You don’t have to settle for expensive in-house hotel AV.
If you’re planning an event in Vancouver, you’ve seen the price of hotel AV. More planners are turning to independent AV alternatives — for better value, and better service.
On average, in-house AV runs 30% to 150% higher than working with an independent provider — a large share of your event budget, gone without adding value.
Where hotel AV quotes quietly inflate.
What event planners find when they actually read a hotel AV quote:
- Marked-up equipment on common items — projectors, microphones, speakers.
- Patch fees just to connect your own gear.
- Mandatory staffing charges, even for simple setups.
- Hidden commissions baked into the pricing structure.
- Overpriced basics — extension cords, power bars — at many times their value.
Awards Gala · VancouverIndependent vs. conglomerate AV.
It’s not just cost — the level of service changes too.
Personalized attention
Senior staff — often the owner — running your event.
Pride of ownership
The people setting up carry the company’s reputation.
Live ProductionThese differences go beyond price. Independent AV providers bring a hands-on approach, flexible setups, and an attention to detail that make your event run more smoothly — and look more professional.
Do you have to use the hotel’s provider?
Not always. Contracts may hint at exclusivity, but most hotels allow outside AV providers if you ask. Some charge an outside-vendor fee or a buy-out fee to discourage it — but even then, independent AV usually saves you 30% or more versus in-house.
Beyond the savings, your own provider means more control over the production, and a team focused on making sure everything runs smoothly and looks right on the day.
Corporate EventProtect your event budget.
- 01Ask directly about AV exclusivity before you commit to a venue.
- 02Look for “outside vendor fee”, “buy-out fee”, or “exclusive provider” clauses.
- 03Request side-by-side quotes — you’ll likely see a big difference.