Do You Have to Use Encore’s In-House AV? Here’s What You Need to Know

No, you don’t have to use a venue’s in-house AV provider. You have more options than you think, and it starts with asking the right questions before signing your contract.

You’ve found the perfect venue for your event. The date is set, and when the venue coordinator mentions their available AV package, it feels like just another thing for you to check off. 

What a lot of event planners don’t realize is that using the venue’s in-house AV partner isn’t always required. It may be the default option, but it’s not the only one. However, the most important part about negotiating AV is timing it before you sign your venue contract.

What Is “In-House AV”?

In-house AV refers to the audio visual company that has a contract to operate within a specific hotel, convention center, or event venue. Oftentimes, the contracted AV provider is a national company, such as Encore. One of the most common complaints we hear is that some national AV providers deliver subpar service at exorbitant prices.

Customers who have worked with national AV companies often tell us they experienced slow response times when requesting quotes or trying to get questions answered. They also report that these companies frequently assign brand new AV technicians who are just starting their careers, resulting in inexperienced on-site staff. Despite this, customers are often charged more than they would pay an independent AV company with experienced technicians.

As a result, many of these customers come to us after their event, asking how they can avoid using the in-house AV provider at their venue the following year. This blog is designed to help event planners negotiate and navigate the process of working with an independent AV provider.

The Best Time to Choose Your AV Partner Is Before You Sign

The key to getting the best AV company for your event is knowing that you can and should negotiate BEFORE you sign your venue contract. 

In many cases, venues allow you to bring in your own outside AV company, though the specifics depend on your contract. This is why it’s crucial that you negotiate with the venue’s sales rep before signing. 

To use outside AV, many venues charge what’s called a “liaison fee” (a fee to cover the cost of having their own staff member there to “supervise” the outside AV vendor). It’s important to understand what that fee is and what it includes. In many cases, the liaison fee is far less than the price difference between an in-house AV package and a customized quote from an independent AV provider.

Questions to Ask Your Venue Before You Sign Your Contract (Get the Answers in Writing!)

There are some crucial questions to ask your venue prior to signing your contract with them. Make sure you get their answers in writing, and included in your final contract. 

• Can I bring in an outside AV company?
• If I go with an outside AV vendor, will I be penalized?
• Is there a liaison fee for using an outside AV company? 
• Does the liaison fee include a staff member on-site and will they be available if there are issues?
• Will I have access to the venue’s Wi-Fi network and power for my event if I choose an outside AV vendor?
• What AV equipment is already installed in the space?
• Will I have access to the installed equipment if I bring in outside AV?
• What exactly is included in the in-house AV package?
• Is there on-site technical support for AV during the event if I use the in-house AV provider? 
• Will the support technician be on-site and available before and during the event?

Getting clear answers early in the process, and having them in writing, can save you from unexpected costs and limitations later. 

This video is a great example of how to negotiate contracts with venues.

Sometimes a Hybrid Approach Makes the Most Sense

Choosing between in-house AV and an outside AV company isn’t always an all-or-nothing decision.

Some venues charge substantial fees for Wi-Fi, power, or for bringing in outside vendors. In those situations, it can make financial sense to have the in-house AV team provide a portion of the services such as room lighting, draping, or other venue-specific elements, while an independent AV company handles the production pieces that matter most to your event.

We’ve seen venues offer reduced Wi-Fi, power, or liaison fees when part of the AV package stays in-house. The result can be the best of both worlds: you get the specialized expertise and personalized service of an independent AV provider while avoiding unnecessary venue charges.

Remember, the key is to have these conversations before you sign your venue contract. That’s when you have the most leverage to negotiate fees, clarify vendor policies, and document any agreements in writing. Once the contract is signed, your options are often much more limited.

How to Tell a Good AV Provider From the Rest

It’s important to remember that not all AV providers are the same. Independent AV providers are known for their excellent service, experienced staff, and technical knowledge. In fact, Live Oak AV serves as the in-house AV partner for multiple local venues such as the Seattle Airport Marriott and 4105 Seattle.

A good AV provider will also charge you a fair price. National in-house AV providers are known for their high fees, so it’s always worth getting a second quote when finding your event’s AV team. Comparing options gives you a clearer picture of what’s included, what flexibility you have, and where your budget will go the furthest. It also gives you more leverage when negotiating a contract with your venue. 

A good AV provider should deliver:

• Transparent proposals: You should see exactly what you’re paying for, line by line, with equipment and staffing selected specifically for your event.
• Experienced, professional team: Your AV provider should have seasoned on-site AV technicians. A reputable AV company will often showcase its team and their experience on its website.
• Timely support: Working with a team that understands your goals and answers questions quickly makes planning easier and execution smoother.
• Good value: A strong AV provider will recommend solutions that fit your needs and budget, helping you avoid paying for equipment or services you don’t need.

The goal is always to find the AV team that best supports your event and budget.

Tips for Working with an Independent AV Provider

If you decide to bring in an outside AV team, a few steps can help ensure a smooth experience:

• Bring your AV provider in prior to signing your venue contract. An AV provider who can visit the venue before your event can identify potential challenges, such as limited power access, difficult load-in routes, or sightline issues, before they become day-of problems.
• Keep communication open. Your AV provider and venue coordinator should be introduced early in the planning process. Clear communication helps everyone understand timelines, venue policies, and technical requirements.
• Review your contract carefully. Make sure any negotiated terms regarding outside vendors, Wi-Fi access, power, liaison fees, or load-in procedures are documented in writing before you sign.
• Verify insurance requirements. Many hotels, convention centers, and event venues require vendors to carry specific levels of liability insurance. Before requesting quotes, make sure your AV provider can meet the venue’s insurance requirements and provide the necessary certificates of insurance (COIs). This can prevent delays and surprises later in the planning process.
• Ask about venue experience. An AV company that has worked in your venue before may already be familiar with the room layouts, power locations, loading docks, and venue policies, helping the event run more efficiently.

You Deserve AV That’s Built for Your Event

Live Oak AV is Seattle’s local, trusted AV partner for fundraisers, conferences, corporate events, celebrations, virtual, and hybrid events. 

Before you sign your venue contract, talk to an AV expert. We’ll help you understand the technical requirements, identify questions to ask the venue, and build an AV plan around your event.

Get a clear, customized AV quote from Live Oak AV or book a discovery call with our Sales Manager.