Getting a commercial AV system installed can be an exciting and important step for your business or organization. Whether you’re creating a more immersive classroom, upgrading a conference room, or enhancing the atmosphere of a restaurant, having the right system can truly make a difference.
However, before starting, it’s important to plan your budget carefully. Proper budgeting can save you stress, money, and time in the long run. Here’s an easy-to-understand guide to help you figure it all out, step by step.
Step 1: Figure Out What You Need
The first thing to do is decide what you need from your AV system. This means answering questions like:
- Why do you need it? Are you setting up an AV system for better presentations, video calls, music, or something else?
- Where will it go? Will it be used in a classroom, a store, a meeting room, or outside?
- What features do you want? Do you want a projector, a sound system for music, or a video conferencing setup?
- How high-tech should it be? Do you want a simple setup or the latest cutting-edge technology?
By thinking through these questions, you’ll have a clear picture of what you need, which can stop you from spending too much on unnecessary features or equipment.
Step 2: Check Your Space
Now that you know what you need, it’s time to look at where you’ll install the AV system. This is where a professional commercial AV installer becomes very helpful. They can check your space to figure out exactly what’s needed.
Things like the size of the room, the amount of light, and the number of outlets will determine which equipment works best and if you’ll need any extra materials or adjustments. For example, a big, bright conference room might need a projector with high brightness, while a small classroom may only need a simple screen and speakers.
Step 3: Compare Prices
Don’t settle for the first installer or company you talk to — it’s always a good idea to get three or more quotes. Look for quotes that list equipment costs, installation fees, and any other expenses, so you know exactly what you’ll be paying for.
When choosing a company, don’t just go for the cheapest one. Make sure the company has experienced installers and positive reviews. A good AV system installation company will also guide you on what’s best for your space and budget.
Step 4: Know How Much Equipment Costs
The cost of your AV system will largely depend on the type of equipment you choose. For example, basic speakers may be affordable, but high-end sound systems will cost more. Similarly, video conferencing gear with added features like touchscreens or advanced microphones can increase the price.
Talk with your commercial AV installer about the options available. They can help you choose the best equipment for your needs without overspending. Always aim to strike a balance between quality and cost.
Step 5: Think About Installation Costs
Setting up your AV system is more than just buying equipment. Installation involves labor, running cables, programming settings, and testing everything. Sometimes, additional work might come up, like upgrading electrical wiring or getting special permits.
Make sure you plan for these installation costs in your budget. Your AV installer can explain what’s included and if any extra steps might be needed.
Step 6: Plan for Maintenance
Once your AV system is up and running, it will need regular maintenance to stay in good condition. This could include updating software, fixing repairs, or even replacing parts over time.
Ask your installer if they offer maintenance plans. These plans can help you avoid unexpected repair bills and keep your system working smoothly for years to come.
Step 7: Stay Flexible
Sometimes, you may find that your perfect AV system is just a little too expensive. If this happens, don’t worry! You can work with your installer to prioritize what’s most important and leave the extras for later.
For example, if you’re setting up a restaurant, you might start with a sound system and add video screens later. Flexibility is key to staying within budget while still meeting your main needs.
Step 8: Set Aside a Backup Fund (Contingency Fund)
It’s always a good idea to have a little extra money set aside for unexpected costs. Things like last-minute upgrades or minor adjustments can pop up during the installation process.
Adding an extra 10-15% to your budget as a backup fund will give you peace of mind and ensure your project goes smoothly.
Step 9: Think About the Future
A commercial AV system isn’t just an expense — it’s an investment in your organization. A well-planned AV system can make your business more efficient, professional, and enjoyable for customers or employees.
If you plan carefully, with future needs in mind, your system will continue to be valuable for many years. For example, investing in a good video conferencing setup now could make your workplace more flexible and connected down the road.
Quick Tips
Here are some extra tips to keep in mind while budgeting for your AV system installation:
- Plan early: Start researching and budgeting as soon as possible.
- Stay organized: Keep track of all quotes, equipment lists, and other costs.
- Communicate openly: Talk to your installer about your needs and spending limits.
- Get everything in writing: Always have contracts or agreements in writing to avoid confusion later.
Final Thoughts
With the right planning and budgeting of a commercial AV installer, you can create an amazing commercial AV system that works perfectly for your space and needs. Taking the time to map out your costs will ensure you get the best results without breaking the bank.
Now, go ahead and start working with your commercial AV installer to bring your vision to life! You’ll soon see how a great AV system can truly transform your space. If you are not sure and looking for help with your budget, reach out to us at Tekmax Technologies. We are your local, Control4-certified AV installers for both commercial and residential purposes. Get in touch now!
