Do I Have to Use a Venue’s In-House AV Team?
When you're touring event spaces and find one that checks all the boxes, it can be deflating to hear that you're expected to use their AV team too. Some venues present it as a firm policy. Others just make it sound that way. Either way, it's worth knowing what you're actually agreeing to before you sign anything.
Key Takeaways:
- You don’t have to use a venue’s in-house AV team in most cases, though venues might pressure you to.
- The main exception is unionized venues, where certain labor rules may apply, though even then, bringing in an outside team is usually still possible.
- Read your venue contract carefully before signing, since some venues add back-end fees when you bring in a third-party AV company.
What Is In-House AV?
In-house AV refers to the audiovisual company that has an exclusive or preferred partnership with a particular venue. They're the team the venue recommends, and sometimes insists on, for events held in that space. In-house doesn't necessarily mean they're employees of the venue. More often, they're an outside company that has negotiated a contract to be the venue's preferred provider.
Do I Have to Use a Venue’s In-House AV Team?
In most cases, no. Venues can be fairly persistent about steering you toward their in-house team, but outside of specific contractual or union-related requirements, you generally have the right to hire your own AV company.
Exceptions
The main exception is unionized venues. Some union contracts require that certain labor, including AV technicians, be provided by union workers. Even in those situations, bringing in an outside team is often still possible, but it may involve additional fees or shadow labor requirements.
If a venue tells you that you have to use their team without pointing to a specific clause in the contract, it might be worth pushing back and asking for clarification. Most venues would rather keep your event than lose it over AV.
Why Do Venues Want You to Use Their In-House AV Team?
The short answer is money. In-house AV providers typically share a percentage of their revenue with the venue in exchange for the exclusive or preferred partnership. That means every time you book through the venue's AV team, the venue gets a cut. When you bring in an outside company, there’s no revenue stream.
Venues will sometimes argue that their in-house team knows the space better, or that they're more equipped to handle problems quickly. There's a small amount of truth to the first point, but any experienced AV company walks new venues early and builds a plan around what they find. The venue-familiarity argument rarely holds up in practice, and it's almost never the real reason they're pushing their team.
In-House AV Services vs. Third-Party Production Team
There are situations where an in-house team makes sense. For instance, if your event is straightforward and the venue's equipment meets your needs, it may not be worth the extra coordination of bringing someone in from outside.
That said, a third-party company you hire directly is focused on your event specifically. That dedicated attention matters when something needs to be adjusted on the fly or a technical issue comes up mid-event.
Pricing
Pricing through in-house teams also tends to run higher. Because a portion of what you pay goes back to the venue as commission, the rates built into in-house quotes tend to reflect that. Hiring an outside company cuts out that layer, which usually brings the cost down to a more reasonable rate.
Accountability
Finally, a third-party company you've chosen based on their work and their reputation has more direct accountability to you. If something doesn't go well, the conversation is between you and them. With an in-house team, you're working through the venue, which adds a layer of distance to that relationship.
What to Watch Out For When Bringing in an Outside Team
If your venue agrees to let you use a third-party AV company, read the contract before you sign. Some venues add fees to recover what they lose in commission, which can show up as audiovisual liaison fees, rigging fees, or floor protection charges. These are usually negotiable. Most venues would rather work something out than lose the booking, and that gives you more leverage than it might initially feel like.
How Do I Hire an Independent AV Company?
Start early, ideally around the same time you're locking in your venue. Once you have a date and a space confirmed, reach out to AV companies with the basic details of your event, including the size of the room, how many guests you’re expecting, what you need in terms of sound, video, and lighting, and whether you have specific equipment in mind.
A good AV company will ask to walk the venue before finalizing a quote, or at minimum review a floor plan. That site visit is how they’ll design a setup that actually fits the space rather than just estimating from a description.
Looking for a Reliable AV Rental Company? Let Us Help Elevate Your Next Corporate Event!
If you're planning a corporate event or private gathering in the Tampa Bay area and want a dedicated team focused on your event from setup to breakdown, we'd love to help. Contact Klang AV Pro or call 727-482-4426 for a FREE quote and we'll walk you through exactly what your event needs!
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