If your company is hosting an event and the venue has a modest audio-visual team available to provide the necessary equipment, do you still need to outsource an AV company? For event planners, the choice is not always obvious. Although some may argue that hiring an external AV company is no longer necessary, many contradict and would instead outsource experts who can get the job done. If you find yourself in the same situation, here is how you can compare the pros and cons of each option as illustrated in specific scenarios frequently encountered in company events.

Need to replace a faulty piece of equipment as soon as possible

If the in-house audio-visual team has the spare equipment you need, all is well and good. But what if they have limited resources available? This is when an outsourced AV rental company has an edge. Many reputable AV companies prepare for contingencies and bring spare equipment in case of emergencies. When renting AV services, you also get access to the latest equipment and most advanced technology.

Expertise in maintaining and setting up AV equipment

In this regard, there is no clear winner. Many in-house AV teams also employ experienced AV experts to setup and maintain the facilities. On the other hand, when choosing a company to rent from, it is essential to find out as well if the rental company ensures the personnel that they provide have the technical know-how and skills to ensure that the event goes smoothly. Ultimately, the choice here depends on what your company can afford.

What if the event is in a remote location?

Setting up audio-visual equipment in a remote location has many challenges. First, it is essential to determine the power source and whether you need to provide auxiliary equipment in case of a power shortage. Next, you need to find out if the location is accessible to AV rental companies within the area. If the in-house AV Company has sufficient equipment available, choosing in-house may be the best option. However, you can always hire a rental company to provide anything that the in-house company lacks.

How do you ensure you are working with a company you can trust?

An in-house AV team provided by the event venue is a risky choice, especially if it is your first time working with them. However, if you choose to rent from a company you already know, there is a higher chance of service satisfaction. Partnering with an AV company that is reliable and reputable is a critical element in the success of your event. If you know little about the in-house team, do not take the chance and hire a company you trust instead.

Negotiating the cost due to a limited budget

One last factor to look into is the budget. On the surface, it appears that going with the in-house team may be a more cost-effective solution. But, if you encounter any trouble during the event, you will end up spending more to resolve the situation. In the end, it makes more sense to pay a little more as long as you can ensure that you are getting the best possible AV service.