The hospitality industry is changing rapidly. With slimmer margins, rising guest expectations, and the growing role of meetings and events in hotel revenue, audio/visual (AV) technology has become one of a property’s most valuable — and overlooked — assets.
From sound systems and digital signage to lighting control and video walls, hotels are investing more than ever in technology infrastructure. Yet, many of these systems fall into a maintenance gray area — neither owned by engineering nor managed by IT. The result? Equipment goes underused, undermaintained, or outsourced at a high cost.
As hotel executives and operations teams prepare for The Hospitality Show 2025, one of the biggest opportunities for operational excellence lies in AV stewardship — a systematic approach to managing AV technology for maximum efficiency, reliability, and ROI.
AV Stewardship means treating your hotel’s AV systems as long-term strategic assets rather than one-time expenses. It’s about ownership, oversight, and accountability.
Every property that hosts meetings, conferences, or social events relies on technology to deliver memorable experiences. But when AV systems fail or aren’t managed properly, it can hurt guest satisfaction, event planner confidence, and brand reputation.
AV stewardship ensures your property gets the maximum return on investment (ROI) from these critical assets.
AV systems can represent hundreds of thousands of dollars in owner investment — yet they often lack proper oversight. By implementing structured management, hotels can reduce costs and generate measurable returns.
Here’s how:
When AV is managed proactively, guest satisfaction improves, event planners rebook confidently, and ownership sees greater value in their property’s systems.
One of the biggest challenges in hospitality AV is ownership confusion.
Without clear accountability, AV management becomes reactive — only addressed when something breaks.
Progressive hotels are recognizing the need for dedicated AV Stewardship - and systems built to:
This approach gives properties better control, visibility, and ROI.
We take the guesswork out of optimizing your AV operations. These steps show how we help hotels safeguard owner investments and elevate operational performance—so you don’t have to figure it out alone.
Start with a complete audit of your AV infrastructure: What’s installed, what’s functional, and what’s obsolete? Document every device, connection, and system. Understanding your current state is the first step toward effective management.
Pro Tip: Tag all equipment with QR codes or inventory numbers to simplify tracking.
Portable AV equipment complements built-in systems for flexible event setups. Develop a budget and procurement plan to maintain an updated inventory and reduce last-minute rentals.
ROI Insight: Pre-priced vendor packages can lower unexpected costs and improve event profitability.
Establish standard operating procedures (SOPs) for AV setup, breakdown, and usage. Track costs through a P&L system and create pricing guides for AV services.
Tip: Use a digital platform like AVaStar to manage inventory, scheduling, and reporting in one place.
Just like HVAC or elevators, your AV systems need regular inspection and calibration. Partner with certified contractors to keep your systems performing at their best.
ROI Tip: Preventive maintenance can extend the life of AV systems by 3–5 years.
Integrate AV planning into your event forecasting process. By tracking bookings and system usage, hotels can prevent scheduling conflicts and maximize existing inventory.
Create a system to spot shortages before they disrupt service — whether it’s missing microphones or outdated cabling.
Pro Tip: Use a real-time dashboard to visualize inventory status and usage trends.
Build relationships with preferred local AV vendors for seamless event support when needed. Define clear scopes of work, pricing, and response times.
ROI Insight: Consistent vendor management ensures predictable costs and quality control.
Establish clear KPIs for your AV operations — such as staff productivity rental savings, and revenue from internal AV services.
Tip: Data-driven reporting helps ownership see the value of investing in AV management technology.
Invest in training your teams to manage AV systems confidently. Create easy-to-follow SOPs and ensure everyone knows how to handle basic troubleshooting.
ROI Tip: Empowered staff means faster response times and fewer emergency calls.
This is where AVaStar shines. Our event technology platform centralizes all aspects of AV management — from scheduling to maintenance — giving hoteliers total control and transparency.
With AVaStar, you can:
Manage AV inventory, event setups, and maintenance tasks
Track costs and generate ROI reports
Forecast equipment usage and optimize labor
Streamline vendor communications
Demonstrate responsible stewardship to hotel ownership
For hotel owners and asset managers, AV systems are a capital investment. Effective stewardship demonstrates that operators are using those funds responsibly — not just maintaining equipment but optimizing it for profit.
By integrating AV oversight into daily operations, hotels can:
In other words, AV Stewardship isn’t just about operations — it’s about protecting the owner’s balance sheet.
AVaStar is the industry’s first cloud-based AV management software built specifically for hotels. Designed by hospitality professionals, it connects all aspects of AV operations into one platform — helping you manage systems efficiently and responsibly.
Key Features:
✅ Improved profitability
✅ Fewer service disruptions
✅ Lower vendor costs
✅ Increased planner satisfaction
✅ Clear documentation for asset owners
As The Hospitality Show focuses on innovation, sustainability, and profitability, AV stewardship is the key to uniting all three. By managing your AV technology with discipline and purpose, your property gains a lasting competitive edge.
Don’t wait for the next system failure or last-minute rental. Start building your AV stewardship plan today — and watch your technology investment pay dividends long into the future.
Ready to get started? Download your free resource:
📥 The Hotelier’s AV Stewardship Checklist: 10 Ways to Maximize Your AV ROI
This quick-reference guide helps you:
👉 Visit AVaStar.io to learn how our platform helps hoteliers simplify AV management, reduce costs, and demonstrate responsible ownership.