Why an External Production Company Might Be a Better Choice
Planning a grand ballroom occasion is no small feat. We’ve worked with clients on various event types, including corporate galas and conferences. For each one, the stakes are high—and so is the pressure to get every detail right.
One common challenge? Dealing with the venue’s preferred audiovisual (AV) team. If your venue strongly suggests—or outright requires—you to use their in-house AV services or approved partners, it’s easy to feel like that’s your only choice. But is it the best option?
On the surface, this is the most convenient route. After all, who knows the venue better than their own team? But what isn’t immediately obvious is the hidden risks of choosing this path—risks that can greatly impact your event’s success.
Before you finalize your AV plan, it’s worth considering why relying on these companies might not be your best bet. From overbooking headaches to outdated equipment, there are challenges you’ll want to avoid when working with an event production company in Atlanta, GA.
SEE MORE: Why You Shouldn’t Settle for In-House AV Providers
Are You Getting the Company’s Full Attention?
Scheduling conflicts can be a major downside when working with a venue’s AV team. Venues often host multiple events daily, and their AV partners are typically stretched thin. They’re juggling setups, rehearsals, and live support for all of them. While this multitasking approach might work for the venue, it means divided attention and rushed service for your event.
When a team is bouncing between a corporate presentation in one ballroom and a wedding reception in another, it’s easy for details to slip through the cracks. Maybe your lighting cues aren’t as polished as they should be, or there’s a delay in resolving a sound issue. These oversights can have a lasting impact on your guests’ experiences.
An external event production team doesn’t come with these risks. Their team is dedicated exclusively to your event. They arrive early and stay present throughout. With no competing priorities, they can focus on planning and executing your event.
Is the Company Properly Staffed for Your Needs?
Your ballroom event deserves more than the “standard package” treatment. Venues partner with big-name AV providers, like Encore, who have a reputation for reliability but often employ generalist technicians to cover a wide range of setups. That’s where things can get tricky.
When you’re planning a high-stakes event, you need a team with specialized skills. Venue-approved AV providers aren’t always equipped to handle these demands. Their limited resources can lead to rushed setups, technical hiccups, or a final product that doesn’t quite match your vision.
An external AV provider has experts who focus entirely on your event. From creative lighting designers to experienced audio engineers, their team can handle all your needs.
Are You Getting the Best Equipment?
Outdated technology is a common issue with many venue-approved AV providers. These companies use the same equipment across multiple venues, and regular upgrades can take a backseat to logistics and efficiency. As a result, the gear provided might not deliver the level of quality your ballroom event deserves.
This can lead to compromised sound clarity, subpar visuals, or lighting effects that fail to capture the atmosphere you’re trying to create. Even worse, older equipment is more prone to technical glitches, which disrupt your event and leave a negative impression on your guests.
We approach things differently. We invest in state-of-the-art equipment to deliver tailored solutions. Equipment upkeep and upgrades are a top priority rather than an afterthought.
Are You Getting the Right Price?
Hidden fees are common when you go with the AV providers your venue recommends. Venues often have commission deals with these companies, so the prices you’re quoted include a markup to cover those kickbacks.
It’s frustrating because these costs are often buried in the fine print and hard to isolate from the general budget. For organizers already juggling tight budgets, those extra charges can mean scaling back on other important parts of your event.
Reach out to our team today for customized ballroom event solutions. Call us or fill out our contact form now to start planning your unforgettable event!