If you’ve ever felt frustrated when reviewing your in-house AV invoice after an event, you’re not alone. Across the U.S., event planners have shared similar concerns about the challenges of working with large in-house audio-visual (AV) providers. While these companies often come bundled with hotels and venues, many planners find the experience more costly and unpredictable than they expected.
We’ve compiled the most common concerns reported in the last three years — along with examples and insights to help you feel prepared the next time you negotiate AV services.
- Surprise & Inconsistent Fees
Planners often find that what looks like a straightforward quote grows once line items like setup, labor, power, or additional equipment are added. Even more frustrating, fees vary widely between venues, making it hard to budget consistently for annual events.
Examples include:
- One NYC hotel charging $18,000 to use pre-existing, already mounted screens
- Added charges for “warehousing” the day before or day after load-in
- Unexpected hotel room, crew per diem costs for in-house AV teams
These types of inconsistencies make it difficult for planners to forecast budgets with confidence.
- Elevated Prices
Industry studies show that in-house AV bills can run 120–200% higher than using an independent vendor. A big factor: hotels often take a commission on AV orders, which gets passed to the client. Service charges add even more.
This structure inflates pricing without delivering equivalent value, leading many planners to feel they’re paying premium rates for average service.
- Limited Choice
Many venues strongly encourage, or even require, using their in-house AV provider. For planners, this lack of flexibility can feel restrictive, especially when alternative vendors could deliver competitive pricing or more tailored service.
- Extra “Gotcha” Charges
In addition to core AV pricing, planners frequently encounter ancillary charges that add up quickly:
- Mandatory staff supervisors (billed even if not present)
- Per-room / per-day rate for each space utilizing your own AV team
- High rates for power drops, rigging, or Wi-Fi that “disappear” if the in-house provider is used exclusively
- Costs/pricing structures changing from the year an event venue is secured, to the year the venue is utilized – effecting planners that secure venues years ahead of time
These practices create the perception of penalties for exploring outside options.
- Communication, Staffing & Equipment Challenges
Service quality can vary greatly from venue to venue. Some planners describe strong coordination, while others report missed details, slow communication, or inexperienced technicians managing complex shows with minimal support.
Equipment can also be a source of stress. Reports of outdated or poorly maintained gear—like microphones cutting out or projectors failing—are not uncommon. For planners paying premium prices, this mismatch between cost and performance is a recurring sore point.
You’re Not Alone—And There Are Options
If any of these challenges sound familiar, know that you’re not alone. These issues are widely shared in the industry, and they don’t mean your event is destined for headaches.
Here are a few steps you can take:
- Negotiate and add clauses to your contract when agreeing to book a venue that allow you to waive some of costs/penalties for utilizing your own production team.
- Clarify terms upfront and lock in those terms even if your event isn’t scheduled for a few more years into the future.
- Request detailed quotes early. Transparency helps prevent last-minute surprises.
- Push for consistency if you return to the same venue year after year.
Most importantly, remember that you don’t have to navigate this alone. LAI Live producers have the flexibility to work with our team or the in-house AV team, which helps to keep your program consistent and guarantees your VIPs will be in good hands regardless of the venue.
In addition, our team can help you maximize your in-house AV, maneuver through union venues and regulations, and navigate in-house restrictions.
If you’ve been frustrated by AV costs or service quality, let’s talk. Together, we can make sure your event gets the technical support it deserves—without the unnecessary stress.
