How AV Tech Affects Your Choice of Event Planning Packages in New York City

Most people book their venue first and then think about AV tech later. The AV equipment that you use at your event is what sets the tone for your entire event, how your attendees will feel, and ultimately whether or not your attendees will be impressed by your event. 

AV tech in New York City does not just support your event; it is what decides what type of planning package you need, as well as how much you will spend.

In-House AV vs. External AV: Know the Difference

When it comes to NYC venues, whether they’re hotels or traditional event spaces, the chances are that they already have an in-house AV partner working for them. This team will know the space, the equipment is already on-site, and the set-up time is much quicker.

The problem comes when you are into a larger or more creative corporate event planning NYC. The in-house AV provider may not be able to accommodate your needs if your event includes LED video walls, projection mapping, or even a 360-degree immersive experience.

When you work with an external AV provider, they bring their entire inventory, customize everything according to your needs, and, in the end, may even provide cheaper options than the in-house ones. 

AV Costs More Than Most Budgets Anticipate

In New York City, AV costs range from 10 to 15 percent of your total budget. Labor costs include technicians and support staff, which can run from 30 to 50 percent of the total AV costs included in the event planning packages in NYC. These are not figures you want to find out about until after the contract is signed with the venue.

We always suggest that AV costs be incorporated into the budget before the venue is selected, and not after. It is essential to know what your event needs from a technical standpoint before choosing the right venue.

Hybrid events include people in the room and those attending virtually. This requires high-bandwidth internet, cameras, audio, and streaming technology. One should always check the streaming capabilities, upload speeds, and the availability of a secondary connection prior to choosing a venue for a hybrid event.

How Best Venues New York Can Help

At Best Venues New York, we factor AV capabilities into every venue recommendation we make. Our event planning packages in New York City include venue selection and coordination, vendor management, AV selection and coordination, contract negotiation, and total logistics.

We provide venue selection at no cost to you. We can match your AV requirements with the right venue to support them, whether it is an in-house AV system or the need for an outside AV company.

Our event planning packages provide access to our established network of vendors. We have developed over decades of experience in the business. We want to know what your events need to look like; we will take care of the details.