Why Venues Are Replacing Their In-House AV Provider

The Traditional AV Model Is Breaking Down

For years, venues and convention centers relied on a familiar arrangement: partner with a national AV provider — companies like Encore Global (formerly PSAV), Freeman, or regional operators — and let them serve as the exclusive in-house AV vendor. The venue gets a commission, the provider handles all equipment and staffing, and event planners have a built-in option for their production needs.

On paper, it works. In practice, the cracks have been showing for years — and smart venue operators are actively looking for alternatives.

Why the Old Model Fails

Your Clients Hate the Pricing

The most common complaint venue managers hear from event planners: "The AV was way too expensive." Legacy providers operate with significant markup — sometimes 300-400% on basic equipment. A projector that rents for $200 on the open market might cost $800 through the in-house vendor. Microphones, screens, speakers — the markups are consistent and substantial.

Event planners know this. They compare prices. And when they feel overcharged for AV, it doesn't just reflect poorly on the provider — it reflects poorly on your venue for partnering with them.

The Process Is Painfully Slow

An event planner books your space. They need a projector, two wireless microphones, and a simple sound system. With most in-house providers, here's what happens:

1. They find a phone number or email address
2. They describe their event and needs
3. They wait 1-3 business days for a quote PDF
4. They go back and forth on adjustments
5. They finally confirm — maybe a week later

In a world where you can order anything online in two minutes, this feels like a process from 2005.

Events Fall Through the Cracks

Here's the most expensive problem: traditional AV providers are reactive. They wait for event planners to reach out to them. That means a significant percentage of events at your venue — maybe 30-50% — never get contacted about AV services at all.

Every event that goes without AV support is lost revenue for you and a missed opportunity to improve your client's event experience.

What a Modern AV Partnership Looks Like

The next generation of facility AV management looks radically different:

• Automated event detection — Your booking system (like TripleSeat) feeds directly into the AV platform. Every event is tracked automatically.
• Proactive outreach — Event contacts receive personalized emails 27-29 days before their event with direct links to browse and order equipment.
• Self-service ordering — A branded portal lets clients see equipment options, live pricing, and check out in minutes — no calls or emails needed.
• Full transparency — Your team has a dashboard showing every event, every outreach attempt, every order, and every opportunity.

The Revenue Impact

Venues that switch to technology-driven AV management typically see a significant increase in their AV capture rate — the percentage of events that actually order AV services. When you remove friction, make pricing transparent, and proactively contact every event, more clients say yes.

More orders means more revenue, happier clients, and a genuine competitive advantage for your venue.

Is It Time to Switch?

If your current AV provider operates primarily through phone calls and PDF quotes, if your event clients regularly complain about AV pricing, or if you have no visibility into which events are being contacted for AV services — it may be time to explore a modern alternative.

Learn how HPS provides technology-first facility AV management for venues and convention centers →