In-House AV vs External Suppliers: What Event Organisers Need to Know

When planning an event, one assumption comes up time and time again: that you have to use the venue’s in-house AV provider.

In reality, that is not always the case.

From our experience working across a wide range of venues, bringing in an external AV company is often completely possible. The key is simply asking the question early enough in the planning process.

Many organisers don’t realise they have a choice. Venues may recommend their preferred supplier or offer an in-house team, which can feel like the default option. And in some cases, it makes sense. In-house teams know the space well, understand the infrastructure and can deliver efficiently.

However, that does not mean it is always the best option for your event.

Bringing in a specialist AV team can offer a more tailored approach. An external supplier can build a solution around your specific goals rather than fitting into a standard package.

The most important thing is not to assume you are locked in.

If you are planning an event this year, ask the question early. Speak to your venue, understand their policies, and explore what is possible. In many cases, there is flexibility, especially if your chosen supplier is experienced, insured and used to working in different venues.

The difference in outcome can be significant!

And importantly, there can be a noticeable difference in cost. In many London venues, in-house AV services often come at a premium, meaning you may be paying significantly more for a similar level of production.

Working with an external supplier like Just Smile can offer a more cost-effective solution without compromising on quality. Based just outside London with easy access into the city, we are able to deliver the same high standard of production while avoiding the higher pricing often associated with central London providers.

Better production, more creative control and a setup that truly reflects your event vision rather than a one size fits all approach.

Ultimately, it comes down to what works best for you. Some organisers prefer the simplicity of in-house support, while others value the flexibility and creativity that comes with an external team.

Whichever route you take, make it a conscious decision not an assumption.

If you are unsure what is possible for your event, we are always happy to talk through your options and help you make the right call.