How an AV Consultant Saves You More Than They Cost

A Smarter Approach to AV Planning and Spending

On paper, it might seem like hiring an AV consultant adds cost to your project. But in reality, it often does the opposite.

A consultant doesn’t sell equipment — we design systems around your needs, catch issues early, and help you avoid the expensive mistakes that happen when AV is rushed or underspecified.

Here’s where the ROI really comes from.

1. Preventing Change Orders

One of the most common causes of budget creep? Change orders. They also usually push the goalpost back.
These often happen because something was missed in the original scope, misunderstood, or not designed with enough detail.

Consultants ensure everything is documented correctly the first time, avoiding surprises after install begins.

2. Avoiding Over-Engineering

Sometimes, integrators propose more gear than you need — because more gear means a bigger sale.
We help right-size your system, often reducing overall cost by selecting more appropriate equipment that still meets your goals.

3. Saving Time for Your Team

When projects go sideways, it’s often your internal IT or facilities team that spends hours troubleshooting or coordinating fixes.

Consultants handle the coordination, review, and oversight — saving your team time and energy.

4. Extending System Lifespan

We design for longevity and future scalability — not just what works today. That means fewer upgrades, fewer headaches, and better long-term value.

5. Improved User Experience = More Usage

If people avoid using your AV systems because they’re too confusing or unreliable, that’s wasted investment.

We focus on usability from day one — so your people actually use and benefit from the spaces you’ve built.

Worried about the cost of hiring an AV consultant?
Let us show you how it often pays for itself — and then some. Let’s talk.

How to Make AV Decisions as a Non-Technical Leader

Simple Questions That Lead to Smarter Systems

If you’re leading a project, managing a budget, or signing off on AV decisions — but don’t speak the language of HDMI, DSPs, or PoE — you’re not alone.

AV systems often come with intimidating specs, big price tags, and vendors pushing “latest and greatest” gear. So how do you make smart decisions without being an expert?

Here’s a framework for navigating AV confidently — even if you’re not technical.

1. Focus on Outcomes, Not Equipment

Don’t start with “what gear should we buy?”
Start with:

• What do we need to do in this room?

• Who’s using the system, and how tech-savvy are they?

• How do we want remote participants to experience it?

Let your needs drive the system, not the other way around.

2. Ask for Simplicity

A good AV setup should feel invisible. If the vendor can’t explain how the system works in plain English, or if it takes more than one button to start a meeting — it’s too complicated.

Consultants help ensure the system fits your users, not just a technical spec sheet.

3. Get an Independent Perspective

If you only rely on integrator quotes, you’re limited to what that vendor sells. A consultant gives you an unbiased recommendation based on function and budget — not a sales target.

4. Look for Long-Term Value

AV isn’t just about today’s install. Ask:

• How easy will this system be to update?

• Will our team be trained on how to use it?

• Will it scale to future needs?

5. Trust the Process — With the Right Guide

You don’t need to be an AV expert — you just need to work with one who listens, translates, and advocates for your needs.

Feeling overwhelmed by AV decisions?
We help non-technical leaders make clear, confident choices. Let’s talk.

When DIY AV Isn’t Worth It: Knowing When to Call in a Pro

It’s tempting to try and spec out your own AV system — especially if you have a tech-savvy internal team. With all the gear and tutorials available today, why not DIY it and save some budget?

Sometimes that works. But sometimes, it quietly costs more in time, frustration, or rework than bringing in a professional from the start.

Here’s how to know when a DIY approach is fine — and when calling an AV consultant is the smarter (and cheaper) move.

When DIY Might Work:

• You’re upgrading a single display or soundbar

• You’ve used the exact setup before and are replicating it

• You have in-house AV experience and time to manage it

But even in those cases, the moment your setup touches networking, conferencing platforms, or integrated control systems — complexity ramps up fast.

When It’s Time to Bring in a Consultant:

1. You’re Planning Multiple Rooms or Locations

Standardization matters. A consultant helps ensure each space works consistently, fits your brand, and can be supported long-term.

2. You’re Dealing with Hybrid Meetings

Getting audio, video, and content-sharing to feel seamless — especially with remote participants — takes thoughtful design. DIY often leads to frustration from echo, poor mic pickup, or low camera quality.

3. You’re Under a Tight Deadline

With project schedules, ordering delays, and contractor coordination, you’ll need someone who knows how to keep things moving without costly change orders.

4. You’re Spending Real Money

If you’re spending more than a few thousand dollars, it’s worth protecting your investment with proper planning, documentation, and oversight. Consultants often save you more than their fee just by avoiding missteps or overspending.

What a Consultant Brings:

• Clear functional design tailored to your needs

• Accurate, vendor-neutral equipment recommendations

• Coordination with architects, contractors, and IT

• Detailed documentation and installation support

• Peace of mind — your system will work the way you need it to

Not sure whether to DIY or call in help?
We’re happy to review your plans and let you know what makes the most sense. Let’s talk.

What Makes an AV Project Fall Behind Schedule?

5 Common Causes — and How a Consultant Helps You Stay on Track

AV systems are often one of the last things installed in a construction or renovation project. But just because they come last, doesn’t mean they should be planned last.

In fact, when AV projects fall behind schedule, it’s almost never because of the gear itself — it’s usually due to issues that started way earlier in the process.

If your AV projects always seem to hit unexpected delays, here are five common culprits — and how a consultant can help prevent them.

1. Unclear Scope or Functional Requirements

If you don’t start with a clearly defined scope, it’s almost guaranteed the project will run into changes, confusion, or last-minute additions.

Too often, AV gets planned by listing out gear (“we need displays and mics”) instead of clearly defining what you want the system to do (“we need to host hybrid board meetings with remote participants and shared documents”).

A consultant works with you early to clarify the actual functionality you need — then translates that into a system that supports it. That clarity upfront keeps the project aligned and avoids costly rework.

2. Late Coordination with Architects and Contractors

AV systems don’t exist in a vacuum. They rely on conduit paths, power locations, network drops, acoustics, wall blocking, and more.

If the AV plan comes in after the rest of the trades are underway, there’s often no infrastructure in place to support it — which leads to redesigns, rushed installs, or timeline delays.

Consultants are used to working closely with architects, general contractors, and IT teams early in the process. That coordination ensures AV is baked into the design, not taped on at the end.

3. Long Equipment Lead Times

Lead times on AV equipment — especially displays, cameras, and DSPs — can fluctuate based on supply chain conditions. A delay in just one key component can push your entire install back.

Consultants help select gear based not just on specs, but on real-world availability. We also build in contingency plans so your project doesn’t stall waiting on one piece of hardware.

4. Change Orders Mid-Project

When AV hasn’t been properly scoped or documented, things get missed. And that often results in change orders, which can delay everything from procurement to programming to final testing.

Some change orders are unavoidable, but most can be prevented with better planning and clearer documentation. That’s one of the key roles a consultant plays: getting the design right the first time, and making sure the quote actually includes everything you’ll need.

5. Lack of Ownership or Oversight

In many projects, no one is fully accountable for the AV system — until it doesn’t work. That’s when problems surface, and timelines suffer.

Consultants can serve as your single point of accountability. We keep things on track, review submittals, catch design gaps early, and advocate for the client throughout.

We don’t just hand over a design and walk away. We stay involved to help ensure your project crosses the finish line on time — and fully functional.

A Better Way to Manage AV Timelines

The reality is, AV delays are rarely caused by “bad tech.” They’re caused by misaligned expectations, poor coordination, or incomplete planning.

The good news? Those problems are solvable — and often preventable — with the right partner on your side.

Need help keeping your AV project on schedule?
We’d love to help you avoid the common pitfalls and stay on track from day one. Let’s talk.

Why Your Conference Room Tech Keeps Letting You Down

And What You Can Do to Fix It for Good

We’ve all been there. You walk into a meeting room, ready to present or collaborate — and something doesn’t work. Maybe the screen won’t turn on. Maybe no one can hear the person on the other end of the call. Maybe it takes ten minutes just to figure out how to share your screen.

It’s frustrating. It’s unprofessional. And it happens way more often than it should.

So why does conference room tech so often fall short — even when the equipment is “new” or “top-of-the-line”?

Let’s break it down.

Common Reasons Conference Room Tech Fails

1. It Wasn’t Designed Around Your Actual Workflow

Most AV systems are built around equipment lists — not people. If the integrator or vendor didn’t fully understand how your teams use the space, the system may technically “work,” but won’t work for you.

Do you need to jump into quick video calls? Run hybrid training sessions? Host external client presentations? If those needs weren’t clearly defined, the gear probably won’t match the use case.

2. There’s No Standardization

If every conference room has a slightly different setup, no one knows how to use any of them confidently. This leads to frequent support calls and wasted time.

A good AV consultant helps define consistent user experiences across rooms, so your team feels comfortable walking into any space.

3. Overly Complicated Interfaces

Touch panels, remote controls, and switching systems often overwhelm users with too many options. If it takes a cheat sheet or IT intervention to start a meeting, the design missed the mark.

AV setups should feel invisible. Simplicity is a feature — not a compromise.

4. Poor Installation or Missing Components

Sometimes the right gear is specified but installed poorly. Other times, key accessories like control cables, adapters, or DSP tuning are skipped altogether — often to “save cost” during install.

The result? A system that’s technically complete but practically unusable.

5. No Ongoing Support or Documentation

Conference room systems need more than just a good install — they need lifecycle support. Without documentation, training, or access to help, even a solid system can become a liability over time.

How a Consultant Helps Fix the Problem

Bringing in an AV consultant doesn’t mean starting from scratch or replacing everything. It means getting expert insight on how your systems should support your work — and where they’re falling short.

Here’s how we help:

• Evaluate your spaces and existing systems to find the real friction points

• Define use cases and workflows that should drive the design (not just gear lists)

• Recommend upgrades or changes that make your spaces consistent, intuitive, and reliable

• Coordinate with integrators to make sure everything is installed and functioning as intended

• Advocate for you — ensuring you're getting the right solution, not just a sale

Real-World Results

In many cases, we’ve helped clients:

• Cut down support tickets related to AV by over 50%

• Standardize systems across locations so users feel confident in any room

• Avoid costly change orders by catching design issues early

• Increase usage of meeting rooms that were previously underutilized due to tech frustration

Don’t Let AV Get in the Way of Good Work

Technology should make meetings easier — not harder. If your teams are still struggling with unreliable or confusing AV setups, the issue probably isn’t the gear itself. It’s the strategy behind it.

Need help making sense of your AV setup?
We’d love to take a look and help you get it right. Let’s talk.