8 Reasons to Consider Using an Outside AV Provider

8 Reasons to Consider Using an Outside AV Provider

Using a hotel or conference center's in-house audio visual equipment and staff may seem like a quick and easy solution for professional meeting planners. By working with an outside provider, though, meeting planners can consistently save on costs and expect great service. Here are the top eight reasons to consider using an outside AV provider for your event rental needs.

#1. Because you can!

The in-house supplier is not the only option. Some venues make commission when booking audio visual services through a contracted provider, and that's why those facilities recommend certain providers. A venue cannot prevent you from bringing in your own rental company, however, and negotiating any restrictive clauses out of the contract is easy to do (learn how to do so here). Regardless of which provider you choose, it's a good idea to bring outside quotes into your negotiations to potentially drive down in-house costs.

hotel AV
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#2. Latest equipment & technology are available

Outside AV rental providers constantly purchase new equipment and phase out older or worn-out products. You're much more likely to get the best equipment (like the iPad Air 2, iPhone 6, and 4K touch screens)  when you work with a nationwide partner. Even if you don't need the newest projector or laptop, an outside AV company will have a number of options so you can choose the exact model that fits your needs.

iPad Air 2 Rentals


#3. Onsite technicians are dedicated to your event

In-house AV companies at hotels are often responsible for multiple events happening in the same venue. By bringing in an outside provider of your choice, you pay for dedicated support for your event. Then if you have multiple events at the same location, hiring the same technician through your preferred AV provider will ensure you continue to get the support you need.

Audio Visual Production Setup

  #4. Experience coordinating multiple events

While it is true that in-house AV providers sometimes provide support for events in multiple locations, the best way to ensure you're getting consistent service is to hire an outside AV company who specializes in nationwide event coordination. Meeting Tomorrow is a full-service provider that not only offers the same pricing in all locations, but also provides dedicated event support to ensure quality across every event.

home meeting tomorrow map

#5. Last minute additions are easy to manage

No matter how carefully planned the event, sometimes last minute gear additions become necessary. While in-house providers may have a store of equipment onsite, the specific gear you need may not be there or may already be in use at another of the venue's events. A nationwide, outside provider like Meeting Tomorrow has numerous distribution warehouses across the country and can accommodate nearly any last-minute request.

event technology rentals

  #6. More equipment & service options

An outside AV company will have many more options for AV equipment and services. This allows you to select different price options in order to stay within your budget. In addition, with a variety of equipment rentals available nationwide, you're sure to get exactly what you need to fit your event specifications.

Audio Visual Production Rentals

  #7. No surprise fees added after the event

If you book your event with an outside AV provider, you'll never be surprised by extra costs after the event. On the other hand, sometimes in-house providers will bill things like extra technician time without letting the client know. A great  outside provider will always get approval for changes in advance so you're never surprised.

  #8. Pricing is consistent nationwide

In-house AV costs, services, and equipment often vary depending on location. For those planning events in multiple cities, you can save money by using an outside AV company that provides consistency on-site, one-point of contact, and flat-rate pricing in every venue where your events are held.


Learn more about partnering with an AV rental and services provider, such as Meeting Tomorrow, for your next conference or event.

Contributors: Kristina Zaremba-Lome - coauthor

References: https://meetingtomorrow.com/hotel-audio-visual-companies-byo-hotel-av