March 8, 2025
Did you know that most event organizers say their biggest challenge is managing AV logistics? Choosing the right AV provider can make or break an event, whether it’s ensuring that the sound is crystal clear or that the visuals pop just right. While many events rely on in-house AV services provided by the venue, some of the most unforgettable events you’ve attended probably had an external AV team behind the scenes, bringing in custom tech to elevate the experience.
So, picking the right AV provider is so important—it’s not just about the technology, it’s about creating an experience. But how do you decide between an in-house provider and an external one? Let's break it down.
When it comes to AV providers, there are two main types: in-house and external. Let’s take a closer look at both to help you understand how they work and which one might be right for your event.
In-House AV Providers:
Think of in-house AV services as the default option when you book a venue. These are the folks who provide the sound system, microphones, projectors, and screens for your event—all bundled up with your venue rental. For example, when you book a conference room at a hotel, the AV team there is probably the one who sets up the microphone for your presentation and makes sure the projector is working smoothly.
If we talk about venues they use, it includes hotels, conference centers, and event spaces usually have in-house AV providers. They’re familiar with the venue’s layout, the acoustics of the room, and the equipment that’s already there. So, if you’re hosting a straightforward event like a business seminar or a wedding where you don’t need anything fancy, in-house AV can be a convenient, no-fuss choice.
External AV Providers:
External AV providers, on the other hand, are the experts you bring in when you need something more specialized. These are independent companies you hire separately from the venue. Let’s say you’re organizing a product launch with complex lighting, multiple cameras, and a live stream—you’d likely call in an external AV team that specializes in high-end tech setups. They’re the ones who bring in everything from professional sound equipment to creative lighting and projection mapping. (Also read: The Latest Advancements in Event Audio Visual Technology)
External AV companies offer customized solutions for all kinds of events. They can handle everything from small meetings to large-scale conferences and concerts. If you need extra support like advanced visuals or audio-visual integration across multiple rooms, external providers are the ones to go to. They often have a range of services tailored to your event’s specific needs, ensuring everything works seamlessly.
Let’s break down the good and the bad when it comes to in-house AV providers. These are the AV teams you’ll typically find already tied to your venue. While they have their perks, they’re not always the perfect fit for every event.
Pros of In-House AV Providers:
Convenience:
One of the biggest perks? They’re already there. You don’t have to stress about coordinating schedules, trucking in equipment, or dealing with logistics. Since they work with the venue day in and day out, they know exactly where to plug things in, how to make the sound fill the room, and what works best in that specific space. For events where simplicity is key, this can save a ton of time and effort.
Cost-Effectiveness:
If you’re just looking for the basics—like a mic for your keynote speaker or a projector for slides—going with the in-house team is usually easier on the wallet. Most venues offer package deals that include AV services, so you don’t have to shell out extra for the essentials.
Familiarity:
Since the in-house team knows the venue inside and out, they can troubleshoot on the fly. Is there a weird echo in one corner of the room? They’ve probably dealt with it before and know how to fix it. Need to dim the lights just a touch? They’ve got the control panel figured out.
Cons of In-House AV Providers:
Limited Flexibility:
Here’s the catch: you’re working with what they have. If their equipment is outdated or they don’t have the specific gear you need, you’re out of luck. Want flashy LED walls or custom lighting effects? You might hit a wall (literally and figuratively) with what they can offer.
Potential for Overlooked Details:
Since in-house teams often juggle multiple events, your event might not get the full attention it deserves. It’s not that they don’t care—it’s just that they’re stretched thin. So, if you need someone to obsess over every detail of your AV setup, this might not be the route for you.
Inconsistent Quality:
This one’s a bit of a gamble. Depending on the venue, the quality of the in-house AV team can vary. Some places have rockstar technicians who can make magic happen, while others might have newer staff still getting the hang of things. If you’re working with a smaller or less experienced team, you could end up with a few hiccups along the way.
Bringing in an external AV provider can feel like adding a powerhouse to your event planning team. These are the specialists who often go above and beyond to ensure everything looks and sounds flawless. However, like any decision, there are trade-offs to consider.
Pros of Outside AV Providers:
Customization:
One of the biggest perks of hiring an external AV provider is the flexibility to customize everything. Whether you're planning an intimate wedding with soft ambient lighting or a high-energy product launch with projection mapping and interactive displays, external AV companies can tailor their solutions to fit your vision. They’re not limited by what a venue already has—they bring in exactly what you need to make your event stand out.
Advanced Equipment:
External AV providers are typically armed with cutting-edge tech. From ultra-HD LED walls to sophisticated sound systems and even VR setups, they’re constantly investing in the latest gear to stay competitive. This means you get access to high-quality equipment that might not be available through an in-house team. If you’re aiming for a polished, high-production event, external providers have the tools to make it happen.
Consistent Expertise:
External providers live and breathe events. They’ve likely worked on everything from corporate conferences to concerts, which gives them a deep understanding of diverse requirements. Their teams are usually highly trained and specialized, meaning you’re working with people who know how to troubleshoot on the fly and adapt to unexpected changes. This level of consistency can give you peace of mind, especially for complex events.
More for you: Audiovisual Services for Corporate Events
Cons of Outside AV Providers:
Additional Coordination:
Hiring an external provider does require a bit more juggling. You’ll need to manage communication between the venue and the AV team to ensure everyone’s on the same page. This includes coordinating load-in times, setting up equipment, and handling any venue-specific rules. While it’s manageable, it’s an extra layer of planning you’ll need to account for.
Potential Extra Costs:
Some venues charge additional fees if you choose not to use their in-house AV services—think of it as a corkage fee but for AV. These costs can add up, especially if your venue imposes restrictions or requires specific approvals. Plus, since external providers bring their own gear, transportation and labor costs might also be higher. It’s important to weigh these costs against the value they bring.
Venue Restrictions:
Not all venues are thrilled about working with external AV teams. Some have exclusivity agreements with their in-house providers or impose strict guidelines that external teams must follow. This can create friction or limit the freedom your AV provider has to execute their full vision. Always check with your venue about their policies before committing to an external provider.
When deciding between in-house and external AV providers, it all boils down to understanding your event’s needs and how each option aligns with them. Here are the key factors to keep in mind before making your choice:
Event Complexity
Start by asking yourself: How complex is your event? If you’re hosting a simple meeting or seminar with minimal AV requirements—like a microphone, projector, and a couple of speakers—in-house AV might do the trick. But if your event involves live streaming, advanced lighting setups, or multiple breakout sessions, you’ll need the specialized expertise and equipment that external AV providers offer.
Think of it this way: in-house AV is great for the basics, but if your event is aiming for a “wow” factor, an external team can make it happen.
Budget Constraints
Let’s talk numbers. While in-house AV is often bundled into the venue’s package, you might encounter fees for upgrades or additional equipment. External AV providers, on the other hand, might appear pricier upfront, but they offer more customization and potentially higher-quality results.
It’s also important to account for hidden costs. Some venues charge “outside vendor” fees if you bring in an external team, which can throw off your budget if you’re not prepared. Take the time to compare both options, factoring in everything from rental fees to labor costs, so you’re clear on what works best for your bottom line.
Venue Policies
Venues can have surprisingly strict rules when it comes to AV. Some require you to use their in-house provider or charge extra for external teams to access the space. For example, they might limit where external providers can set up or require additional staff to oversee the process, which adds another layer of coordination (and sometimes cost).
Before making a decision, have a detailed conversation with your venue. Ask about their policies regarding external AV providers, any associated fees, and what level of flexibility they’re willing to offer.
Long-Term Relationships
If you frequently host events, building a solid relationship with an AV provider—whether in-house or external—can save you time and hassle in the long run. A trusted external AV team will get to know your preferences, style, and event needs, which can lead to smoother planning and better results over time. On the flip side, working consistently with a venue’s in-house team can also help streamline communication and build rapport.
Consider the value of establishing a go-to AV partner who understands your vision and can consistently deliver, especially if you’re organizing multiple events throughout the year.
Choosing between in-house and external AV providers is no small decision. It depends on the complexity of your event, your budget, and the policies of your venue. In-house AV services offer convenience and cost-effectiveness for simpler setups, while external AV providers bring customization, advanced equipment, and a tailored approach to meet more sophisticated needs.
However, what if you didn’t have to stress about making this choice? We combine the best of both worlds: the reliability and convenience you’d expect from in-house providers, paired with the expertise and cutting-edge technology of top-tier external AV teams. Whether it’s a corporate event, a wedding, or a high-profile product launch, DXG delivers tailored solutions to bring your vision to life.
So, what are you waiting for? Reach out to DXG today, and let’s turn your next event into a showstopper.