Introduction

In the world of event planning, myths and misconceptions about audiovisual services can often lead to unnecessary constraints and missed opportunities. This article aims to shed light on the truth behind in-house AV services in Canadian venues, empowering you to make informed decisions that can elevate your events to new heights

Ever cringed when an event planner says, "We have to use their in-house audiovisual company because they're exclusive"? I'm Mark Awad, Director of Business Development at bb Blanc, and I'm here to tell you that this statement, especially when referring to hotels or convention centers in Canada, is simply not true.

Let's dive into the world of event audiovisual production services and uncover the truth about your options. Trust me, you've got more power than you might think.

It's a tale as old as time in the event planning world: You've found the perfect venue, but they insist you must use their in-house audiovisual company. "It's exclusive", they say. But here's the kicker - it's not.

This myth persists for a few reasons. Sometimes, it's a misunderstanding on the part of venue staff. Other times, it's a tactic to simplify their operations. But as a savvy event planner, you need to know the truth.

Hotels and convention centers across Canada don't have truly exclusive partnerships that force you to use their in-house audiovisual vendor. You've got options, my friend.

Your Rights as an Event Planner

Here's where it gets interesting. You, the planner (or your site selection partner), hold the power. You can choose whichever audiovisual partner you wish. But how?

It's all in the negotiation. When you're hammering out the details of your venue contract, don't shy away from discussing audiovisual options. You can often negotiate terms that allow you to bring in your preferred AV company without incurring penalties.

"But what about those inflated costs for power, rigging, or internet?" I hear you ask. Don't worry - I've got strategies to help you sidestep these hurdles too.

Negotiating Power and Internet Costs

Yes, these services are often the ones that ARE exclusive to the in-house provider. However, you can insist on receiving power, rigging and internet rates or quotes before signing your venue contract as well. You must have them ensure you are receiving fair, market pricing, no matter the AV company you utilize - in-house or otherwise. This also allows you to better establish your production budget before engaging your existing audiovisual partner.

Unfortunately, it is way too common a practice that in-house companies leverage these exclusive services to try and capture the complete AV production of your event program. They will offer discounts or even complimentary use if you sign with them, but add exorbitant, inflated numbers if you don't.

The Hidden Agenda of In-House AV Companies

Here is the best kept secret no one tells you, but I will. Are you ready?

If you engage with the in-house provider for an AV quote, they are mandated to do whatever is in their power to get that business, including using these not-so professional like tactics. The hotel encourages this because if their in-house provider wins the business, the hotel then gets a giant commission. On occasion, the hotel salespeople have even been incentivised to encourage clients to use in-house.

However, if you tell your hotel representative from the get-go, that you will not be engaging the in-house company for a quote, the hotel will not support their unfair practices, as they don't want them to disrupt their relationship with you. Remember, you are their customer, and they want you to keep bringing your groups and programs back. They will in fact, encourage the in-house team to play fair, treat you courteously and offer honest quotes for those power, rigging and internet services.

Bottom line, if you have an AV partner or even multiple preferred partners and you intend to use one of them instead of the in-house, you are doing yourself a disservice to also receive a quote from the in-house company, because this opens the door for them to use these unethical practices.

Please understand though, I'm not saying to not work with the in-house companies, because that would now be unethical and hypocritical of me. That is certainly not my intention here. Those companies have great people working for them, who provide solid service and want the best for your events. This agreement originates at the ownership level of both parties (AV and hotel), rather than among the salespeople or even the management. Nevertheless, I am explaining that this is information you need to be aware of, and you can base your decision now having uncovered these important details.

The Perks of Picking Your Own Audiovisual Partner

Choosing your own audiovisual company isn't just about exercising your rights - it can seriously elevate your event.

Here's how:

The Importance of Early Audiovisual Involvement

Corporate event planners are constantly challenged with going above and beyond their last event, especially when it comes to creating more immersive environments designed to deepen attendee engagement and foster brand recognition. This is where bringing in your audiovisual production partner early in the planning process becomes crucial.

At bb Blanc, we find it most beneficial to get involved earlier in the event's lifecycle. Our sweet spot is coming in after the location, timing, and purpose of the event has been determined, but before the creative ideation begins. This early collaboration enhances creative solutioning and ensures we can work together to engineer the best outcomes.

By involving your audiovisual team early, you can:

1. Leverage their technical expertise to inform your creative decisions2. Ensure the feasibility of your ideas within the chosen venue3. Potentially save costs by planning efficiently from the start4. Create more immersive and engaging experiences for your attendees

Busting Those Audiovisual Myths

Let's tackle some common misconceptions:

"In-house AV already has all the equipment there." Not necessarily. More times than not, they need to bring in additional gear, just like an external company would.

"External audiovisual will face inflated costs." With the right negotiation tactics, you can often avoid these extra charges.

"It's easier to just use the in-house audiovisual." While it might seem convenient, you could be missing out on better service, more innovative solutions, and potentially lower costs.

Talking Audiovisual with Venues

When you're ready to discuss bringing in your own AV partner, here are some tips:

1. Be upfront: Mention your preference for an external audiovisual company early in the venue selection process.2. Ask questions: Inquire about any fees or restrictions for external AV companies.3. Negotiate: Work with the venue to find a solution that benefits everyone.4. Get it in writing: Ensure any agreements about external audiovisual are included in your contract.

Choosing Your Audiovisual Dream Team

So, how do you pick the right AV partner? Here are some things to consider:

1. Experience: Look for a company with a track record in events similar to yours.2. Equipment: Ensure they have access to the latest technology.3. Creativity: Choose a partner who can bring fresh ideas to the table.4. Flexibility: They should be able to adapt to your venue's requirements.5. Communication: Clear, consistent communication is key to a successful event.

Don't forget to ask about their experience working in different venues. At bb Blanc, for instance, we've successfully partnered with clients at various top venues across Canada.

Here's a snapshot of some of the prestigious locations we've worked with:

Wrapping It Up

Remember, you're not locked into using in-house audiovisual at Canadian hotels and convention centers. You have the power to choose the best AV partner for your event, one that aligns with your vision and can deliver the experience your attendees deserve.

Don't let outdated myths limit your options. Be informed, be bold, and create the event you've always dreamed of.

Ready to take control of your event's audiovisual experience? Let's chat about how these insights can elevate your upcoming events. Even if you're not planning an event right now, this knowledge could be a game-changer for your future negotiations.

At bb Blanc, we believe the experience is everything™.

Schedule a call and let's work together to make your next event unforgettable.

About the Author

Mark Awad is the Director of Business Development at bb Blanc, bringing over 18 years of expertise in face-to-face marketing and the meetings and events industry. His extensive background includes managing trade show and exhibit programs as well as experiential activations for a range of corporations and leading brands across North America. Since joining bb Blanc in 2013, Mark has been pivotal in showcasing the company's transformative capabilities to potential partners, forging enduring relationships with some of Canada's top organizations and associations. A prominent figure in the industry, he frequently serves as a panelist at various conferences and contributes to several blogs and publications. In 2022, Mark was honoured with the Meeting Professionals International (MPI) Toronto Chapter’s 2021 Literary Award. He currently resides in Orangeville, Ontario with his wife and two children.

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