Firstly, determine the scope of your requirement – is it a simple projector and screen or a future proofed, multi room solution?
The more complex the scope, the more likely it is that you will require a Project Manager, or a design and technical team. If so, involve your integrator early, at architect stage, so that they can give you a feel for the cost and the expertise required. This should be free of charge.
Create a requirement list – we suggest you create two options – one with all the essentials, and a second with additional ‘nice to haves’. Once you have your quotes in from your integrator you can then define a final version that is within your budget.
Research internally how the AV equipment will be used and for what purpose – try to consult with all departments that will use the equipment as they may have different needs. This will help you to identify key items of equipment, to which you can then allocate areas of budget. For example, in a brightly lit reception area, where the purpose is to communicate with visitors you may want to budget for a Digital Signage solution displayed on a large format display.
Allocate the largest share of your AV budget to the AV equipment that you will use the most and the services that support this equipment. Paying for higher quality equipment is more likely to enhance the use of the room.
If you are refurbishing a pre-existing room, and need to allocate a budget for installation consider:
- The environment you are putting the equipment into i.e. ambient light, structure details of the room/building etc.
- The amount of equipment you think you may need installing.
- The location of the equipment in the room/area as this will determine the amount of cabling needed for the AV install and how much budget should be allocated for electrics and network points etc.
Don’t forget to consider the ‘A’ in AV – audio. Visit this link to get some useful advice from Andi Allan, our audio expert.
Below are some items/services commonly missed but often needed so don’t forget to build them into your budget if required:
- Maintenance support – please download our useful app here to help you estimate costs for maintenance agreements
- Security i.e. projector cages, lockable cabinets etc
- Room control
- Training for end users and in-house technical support
- Wall plates, cables, mounting and data supplies
- IT equipment including resident PC’s
- Building trades
If 2014 means that your organisation AV budget is limited then consider ensuring your current AV equipment will do the job for the next 12 months. Reflex offer a free of charge equipment audit service to help.
The above tips are a brief overview so any queries, help or quotes on any audio visual equipment, solutions or projects please contact the Reflex team on: 0118 31 3611 or email email@example.com for further details.