3 Common Planner Assumptions About AV

Amanda Armstrong will aim to help planners ask better questions, plan more strategically, and avoid surprises.

Amanda Armstrong, Encore’s SVP, industry relations, will join fellow panelists Lisa Astorga, director of meetings for the International Society on Thrombosis and Haemostasis, and Zena Phillips, senior director of catering and events for Americas Hilton, for the session, “Uncovering the Hidden Realities of In-House AV and Hotel Partnerships” on Tuesday, Jan. 13 at 1:15. The three industry professionals will cover what questions to ask during site visits and the best practices to support transparent budget conversations. Armstrong shared with Convene some of her talking points ahead of the session. Here’s what she had to say:

Meeting and event planners often operate at the intersection of multiple partnerships, hotel teams, in-house AV providers, and outside production companies. On paper, those relationships are clearly defined. In practice, they are far more nuanced.

Over the years, I’ve seen how easily assumptions can derail an otherwise well-planned event. Planners may assume flexibility that may not be feasible. Hotels may assume planners understand operational constraints and event costs. AV partners assume planners budgeted for event complexity and rising attendee expectations. When those assumptions collide, the result might be frustration, surprise costs, and strained relationships.

Here are three of the biggest planner assumptions when it comes to in-house AV and hotel partnerships:

1. In-house AV is a vendor, not a partner.
One of the biggest misconceptions I see is around the role of in-house AV within the hotel ecosystem. In-house AV serves as more than a recommended vendor — it operates as a collaborative partner invested in understanding your organization’s objectives, brand identity, and target audience, with a focus on delivering real value for your event. Importantly, it is also part of the hotel’s operational and risk-management strategy, understanding your environment and coming up with contingencies. As partners, AV providers are accountable for mitigating risk and maintaining consistency across all areas, including safeguarding the hotel’s physical assets and overseeing the safe management of rigging, power, and internet. Recognizing these responsibilities can inform planners on how to navigate discussions regarding production, pricing, and flexibility.

2. AV can’t help — it can only hurt — my budget.
Early, transparent discussions during site visits can uncover operational constraints, required services, and potential fees so there’s no confusion. Asking the right questions up front is one of the most powerful tools a planner has. Too many budget conversations happen late, after expectations are set and creative ideas are already in motion, or the scope changes during the project (as it often does and follow-up conversations have not been had). This makes it more difficult to realign scope, avoid incremental costs and staff technical needs without compromising execution.

3. I can’t work with an external production company if there’s an in-house AV team.
Intimate knowledge of the venue combined with specialized training allows in-house AV teams to anticipate and address the inevitable challenges associated with events before they impact your attendees.

In some cases, collaboration between in-house teams and external production partners deliver the best outcome, but only when roles and expectations are clearly defined from the start.

When planners understand the realities behind hotel and AV relationships, they gain the confidence to ask better questions, plan more strategically, and avoid surprises. That clarity empowers planners to focus on what matters most, creating meaningful experiences that deliver value for attendees, stakeholders, and partners alike.