Can You Bring Outside AV Into a Hotel or Venue?
A plain-language guide for event planners: how in-house AV works, the fees to watch for, and what to negotiate before you sign.
Written by Rob Evans, co-founder of RnR Productions, who has worked on both sides of in-house hotel AV.
The short answer
Usually you can, but it often costs something, and the time to sort it out is before you sign the venue contract. After signing, you have very little leverage.
How in-house AV works
Many hotels and convention centres have an in-house or preferred AV provider. That company keeps equipment and staff on site, and the arrangement usually benefits the venue financially. That's why the venue may encourage, or require, you to use it.
There's nothing wrong with in-house AV in itself. It can be convenient, and some in-house teams are excellent. The problem is that planners often don't realize they have a choice, or what that choice costs, until the budget is already locked.
The fees to look for in your contract
Patch or connection fees
These are charged when an outside provider connects to the venue's house sound system or other infrastructure. They may be per room, per day or a flat amount.
Power and electrical charges
Some venues charge for dedicated power circuits that outside providers need, especially for LED walls and lighting.
Rigging exclusivity
Hanging anything from the ceiling, such as speakers, lights or screens, is often restricted to the venue's approved rigger, at their rates.
Internet and bandwidth
If you're streaming, dedicated wired internet can be a significant separate charge. Ask for it in writing.
Supervision or "liaison" fees
Some contracts require an in-house staff member to supervise an outside company, billed to you.
What to negotiate before you sign
- Ask for the AV addendum up front. Get the in-house AV terms and outside-vendor fees in writing with the venue proposal.
- Ask for fees to be waived or capped. Patch and outside-vendor fees are often negotiable when the venue is competing for your business.
- Get two itemized quotes. Compare the in-house quote and an independent quote line by line for the same room, gear and hours, including all fees.
- Clarify rigging and power. Confirm what an outside company can hang and power, and what it costs.
- Put it in the contract. A friendly email from a sales manager isn't a contract term.
When in-house AV is the right call
For a small meeting with one screen and a microphone, in-house AV can be the simplest option. The case for an independent provider gets stronger as the event gets more complex: general sessions, multiple cameras, streaming, LED, or a multi-city event where you want the same crew and show design everywhere.
Want a second opinion?
Send us the venue's AV terms or the in-house quote and we'll tell you honestly what's reasonable and what's worth pushing back on, even if you end up staying in-house. Learn about our AV consulting.
Common questions
Can I use my own AV company at a hotel?
Often yes, but many hotels and venues have an exclusive or preferred in-house AV provider and charge fees when an outside company is used. Whether you can, and at what cost, depends on your contract, so negotiate it before you sign.
What is an AV patch fee?
A patch fee is a charge some venues apply when an outside AV company connects to the venue's house sound or power systems. It can be a flat fee or charged per room or per day. It's often negotiable before contract signing.
Is in-house hotel AV more expensive?
Not always, but in-house pricing often includes costs that aren't obvious, like service charges or commissions shared with the venue. The only way to know is to get an itemized comparison for the same event.
Get your venue contract reviewed
Send us the AV terms before you sign. We'll flag the fees worth negotiating.