Hotel A/V vs. The Outside A/V Company


Did you know that when you are hosting an event at a hotel, you don’t have to use the hotel’s in-house A/V provider for your event? Major convention hotels have agreements with outside companies who keep equipment at the hotel for use during meetings, weddings and conferences but these companies don’t have to have a monopoly on A/V for hotel events. As an event planner, you have the choice of your own A/V provider and can pick any company you feel delivers the best gear and service to meet your needs. When you work with Fastlane, we help you determine the specific details of your arrangement with the venue so you can decide whether the in-house A/V or an outside company is the best option for you.

Here are a few reasons why you might want to go with an outside company.

Reason 1: Service. 

Hotel A/V companies often exist for the convenience of having A/V within the package of your rental of the room you’re renting. However, their model is to provide the commonly used pieces of equipment. If your event has the same needs as the basic hotel event, then the In-house gear should fit you just fine. The focus of an outside A/V company is to provide the right equipment and support you need to make sure your event is done right. At Fastlane, we take the time to understand the goals and objectives of each event we do. We become part of your team, thinking of the event as a whole, not just the where to put the speakers. When problems arise, we’re right there with you to solve it quickly.

Reason 2: Equipment

As we mentioned before, Hotel systems are there to meet just the basics of most events, but there is no incentive for them to make sure they update their gear so the results can be uncertain and unreliability. Not all microphones and projectors are created equal; they are all designed to service a spectrum of price and quality and often In-house systems are more price-conscious than quality-conscious. Just because a microphone and PA or projector are convenient for the A/V company to set up, doesn’t mean it’s the best choice for your event. At Fastlane, we are continually updating our equipment for our clients. We make sure everything is well maintained and prepared to deliver the highest quality. Your event is not like every event, and it’s as unique as your people, that’s why we invest in reliable equipment to make sure all your moments are delivered flawlessly.

Reason 3: Value.

Often, the in house company has a higher retail price for the equipment and labor as well as other amenities like guest WIFI and rigging fees. While the value of outside A/V company may not always appear as a line item, They can often include services like media design, CAD drawing of the staging along with tables and chairs, power distribution, stage management, and directing the show. When you are evaluating vendor contracts, consider the value of the entire service. Do you only need the gear provided and then your people will figure out how to make it run? Or do you want the confidence that comes from trusting a team who cares about your specific event and has the experience and talent needed to ensure that your vision is delivered perfectly? There is no shortage of options; the difference is found in the one that aligns with your unique vision and values.

Paul Romig-leavitt