A Planning Checklist for a Conference Room AV System

Conference rooms, training rooms, huddle spaces – work places where people gather all play an important role in the ecosystem of a business allowing collaboration, discussion, and sharing among team members, both in-person and remote. The audio visual technology within these rooms are hard-working, essential tools for conducting business. Used to deliver meeting content and connect all participants the AV system needs to support and enhance communications, place everyone on the same playing field, and be easy to use.

There are many options and considerations in planning for an audio visual system. If it’s time to upgrade your system, we offer this conference room AV checklist to get you started. The answers to these questions will guide you and your technology solutions provider in making decisions which will ultimately give you a system that meets your specific needs.

Take A Look at the Space

The size of a room and the number of people using it at any given time relates directly to cameras, displays, microphones, speaker, and controls. What happens within the room also impacts the selection of components and their capabilities. Look at the space as a whole plus what is inside it right now.

What is the size of the room?
What furniture is in the space?
What size groups do you need to accommodate?
What kinds of activities currently happen in the room?
How do you want to use the room moving forward (display presentations, seminars, training, etc.)?

The Platform You Use

Zoom, Microsoft Teams, Google – communications platforms cannot use just any equipment, and often must use certified equipment. Your provider will be able to tell you what is what.

What communications platform do you currently use?
Does it meet your needs?
Do you wish it provided a feature you do not have? If yes, what is that?
Our internet provider is ______________.
Our voice provider is ________________.

Audit the Existing Equipment

It’s not always necessary to create an AV system from scratch. We do an audit of clients existing equipment and look for ways to incorporate old and new components together. This helps the budget, and is sustainably responsible.

Make a list of your existing equipment and add these notes:
Age of equipment and when it was installed.
What components do you definitely want to replace?
What components do you think can stay?
What is frustrating about using current equipment?
What do you wish the system could do?
Do you have a service agreement currently in place? If yes, who is it with and what is the agreement?

What is Your Budget and Timeline

While true that you may not know the cost of AV systems (it’s not like going to the grocery store every week for eggs), thinking of the system as an company investment and having a starting point for a budget is the way to go.
Our budget range is $__________
Our timeline is _______________

Other Considerations

Who needs to be involved in the planning process?
Who needs to be involved in the decision process?
How does the AV company handle service issues?

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