In a word: No.
But the venue would prefer you did.
Though that might not be the best solution for your event.
The venue wants you to use their in-house supplier for a few reasons, for example the setup will usually be easier. This is because that supplier’s equipment is already at the venue, so they need to coordinate less logistics, and the events team will be happy working with the same crew.
But another factor is their in-house supplier agreement usually includes a kick-back from the AV company to the hotel/venue, so it’s in the venues financial interests for you to use the in-house company. Now there’s nothing wrong with that, we are all allowed to make money, but knowing this can help you understand their position.
There can be additional costs associated with bringing in an external Av company imposed by the venue, such as a TOD (“technician on duty”) or VTR (“Venue Technical Representative”) charged by the hour for the duration of the set up and the pack down. These technicians provide venue knowledge and ensure the venue’s WHS policies are being followed.
Some venues have also been known to charge the client a “contractors charge” which can be upwards of a thousand bucks!
If you have an events team you work with regularly, and you want the same trusted AV techs to operate your event, it is usually possible to “share” the AV across the in-house installed equipment if adequate, and your trusted external team. This gives you the consistent experience in any venue, and usually appeases the venue to avoid any nasty unexpected charges. However, for this to work effectively you need to get your trusted AV company involved early in the venue booking process.
Your trusted AV company can then deal directly with the in-house provider to make sure the equipment being provided suits your event needs, and also to keep them honest.
So should you use the In-house AV company-for your event? Like all things, It depends. Just like all AV providers, In-house providers can be great and give you a great service and exceed all your expectations, and others leave you disappointed and with no more budget.
Thanks for reading, and good luck with your event.
