When planning a live event—especially high-profile ones like conferences, corporate summits, or product launches—choosing the right AV setup is crucial. One of the biggest decisions event organizers face is whether to engage multiple vendors for different services or partner with a single vendor for everything from LED walls and sound systems to lighting and crew.
Here, we’ll break down the pros and cons of using a single vendor for your event’s AV services, with a particular focus on equipment compatibility and operational reliability.
Pros of a Single Vendor AV Setup
1. Seamless Equipment Compatibility
When all equipment—LED walls, speakers, microphones, video switchers, lighting consoles—comes from one vendor, you’re far less likely to run into signal mismatches, resolution conflicts, or connectivity issues. A single vendor typically operates with pre-configured systems and tested workflows to ensure everything works together out of the box.
This is especially important for live events, where even a few seconds of delay or failure can undermine the professionalism of your production.
2. Tested, Proven Gear from Daily Use
AV companies that provide complete solutions test their equipment multiple times daily across different events. This constant use helps identify and eliminate faults early, meaning what gets deployed to your event has likely been through real-world stress tests.
In contrast, when renting from multiple vendors, you run the risk of untested integrations, which can lead to last-minute technical surprises—a nightmare scenario for high-profile events.
3. Streamlined Communication & Accountability
Working with one vendor means one point of contact. No finger-pointing between the sound guy and the video guy. No miscommunication about cable types, crew arrival times, or gear location. You’re dealing with a single team that is fully aligned on your event goals.
It also simplifies pre-event planning and on-site troubleshooting, saving you both time and stress.
4. Faster Setup and Strike Time
A coordinated team from the same company will have efficient loading, setup, and teardown workflows. Fewer logistical gaps mean more time for rehearsals and fine-tuning, which can be critical for executive presentations or live-streamed broadcasts.
5. Cost-Effective in the Long Run
While a single vendor might appear more expensive upfront, the time saved on coordination, the reduction in risk, and the decrease in labor overlap often results in better value. Plus, many AV companies offer bundle pricing for full-service packages.
Cons of a Single Vendor AV Setup
1. Perceived Lack of Specialization
Some may argue that individual vendors specialize in just one aspect—sound, video, or lighting—and hiring multiple experts ensures you get the best in each category. However, many full-service AV companies now employ dedicated specialists within each team, offering both depth and breadth.
2. Fewer Competitive Quotes
Sticking with one vendor means you won’t be comparing as many price points for each service. This could lead to missed cost savings, especially if you’re not familiar with market rates. However, reputable full-service AV providers are transparent with pricing and willing to match or justify their rates.
3. Reliance on One Team’s Availability
If your preferred vendor is fully booked, it can be harder to mix and match services last minute. Planning ahead and building a relationship with a trusted AV partner can help prevent this issue entirely.
Why It Matters for High-Profile Events
For high-stakes events where CEOs are presenting, the media is watching, or hundreds of attendees are tuning in virtually—even the smallest AV hiccup can damage credibility.
Using a single AV vendor ensures that:
- Every piece of equipment is field-tested daily
- Technicians are familiar with the full system
- Gear is compatible and configured together in advance
- You have a single point of accountability if something goes wrong
In short, it’s the difference between running an event and running it with precision and confidence.
Conclusion
While there are pros and cons to both approaches, engaging a single, experienced AV vendor can give you peace of mind, especially for mission-critical corporate events.
If you’re planning a live event and want to avoid technical surprises, reach out to our team at LEDWallRental.com.sg. We provide fully integrated LED wall and sound system rentals, lighting setups, and event production support—so you can focus on your content, not your cables.
