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.