Why do hotels have in-house AV at all?
Many resort and convention hotels partner with an AV company that works inside the building every day. That team knows the rooms, the house sound system and the power. For basics like projectors, microphones and room sound, in-house AV is often the simplest choice.
Where planners look outside is for the produced side of an event: multiple cameras, a livestream for remote members, IMAG on big screens, branded graphics and a recap video. Those are specialties, and not every in-house team does them at the level a convention needs.
What fees might a venue charge an outside AV company?
| Fee | What it covers |
|---|---|
| Patch or tie-in fee | Connecting the outside team's equipment into the house sound system |
| Power fee | Dedicated electrical circuits for production equipment |
| Internet fee | A dedicated wired line for the livestream |
| Rigging fee | Hanging anything from the ceiling, usually done only by the venue |
| Supervision fee | A house technician on site while outside vendors work |
Not every venue charges all of these, and some waive them as part of your group contract. Ask for every fee in writing so there are no surprises on the final invoice.
Can in-house AV and an outside production team work the same event?
Yes, and it is often the best setup. The in-house team handles the room: microphones, house sound and projectors. The production team handles cameras, the stream, screen content and recording, taking a clean audio feed from the house system. The two teams agree on who owns what before load-in.
What should I put in the venue contract about AV?
- The right to bring an outside production company of your choice
- A list of any outside-vendor fees, or a cap on them
- A dedicated wired internet line with stated speed, and its cost
- Access times for load-in and setup the day before, if needed
- Contact information for the venue's AV and engineering staff
When should I bring in an outside production team?
Consider it when your event needs any of these:
- Members or employees watching remotely
- Recordings of sessions for on-demand viewing or continuing education
- Speakers shown on large screens for a big room
- Sponsor graphics on screens and in the stream
- A recap video to promote next year's event
Working with venue AV teams in Myrtle Beach
The Myrtle Beach Convention Center welcomes the AV company of your choosing, working with its engineering staff on house lighting and sound. Resort venues like the Grande Dunes, Kingston and the Sheraton each have their own policies, so we confirm the rules, power and internet with their teams before you finalize anything.