While most hotels and conference venues provide AV arrangements, it’s a good idea to hire an external audio visual company to handle the task. Here are some reasons why you should leverage an outside AV supplier for your upcoming conference:
That option is available to you
People often don’t even realize that it’s possible for them to hire a third-party AV supplier, and most conference venues can’t stop you from doing it.
You don’t have to choose the suppliers they recommend or use the equipment available at the venue, if you find those options expensive or lacking.
Some conference venue owners might apply a surcharge on using third-party equipment, but these clauses can be negotiated out of the contract during the booking process. Most venue owners won’t like to deny a prospective customer’s request just to make a little extra profit on the AV equipment.
Top AV companies will have better equipment
Top AV companies with a well-established business will have some of the best and latest AV equipment with them. These organizations want to ensure their customers get the best possible AV solutions so they upgrade their equipment often. Even if customers don’t need the latest and best technology, they like to keep their options open.
An AV provider will have the latest in projection and switching technology, LED video walls, the very best audio and lighting equipment, etc. All of these can enhance the user experience and improve the quality of the presentations.
Newer equipment is also less likely to develop technical difficulties during the conference, which is always a concern with older pieces.
You can access the services of off-site technicians
In-house AV systems usually aren’t operated by experienced technicians so if something goes wrong, clients have to rely on the services of the hotel or conference venue staff.
These staff members might not have the training and experience needed to offer good solutions, which can lead to considerable delays.
If you hire a top AV company, you get trained staff along with the equipment. They’ll handle everything from equipment operation to troubleshooting. This reduces the risk of disturbances and problems by a considerable margin.
Technicians specifically assigned to your event
If something happens and the technicians are engaged at other events, you’ll have to wait until it’s your turn to get assistance.
This can cause a lot of delays and stall the conference, and in these situations, seconds feel like hours. In hiring an outside AV supplier you’ll get dedicated technicians who focus solely on your conference and are able to provide prompt assistance if needed.
Support at multiple locations
The only way to avoid the uncertainty and stress is to hire a dedicated AV supplier with a national network.
This ensures you have the same supplier and the same reliable equipment at all conference locations and don’t need to deal with different vendors and arrangement difficulties and will also save you some money and time.
They can handle last-minute changes easily
While an in-house service provider will be able to handle some of this, a dedicated audio visual company is far more capable.
A third-party company can quickly arrange for additional equipment and personnel so you don’t need to scramble at the last minute to make arrangements. This isn’t possible with in-house services.
No additional fees or hidden costs
In-house establishments will add expenses like technician costs, troubleshooting, etc. to the bill without the client’s knowledge.
Professional audio visual companies, on the other hand, will disclose all expenses at the outset when they offer a quote so you don’t have to deal with unexpected charges at the end. The pricing is also consistent across the nation so there’s no concern for additional expenses on that score as well.
As you can see, there are plenty of reasons why you should consider hiring an external audio visual provider instead of choosing the in-house one.
