on hand-me-down equipment that is transfered from other locations that get newer items.

This isn't just an aesthetic issue. Faulty equipment can lead to major technical glitches during your event. Imagine the projectors dying mid-presentation, wireless microphones cutting out during a crucial speech, or laptops that are lagging in the playback of a video.

And it's not just about equipment failures. Poorly maintained equipment can also impact the overall quality of your event. 

Section 6: Staff Expertise and Experience

Imagine entrusting your event's audiovisual needs to a team that's more comfortable troubleshooting a breakout room than operating a cutting-edge video system. That's the potential reality when working with in-house AV companies, where staff expertise and experience vary wildly.

While some teams boast seasoned professionals who can handle any situation, others might rely on a revolving door of entry-level technicians still figuring out the difference between an XLR cable and a DMX cable.

This lack of experience can lead to a whole host of problems:

• Misinterpretations of your vision: You painstakingly explain your desired setup, only to have it materialize to a basic looking event from the early 2000’s.

• Technical hiccups: The AV team struggles to operate the equipment, leading to awkward pauses, embarrassing feedback loops, and frustrated presenters who message is lost due to technical errors.

• Limited troubleshooting skills: When things inevitably go wrong (because of technology, right?), the AV team is left scratching their heads, resorting to long troubleshooting processes because they have not experience this challenge before.

This lack of expertise can be a significant stress factor for any event planner. You've poured your heart and soul into creating a seamless experience, and suddenly, you're left playing tech support for a team that might need more support themselves.

Section 7: Flexibility Famine

With an in-house AV company, your spontaneous spirit might get squashed by their inflexible policies. They thrive on routine, pre-set packages, and schedules that wouldn't budge even for a visit from the Queen (RIP). 

This lack of flexibility can manifest in several ways:

• Unwillingness to accommodate last-minute changes: Need a projector screen moved? Buckle up for a bureaucratic battle involving lack of staff on-site to move this, and a hefty "change fee." 

• Expensive customization options: With their pricing packages built based on their inventory tweaking the lighting design or upgrading your sound system or projectors can lead to expensive upgrades to your budget because they don’t fit the typical model.. If your budget can’t afford these upgrade fees then you're stuck with the "standard setup," whether it fits your event or not.

• Inability to adapt to unforeseen circumstances: Does the Speaker not make the event and need to join from a remote location? The in-house AV team might shrug and say, "We can't help you; it's not in the contract."

This rigidity can turn your event into a frustrating game of "fit or forfeit." Now, at this very hour, you start thinking, "Should I have hired an AV producer to negotiate and be a liason with the in-house AV team?" or " Should I have hired an outside AV vendor who would have handled this better?"

Section 8: Integration with External Providers

Imagine your event as a symphony. You've meticulously chosen each instrument: the caterers, the photographers, the entertainers. But then, there's the AV company, who you have been told you had to use that you now have to integrate into this symphony and help em all play together in perfect harmony. 

But instead of a melodious masterpiece, you get a cacophony of confusion. The caterer's don’r have enough power,  the photographer's needs more lighting on the stage, the AV team is struggle through rehearsals because they don’t have the right team in place.,  carefully planned event has now turned into chaos. 

This, my friends, is the reality of integrating external providers with an in-house AV company. While it might seem convenient to have everything under one roof, it can often lead to communication breakdowns, scheduling conflicts, and finger-pointing when things inevitably go wrong.

Here's why this "convenient" partnership can turn into a coordination nightmare:

• Conflicting priorities and agendas: The in-house AV team might prioritize venue policies over your external providers' needs, leading to power struggles and delays.

• Limited communication channels: Information might get lost in the shuffle between multiple teams, leaving everyone confused and unprepared. 

• Technical incompatibility: Different equipment, software, and even power requirements can cause unexpected hiccups, requiring last-minute adjustments and frustrating workarounds.

Section 9: Familiarity with the Event

At first glance, it seems like a match made in event planning heaven: an in-house AV company that knows the venue like the back of its hand. They can navigate the backstage labyrinth, anticipate potential technical snags, and make everything run smoothly with their eyes closed. 

But hold on, before you hand over the reins and start dreaming of a stress-free setup, let's consider the other side of the coin. Just because they know the venue doesn't mean they know your event.

Here's the reality: in-house AV teams often operate in a bubble. They see countless events pass through the same doors, each probably similar in scope and scale. They might be familiar with the physical space, but they might be clueless about the heart and soul of your unique gathering.

Section 10: Contractual Restrictions

Imagine signing on the dotted line, relief washing over you as you think, "Finally, the AV is sorted." But then, a nagging feeling creeps in: "Did I really understand what all the exclusives in the contract mean for my event? The harsh reality of in-house AV contracts is that they are often one-sided affairs. They favor the company, with strict cancellation policies, exorbitant change fees, and limitations on your ability to bring in external providers.

The AV Choice is Yours

So there you have it, Ten not-so-convenient truths about working with in-house AV companies. Are they complete demons hell-bent on ruining your event? Maybe not. But they are entities with their agendas, limitations, and sometimes questionable practices.

Remember, the choice is yours. You can choose the "convenient" route and hope for the best or arm yourself with the knowledge to find the right partner.

Don't be afraid to ask questions and push boundaries, share this article with your fellow planners. Let's empower each other to conquer the "convenient" and create events that are anything but ordinary.