Why Choosing An Outside AV Company Is Better

When it comes to Audio Visual (AV) services for events, choosing an outside AV company often presents significant advantages over using a venue's in-house AV team.

While in-house AV offers convenience, an external partner can provide superior value and results for several key reasons:

Why In-House AV is NOT Always Required (and often less ideal):

• Venue Contracts are Often Negotiable: Many venues, especially hotels and conference centers, will suggest or even imply that their in-house AV is mandatory. However, in many cases, venue policies and associated fees for outside vendors (like "patch fees" or "rigging fees") are negotiable. Venues often prioritize booking their space, and they may waive or reduce these fees to secure your business, especially for larger events.

• Financial Kickbacks to Venues: A significant reason venues push their in-house AV is due to commission structures. In-house AV companies often pay a substantial percentage of their revenue (sometimes 30-60%) back to the venue. This mark-up is then passed on to the client, meaning you often pay considerably more for the same or even lesser quality equipment and service.

• Convenience Comes at a Cost (and with limitations): While the idea of "everything on one bill" and "they know the venue" is appealing, this convenience often translates to higher prices, less flexibility, and potentially outdated equipment.

Why an Outside AV Company is a Better Choice:

1. Specialized Expertise and Focus:

   • Dedicated Professionals: External AV companies are specialists whose sole business is AV production. Their teams are highly trained, experienced, and constantly honing their skills in the latest technologies and best practices.

   • Event-Centric Approach: An outside AV team is dedicated solely to your event. Unlike in-house teams who might be juggling multiple events across the venue simultaneously, an external team's priority is exclusively your success. This means more attentive service and faster response to issues.

   • Consistent Experience: If you have a series of events, an external AV partner can provide a consistent look, feel, and branding across all locations, ensuring your message and image are uniformly presented. You'll work with the same core team who understands your preferences.

2. Cutting-Edge Technology and Equipment:

   • Investment in Innovation: Reputable external AV companies continually invest in the latest, state-of-the-art equipment (e.g., advanced LED walls, high-definition projectors, sophisticated lighting, robust live streaming setups). They need to stay competitive, so their gear is often more modern and diverse than what a venue might maintain.

   • Broader Inventory: External companies typically have a vast inventory of equipment, allowing them to provide customized solutions that perfectly match your event's specific needs and creative vision, rather than being limited to a venue's standard stock.

3. Cost Efficiency and Transparency:

   • Competitive Pricing: Without the burden of venue commissions, outside AV companies can often offer more competitive and transparent pricing. You'll typically receive itemized quotes, so you know exactly what you're paying for.

   • Better Value for Money: While an initial quote might seem similar, the overall production value, quality of equipment, and level of dedicated service often make external AV more cost-effective in the long run, preventing costly last-minute add-ons or hidden fees often found with in-house providers.

4. Flexibility and Scalability:

   • Customized Solutions: External AV providers like Ace January Productions excel at creating bespoke AV solutions tailored to your unique event requirements, regardless of size or complexity. They can design innovative setups that might be beyond the capabilities or inventory of an in-house team.

   • Adaptability: If your event needs change or unexpected challenges arise, an external company often has the resources and flexibility to quickly bring in additional equipment or personnel to ensure a seamless experience.

5. Reduced Risk and Enhanced Reliability:

   • Proactive Troubleshooting: Professional external AV technicians are adept at anticipating and mitigating potential technical issues before they impact your event. They conduct thorough testing and have contingency plans in place.

   • Dedicated On-Site Support: Having a dedicated team solely focused on your event provides peace of mind. They are immediately available to address any technical glitches, ensuring your event proceeds without interruption.

In conclusion, while in-house AV offers the lure of convenience, an independent AV company like Ace January Productions provides a higher level of specialized expertise, access to superior technology, greater cost transparency, and a dedicated partnership focused solely on making your event vision a reality. It's an investment that often translates to a more impactful, professional, and worry-free event experience.