Think You’re Stuck with In-House AV? Think Again.
The Truth About In-House AV
If you've ever planned an event at a hotel, conference center, or resort, you’ve probably heard something like:
“You’ll need to use our in-house AV team for sound, video, and lighting.”
Many event planners take this as gospel, either because it’s framed as a hard rule or because they don’t realize there’s another way.
Here’s the truth: you’re NOT stuck.
And what’s more, by unlocking this one powerful industry secret, you could:
Save thousands of dollars,
Upgrade your sound and visuals, and
Work with a crew that’s actually dedicated to your event, not just the venue’s bottom line.
Let’s walk through how hotel AV really works, what it’s costing you (in more ways than one), and how you can bypass overpriced AV contracts with a simple, legal workaround that savvy planners have been using for years, with huge success.
The Markup Nobody Talks About
Why Is Hotel AV So Expensive?
Hotels and convention centers typically partner with giant nation-wide AV corporations on exclusive contracts. These contracts are very lucrative for the hotel and the vendor, but not necessarily for you.
Here’s what’s happening behind the scenes:
Hotels mark up AV services by 1.5x to 5x.
They take a percentage cut (often 40–60%) from the AV provider’s revenue.
That markup gets passed to you, even if the gear is basic and support is minimal.
It’s not uncommon to see:
A projector that costs $350 to rent elsewhere is billed at $1,200.
Wireless microphones that typically rent for $150 are $600.
Something as basic as a power strip that you could purchase from Walmart for $12.99 being rented to you for $25.
Power fees, labor minimums, and hidden “service charges” that balloon a $5,000 AV budget into a $15,000 expense.
Don’t just take our word for it. Compare your last in-house AV quote to one from an outside provider like WBSAV.
⚠️ The Hidden Costs of “Convenience”
In-house AV might seem easier—after all, they’re already on-site, right? But here’s what you're really trading:
✅ WBSAV
Full control over gear and tech
Client-first service
Flexible, efficient timelines
Transparent, flat-rate pricing
Custom designs and creativity
❌ In-House AV
Limited equipment options
Hotel-aligned priorities
Rushed load-in/out schedules
Inflated pricing
Cookie-cutter setups
For high-stakes events like galas, fundraisers, corporate launches, and weddings, your production value really matters.
And when it comes to live music, large crowds, or multi-screen video presentations, mediocre AV can be the difference between wow and why did we even bother?
AV Hack Event Planners Wish They Knew Sooner
You Can Bring Your Own AV Vendor (Legally and Easily)
Here’s the “hack” that can save you thousands and give you full control over your event:
Most venues will allow outside AV vendors for a small fee. It’s called an “Outside Vendor Fee” or “AV Waiver Fee.”
These fees usually range from $250–$2,500, and they cover:
Hotel liability
Access to loading docks
Coordination between hotel staff and your AV team
That’s it!
A One-Time Fee That Unlocks Total Freedom
For example:
One of our clients was quoted $22,000 by a hotel’s AV partner.
We quoted $8,500 for higher-quality sound, dynamic lighting, and a dedicated tech team.
They paid a $500 outside vendor fee to the hotel.
They saved over $13,000 and received a far superior production experience.
The value here is undeniable.
What to Ask Your Venue
Want to exercise your right to bring your preferred AV team? Just ask the right questions:
“What is your policy on outside AV vendors?”
“What’s the fee associated with bringing my own team?”
“Do you require a Certificate of Insurance or vendor documentation?”
Pro Tip: WBSAV provides all insurance documentation, COIs, safety protocols, and tech riders in advance—we’ve worked in major hotels and venues all across Texas and nationwide.
When Bringing Your Own AV Makes the Most Sense
✅ Corporate Conferences: Get crystal-clear audio for keynote speakers, dynamic LED walls for presentations, and reliable backup systems.
✅ Nonprofit Fundraisers: Stretch every dollar. Spend less on tech and more on your cause, while still dazzling your donors.
✅ Live Band Weddings: Don’t let poor sound ruin a magical night. We specialize in live music production.
✅ Gala Events: Lighting and stage design are crucial for ambiance and engagement.
✅ Outdoor Events: Hotel AV doesn’t follow you outside—but WBSAV does. We offer power generators, staging, and weather-ready setups.
What WBSAV Brings to the Table
At WBSAV, we’re more than an AV vendor. We’re your production partner.
We offer:
Audio: Concert-grade sound systems, wireless mics, and real-time sound engineering.
Video: Projectors, LED video walls,TV monitors, live-streaming setups, and multi-camera feeds.
Lighting & Decor: Theatrical, intelligent lighting, color washes, wireless up-lights, pin-spots, and lighting control.
Staging: Stage risers, drape systems, scenic backdrops, and LED dance floors.
Power Distribution: Generators, safe cabling, and backup systems.
And we do it all while prioritizing:
Safety (fully insured and certified)
Reliability (on time, every time)
Customization (every show is different, and we like it that way)
Don’t Just Take Their Word For It—Take Back Control
This isn’t just about AV. It’s about control. Control over your events:
Budget
Timeline
Atmosphere
Professionalism
Impact
When you partner with WBSAV, you get more than gear—you get peace of mind.
FAQ: Quick Answers
Q: What if my hotel says I “can’t” bring outside AV?
A: Most of the time, this is a negotiable policy. Ask them to show you where it’s written. Then, ask about the waiver fee.
Q: Do you work directly with venues?
A: Yes. We coordinate with your venue manager, provide all insurance documents, and adhere to all safety standards.
Q: What does your pricing include?
A: Equipment, labor, setup, breakdown, and onsite tech support start to finish—no surprises.
Ready to Save Thousands on Your Next Event?
Don’t let hotel policies dictate your production quality or your budget.
We’ve helped hundreds of clients bring their dream events to life while cutting costs and increasing impact.
Schedule a free quote review or send us your current AV bid—we’ll show you how much better it can get.
Or call us at (281) 974-5724 and let’s get started.
