When an event is on the line, every small detail matters. The sound must be clear, the visuals are sharp, and the lights highlight the stage perfectly. One wrong step and an entire presentation can fall flat. Meeting planners know this better than anyone. They spend weeks, sometimes months, getting everything ready. Yet, many still end up frustrated when working with in-house AV services at venues.
It always starts the same way. You walk into the venue, and the event manager flashes a friendly smile: “Don’t worry, we have our own AV team, they’ll take care of everything.” Fast forward to show day, and suddenly you’re facing a mountain of extra chargers, a microphone that cuts out mid-speech, and a tech crew who swears that “this is just how it works.”
Many meeting planners quickly discover that “convenient” can turn into “costly, limited, and stressful.”
From hidden costs to outdated gear and rigid policies, in-house AV can feel more like a roadblock than a partner.
So, let’s unpack the five top reasons meeting planners get frustrated and see why so many planners are saying, “NEVER AGAIN.”
1. PLANNERS FEEL FORCED INTO USING A SPECIFIC AV PROVIDER
One of the biggest complaints from meeting planners is unexpected costs. In-house AV often comes with a long list of extra charges, cable fees, technician fees, service charges, overtime costs, and ‘exclusive’ equipment rentals.
At first, the venue’s AV quote might seem reasonable. But by the end, the bill can be double or even triple what was expected.
Why does this happen? Many venues have contracts with AV providers that give them exclusive rights. They receive a commission from the AV company every time they work an event, and sometimes that commission is as high as 40-50% of the total AV bill. But it does not benefit you. This means you can’t bring in your own AV company without paying extra fees, sometimes called “buyout fees.” These can be so high that organisers feel forced to stick with the in-house team, even if they’re not getting the best deal.
Over the past decade, more hotels have started enforcing “exclusive AV” policies in their contracts. If you want to bring your own AV team, they might charge an “outside vendor fee,” sometimes thousands of pounds, to make it financially unattractive.
A real-time example:
A London-based corporate event organiser was quoted £28,000 for in-house AV at a central hotel. When they asked to bring in their trusted external partner, the hotel agreed, but only if they paid a £7,000 outside vendor fee. That’s a quarter of the AV budget gone before any lights were turned on.
| Insider Tip: Before you book the venue, always ask: Can I use my own AV provider without any penalty? Are there outside vendor fees, and can they be waived? Can I have a copy of the in-house AV inventory list to see what’s available? |
If the venue pushes back, consider whether that restriction is worth the impact on your event’s creativity, flexibility and cost. Most importantly, get quotes from external AV companies to compare rates before committing.
2. OVERPRICED CHARGES AND HIDDEN COSTS
In-house AV often comes with ‘all-in-one’ packages. At first glance, they may seem convenient, but they’re rarely designed to give you the best value. Everything is bundled: screens, microphones, crew, lighting, maybe even a camera feed. But dig deeper, you’ll often find inflated costs and vague pricing.
One of the biggest frustrations? The huge gap between what you’re charged for a technician’s time and what they’re actually paid. Industry data shows:
- Average in-house AV technicians’ pay: £18–£22 per hour.
- Average rate charged to clients: £90–£120 per hour.
Where does the difference go? Typically:
- 40-50% straight to the venue as commission.
- A chunk of the AV company’s profit margin.
- A small portion to cover admin, taxes, and benefits.
- The rest is the actual technician’s pay.
In all of this, what’s most frustrating? You don’t always see the full breakdown of costs. Instead, you get a flat number with little explanation, making it hard to compare with outside quotes.
A Quick Example:
One non-profit conference organiser booked a hotel’s in-house AV for £15,000. When they compared the itemised list to an independent AV company’s quote, the same setup was priced at £9200, with better equipment included. The difference? The hotel’s commission.
So, how can you protect your budget:
- Always request an itemised AV quote, because the package hides the details.
- Get a comparison quote from at least one independent AV company.
- Challenge unnecessary add-ons; there’s no need to pay for extra lighting if your event doesn’t require it.
- Negotiate AV terms before signing your venue contract.
3. LACK OF PERSONLISED SERVICE
In-house AV teams often have to manage multiple events in the same venue on the same day. That means your event is not always their top priority.
They might not join the planning process until the last minute. You may not even meet your AV lead until the day of the event. By then, it’s too late to make meaningful changes or fix creative issues.
On the other hand, an independent AV company often works with you from day one. They learn your vision, understand your brand, and help you make technical decisions early. You get the same crew at rehearsals and live events, which builds trust and consistency.
| Quick Reminder: When the AV team feels like part of your crew, you worry less and focus more on delivering a great event.” |
4. LIMITED EQUIPMENT AND OLD TECHNOLOGY
Technology moves fast, but not all in-house AV teams keep up. It’s common for venues to use older gear, projectors that aren’t bright enough, microphones that pick up static, or outdated sound systems that make voices sound muffled.
When equipment is old, the audience experience suffers. Speakers struggle to get their message across, videos look dull, and technical issues become more likely.
Why does this happen? Upgrading AV gear is expensive, and venues often focus their budgets on décor, furniture, or catering instead. As long as the old gear “works,” it stays in service, even if it’s not up to modern event standards.
| Insider insight: Many independent AV companies refresh their equipment every 2–3 years. In contrast, some venues keep the same gear for 7–10 years. |
How to fix it:
- Request an equipment list and ask how old the gear is.
- Visit the venue for a tech check before booking.
- Work with an external AV partner who can supplement or replace outdated gear with modern solutions.
5. LACK OF FLEXIBILITY AND CONTROL
Another big frustration is control—or rather, the lack of it. With in-house AV, meeting planners often have to follow strict rules about what they can and can’t do. Want to use a special lighting effect? Not allowed. Need a custom screen size? Too complicated. Hoping to bring in your preferred technician? Not possible without a fee.
This lack of flexibility can make it hard to bring a creative vision to life. Planners end up adjusting their event to fit the AV team’s limitations instead of having AV that adapts to the event’s needs.
| Insider insight: In-house AV teams often juggle multiple events in the same venue. This means your event might not get their full attention. External AV teams, on the other hand, work solely for you. |
WHY ORGANISERS NEED TO UNDERSTAND THESE ISSUES
If you are running an event, you’re not just spending money; you’re spending your reputation. When the AV fails, it reflects on you, not the venue. Guests don’t say, “The in-house AV team messed up.” They say, “That event was poorly run.”
Understanding the limits of in-house AV gives you the power to:
- Avoid overpaying for average service.
- Keep creative control over your event.
- Build a long-term AV relationship that travels with you from venue to venue.
It’s about more than saving money. It’s about more than saving money. It’s about protecting your event’s quality and making sure your vision is delivered exactly as you imagined.
THE ROLE OF AV COMPANIES
Independent AV companies are excited to give event planners more choice, better service, and modern equipment. They don’t just drop off gear; they design AV solutions tailored to each event.
They also provide on-site technicians who focus entirely on making sure everything runs perfectly.
A good AV company acts like a partner, not just a supplier. They work with organisers from the planning stage to the final applause, ensuring no detail is overlooked. This is why many top meeting planners prefer to work with trusted AV partners instead of relying solely on in-house services.
HOW TO AVOID IN-HOUSE AV FRUSTRATION?
So, to avoid in-house AV frustration, you have options if you plan ahead.
- YOU CAN NEGOTIATE EARLY
Before signing the venue contract, ask for the right to bring in an external AV provider without penalties. If they try to add a “buyout” or “outside vendor fee,” push back.
- GET QUOTES FROM MULTIPLE AV PROVIDERS
Even if you think you might go with the in-house team, compare their proposal with an outside company. The difference in price and service level can be eye-opening.
- INCLUDE AV IN SITE SELECTION
Don’t just choose a venue for its AV policies. A venue with flexible AV rules can save you thousands and give you more creative freedom.
- PUT IT IN WRITING
Verbal agreements won’t protect you. If the venue agrees to waive AV restrictions, have it written into the contract in plain language.
THE BENEFITS OF USING AN OUTSIDE AV PROVIDER
An independent AV partner, especially in London, can offer:
- Better value: No venue commission eating into your budget.
- Creative Flexibility: Access to the latest tech and custom setups.
- Consistent team: Work with the same crew across different events and venues.
- Transparent pricing: Itemised quotes so you know exactly what you’re paying for.
- Dedicated Support: They focus on your event, not splitting attention between multiple clients in the same building.
Most importantly, outside AV providers are invested in your success—not the venue’s profit margins.
| Real Time Example: A corporate roadshow using the same external AV partner across five UK cities saved over £20,000 compared to in-house quotes and achieved a consistent look and feel at every stop. |
If you decide to go with an external AV partner, choose one that not only has the latest equipment but also understands the pressure and detail involved in delivering flawless events. Professional AV companies, like EMS Events, offer exactly that: competitive, transparent pricing, a dedicated project manager, 24-hour technical support, and a central London base for quick response.
BONUS TIPS FOR BETTER AV OUTCOMES
If the venue has a similar event happening, visit and see the AV in action.
- ASK FOR CLIENT REFERENCES
Speak to another organisation that has used the same AV team.
- DO A TECHNICAL WALKTHROUGH
Test equipment in advance, not just during rehearsal.
- PLAN FOR BACKUP
Always have a backup plan if a mic dies or a projector fails.
- Get Creative Input
Treat your AV provider like a creative partner, not just a supplier.
RECOMMENDATION: MAXIMISE IMPACT WITH HYBRID EVENT KNOW-HOW
With more events blending in-person and online experiences, AV requirements have expanded. A skilled external AV team can handle live streaming, remote speaker integration, and interactive tools, all areas where in-house teams may have less experience.
WINDING UP
The five big frustrations, being locked into one provider, overpriced packages, outdated gear, and lack of personalised service, are why so many planners have mixed feelings about in-house AV.
But you’re not powerless. By asking the right questions, comparing providers, and negotiating AV terms before signing your venue contract, you can take back control.
In-house AV might look convenient, but real value comes from having a partner who listens, adapts, and puts your event first. And when the AV is right, your audience won’t just remember the content. They’ll remember how professional, engaging, and seamless the entire experience felt.
Because at the end of the day, AV isn’t just a technical detail. It’s the heartbeat of your event. And that heartbeat should be strong, clear, and working for you, not against you.
