In-House vs. Third-Party AV: What You Need to Know

The "They Know the Space" Sales Pitch

Sales coordinators may suggest the in-house vendor is "more comfortable because they know the space"… but just because they are in-house doesn't mean they have some exceptional wisdom on how to layout your room or execute your custom event. In fact, experienced production teams know every ballroom in every venue is nearly the same.

In-house AV companies tend to incentivize clients with discounted exclusive services like power and rigging, but the inflated costs for AV and labor typically far exceed this value. Many times, a fresh perspective, our 3D-diagramming, and experience with all types of spaces will add more to your project than the folks who generallyprefer to do the same thing every time.

Total Show Management

Consider the value of total show management companies like Cybis, as we are primary experts in everything from show graphics, to scriptwriting, to choreography. In-house AV companies may be able to dabble in these services but cannot deliver the same fully integrated experience.

When you're looking at complex productions that need multiple disciplines working together seamlessly, specialized production companies bring teams who focus on creative event production full-time.

Costs

Did you know that in-house AV companies are required to pay the hotel as much as 40-50% of their revenue? That means your price will be higher to make up the difference.

Then you need to have someone operate the equipment… in-house AV companies employ many full-time techs who get an hourly rate to do a variety of jobs every day. You may end up with an Audio Engineer, one of the most critical roles for your general session, who is overworked and underpaid.

Alternatively, a third-party AV company will bring out exceptionally qualified technicians to come in and provide 100% more value to your production. In-house AV companies have to recoup these costs of keeping a full-time crew employed all year long, while third-parties are able to offer the true experts by only spending on the day they are serving you!

In-house AV companies may be ideal for very small needs such as a microphone and laptop rental - where it may not be economical for a third-party to send a technician out - but as soon as you start adding more to the production, the in-house company starts adding much more to the overall cost.

Service

More expensive and harder to reach, the in-house manager or representative may not be in their office any time you run into a problem or have an additional request. With a third-party AV company like Cybis, you'll have the 24/7 cell phone number of the Producer. We provide 24/7 commitment to the success of your event and 24/7 availability to support you.

In-house AV companies may offer the benefit of a salesperson that you can meet and greet in person, but all too often that individual is not even available during your actual event. Your Cybis producer or account executive is happy to meet with you at any location nationwide!

Equipment Availability

In-house AV companies work with the equipment they have on-site or in their local inventory. Third-party production companies maintain extensive inventories and have supplier relationships nationwide, which can provide more options for specialized equipment needs.

If your event requires specific LED wall configurations, custom lighting packages, or specialized audio setups, third-party companies often have immediate access to a broader range of gear. We can also bring in cutting-edge technology that might not be cost-effective for a hotel to purchase for occasional use.

Creative Problem Solving

When something goes wrong during an event - and it happens - third-party production companies excel at creative problem solving. We've seen every possible scenario across hundreds of different venues and event types. That breadth of experience means we can quickly adapt when the unexpected happens.

In-house teams know their specific venue well, but third-party teams know how to solve problems that come up anywhere. We bring backup plans, alternative approaches, and the experience of having worked through similar challenges over the decades.

Consider Cybis

If you have a live event coming up, please contact us right away so we can start the conversation. I want to help deliver the absolute best production possible and help you make the right decisions for your audience, space, and budget!

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