When planning an event, the choice of audio visual (AV) supplier can significantly impact not just your budget, but the overall success and quality of your event. While many venues offer in-house AV services as part of their package—or heavily encourage their use—there is a growing trend among savvy event planners to partner with external AV suppliers instead. And for good reason.

Here’s how working with an independent AV company can save you money, provide better service, and ensure your event stands out for all the right reasons.

1. Better Service Through Personalised Support

External AV suppliers are often smaller, more specialised businesses that take a hands-on approach with their clients. Unlike large, venue-contracted teams that may rotate staff frequently or juggle several events at once, external AV providers typically assign a consistent team to your event from planning to execution.

This consistency results in:

• Clear, direct communication throughout the planning process.

• A deeper understanding of your event’s unique needs.

• Stronger relationships, which translate to a higher level of accountability and care.

In essence, you're not just another job on a roster—you’re a valued client whose success is tied directly to the supplier’s reputation and future business.

2. Lower Costs Without Commission-Driven Pricing

Many in-house AV services operate under commission-based agreements with venues. That means part of what you pay is not going toward better equipment or service—it's simply covering a kickback to the venue. This built-in markup can quietly inflate your AV bill by 20-40% or more.

External AV suppliers, by contrast, operate independently and don’t need to inflate pricing to meet commission obligations. Their pricing is typically more transparent and competitive, reflecting the actual cost of services provided. The result? You often get more for less, with no compromise in quality.

3. A Full Range of Services (Beyond the Standard Package)

In-house AV providers tend to offer a limited, one-size-fits-all service package. They focus on basic projection, lighting, and sound, but often fall short when it comes to value-added services like:

• Professional editing and post-production.

• Custom content creation.

• Multi-location streaming.

• High-end staging or immersive environments.

External AV companies usually have broader capabilities and more flexible offerings. Whether you need video content edited and delivered post-event, custom branding incorporated into your visuals, or advanced livestreaming options, an external supplier can tailor their services to your event’s full lifecycle—from pre-production through to post-event content delivery.

4. Greater Flexibility and Creativity

When you're not locked into a venue's limited AV menu, you have more creative control. External AV suppliers can help you bring your ideas to life without the constraints of rigid packages or policies. Need a unique lighting effect? A last-minute content change? A bespoke staging setup? You’re far more likely to get a “yes” from a nimble, external partner who’s focused on helping you achieve your vision—not on sticking to a standard script.

5. A True Partnership, Not Just a Provider

Ultimately, choosing an external AV supplier means choosing a partner that’s invested in your success. You’ll likely be dealing with the same team throughout the process, building trust, sharing feedback, and working collaboratively. That’s a huge advantage when you want your event to feel seamless, professional, and uniquely yours.

Final Thoughts

While using the venue’s in-house AV team might seem like the path of least resistance, it often comes at the cost of higher prices, less flexibility, and inconsistent service. An external AV supplier offers not only better value but also a more customised and attentive approach that can elevate your event from standard to standout.

So before signing on the dotted line, take a moment to consider what you’re really getting—and what you might be missing—by not exploring external AV options. You might just find that the best decision for your event and your budget lies outside the venue walls.

You said:

Now rewrite the artical and focus on live streaming and hybrid events

ChatGPT said:

Why Choosing an External AV Supplier for Live Streaming and Hybrid Events Can Save You Money and Deliver a Superior Experience

As live streaming and hybrid events become the new norm in the events world, the pressure to deliver smooth, professional, and engaging experiences—both in-room and online—is greater than ever. While many venues offer in-house AV services, these often come with limitations, inflated costs, and a lack of flexibility that can negatively impact the final result.

This is where using an external audio visual (AV) supplier really shines. Here’s why bringing in a specialised, independent AV partner for your live streaming or hybrid event can be one of the smartest decisions you make.

1. Consistent Communication, Better Service

Live streaming and hybrid events require detailed coordination, technical planning, and the ability to adapt quickly. External AV suppliers are typically smaller, specialised teams that offer direct and consistent communication from start to finish. You're likely dealing with the same people throughout the entire project—not a rotating roster of technicians who only get briefed the day of the event.

This consistency allows for:

• Smoother planning and run-throughs.

• Stronger understanding of your goals.

• Rapid troubleshooting and on-the-fly adjustments.

With a dedicated team by your side, you get a seamless service experience and greater peace of mind.

2. Lower Total Cost—Without Venue Commission Markups

Many venues take a commission from in-house AV suppliers, which quietly inflates your live streaming costs. Whether it’s a basic hybrid setup or a multi-camera broadcast, you're not just paying for the tech—you’re paying for a percentage of that fee to go back to the venue.

External AV suppliers operate independently, meaning:

• No commissions.

• Transparent pricing.

• More value for your budget.

In fact, clients often find they get higher-quality equipment and more comprehensive service from an external team—for the same or even less than the cost of the in-house offering.

3. End-to-End Streaming Expertise (Not Just the Room Setup)

In-house AV providers are usually focused on what happens inside the room: sound, projection, and lights. But hybrid and streamed events require expertise that goes far beyond that. External AV suppliers offer full-service solutions, including:

• Platform integration (Zoom, Teams, Vimeo, YouTube, custom platforms).

• Multi-camera switching and broadcast-quality streaming.

• On-screen graphics, overlays, and transitions.

• Post-event video editing and on-demand content creation.

They understand how to connect the room to the world—and make it feel like one cohesive experience.

4. Flexibility and Customisation to Match Your Vision

Every hybrid event is different. You may want to pre-record segments, run real-time Q&A with a remote audience, integrate live polls, or manage breakout rooms. External AV providers are more agile and can build a tailored solution around your event needs, rather than forcing you to fit into a pre-set package.

They can also support:

• Remote speaker rehearsals.

• Custom branded layouts and virtual sets.

• Redundancy and backup streaming paths for reliability.

This level of flexibility is often simply not available with in-house teams working to a fixed service list.

5. Full Coverage—Before, During, and After the Event

External AV suppliers can handle everything from pre-event tech checks and content creation, to real-time live stream management and post-event video editing. This is especially useful when you need on-demand versions of the event or short promotional recaps.

You’re not just hiring an operator; you’re getting a partner who can support the full lifecycle of your content—saving you time, money, and hassle.

In an age where hybrid and virtual events are expected to match the professionalism of broadcast television, cutting corners isn’t an option. While in-house AV may seem convenient, it rarely delivers the depth of service, flexibility, and value that external suppliers can offer.

Choosing an external AV team gives you better control, clearer communication, a more polished final product—and often, a lower overall cost. Whether you're hosting a major conference or a simple streamed meeting, partnering with an external AV supplier ensures your event connects, engages, and impresses—on site and online.