You're signing the venue contract. The catering's locked in. Then comes the line item labeled "AV"—tucked neatly into the proposal. It seems simple: Why go looking for an outside vendor when the venue already "includes" AV?
Here's the problem: that AV provider doesn't work for you. They work for the venue.
At avad3 Event Production, we believe your AV partner should be loyal to your mission—not just your floorplan. Unlike in-house AV, we don't get kickbacks, room commissions, or package incentives for keeping costs quiet and profits high. We get hired when planners value clarity, customization, and creative freedom.
Let's be clear: Some in-house teams are talented. But talent can't overcome misaligned incentives. That's why more planners—especially for high-stakes meetings, association summits, and national events—are bringing in independent production partners like avad3 early in the process.
The difference?
- No markup games. We don't quote based on how much you can spend—we quote what you should spend. No padding. No bundled mystery line items.
- True scalability. In-house teams are optimized for plug-and-play events. avad3 is built to scale, whether it's a single breakout room or a 6,000-attendee general session.
- Creative control. We help you say yes to bold ideas. Custom LED walls, mobile stages, flown lighting rigs—we design from scratch, not from a binder of what's in the back closet.
Here's a recent example: A national nonprofit wanted an immersive storytelling experience, with dynamic lighting, multi-camera IMAG, live music, and cost-effective design for their annual fundraiser. The previous year offered a more "standard AV package" with minimal lighting design, sound engineering that made it difficult to hear presenters, and a computer cursor occasionally showing up on the main screens... yikes!
With avad3 involved, the client received a fully realized creative plan, a branded stage layout, and a flawless show flow that impressed both their board and their attendees—and they raised more money than they ever had! This wasn't the largest event on earth, but the scale and creativity was right-sized for this client to make the most of what they had for a great cause.
This story holds a lesson: Don't settle for convenience on the front end. If you ask us (and our clients!), what really takes work off a planner's plate is having a team they can trust to execute flawlessly—without having to babysit or worry about who they actually work for.
The real insight: Venue AV is often an expense, while independent AV can be an investment. One preserves the status quo. The other elevates your event.
So before you sign a contract with baked-in AV assumptions, ask yourself: Is this AV setup truly aligned with my vision, or is it just what's convenient for the venue?
