When the time comes to upgrade your meeting rooms or invest in new AV technology, price is usually the first thing that gets compared. It’s a natural starting point, particularly for procurement teams working within defined budgets. But focusing too heavily on the initial quote can lead to decisions that cost considerably more over time. Which leads to a frequent discussion on how to evaluate an AV supplier beyond price.
Choosing the right AV partner is about far more than finding the cheapest option. The quality of the design, the standard of the installation, and the level of support available after handover all have a direct impact on whether a system works as it should, day in and day out. This guide covers what to look for in an AV partner, and the questions worth asking before you commit.
Why price shouldn’t be the only factor
The initial installation cost is only one part of the total investment. A system that has been poorly designed or hastily installed can quickly become expensive to manage. User frustration, unexpected downtime, costly upgrades and increased support calls are all common consequences of choosing a supplier on cost alone.
A quality AV partner thinks in terms of lifecycle value rather than simply supplying equipment. That means specifying solutions that are appropriate for the space, designed to grow with the organisation, and supported properly once they’re in place. The cheapest quote rarely accounts for all of that.
Assess their technical expertise and experience
When looking at how to choose an AV company, it is worth noting that not all AV suppliers have the same depth of knowledge. Some specialise in particular environments or project types; others have broader experience across sectors. Either can be appropriate depending on your requirements, but it’s worth understanding what a supplier has actually delivered rather than taking capability claims at face value.
Industry certifications and accreditations are a useful indicator. Bodies such as AVIXA promote professional standards for the AV industry, and suppliers whose engineers hold recognised qualifications, such as the CTS (Certified Technology Specialist) certification, have demonstrated a commitment to maintaining technical competence. MVS is also registered as a supplier with the Government Commercial Agency, formerly Crown Commercial Service, making us an approved option for public sector and government procurement.
Experience should also extend across the technologies businesses rely on. Whether specifying solutions from Logitech, Neat, Q-SYS, Shure or Yealink, a knowledgeable AV supplier should be able to recommend the most appropriate technology for the space and business requirements, rather than relying on a one-size-fits-all approach.
Questions to ask when evaluating AV suppliers
- Have you completed projects similar to ours in scale and environment?
- Can you provide relevant case studies?
- What certifications does your team hold, and how is technical training kept up to date?
Evaluate their consultancy and design capabilities
Good AV projects start well before any equipment is ordered. A supplier with genuine consultancy capability will take time to understand your business requirements, assess the spaces involved, and produce a system design that reflects how the rooms will actually be used. That process helps avoid both over-specifying, meaning that you are paying for capability you don’t need, and under-specifying, which builds in limitations that become problems later.
A product-led approach, where a supplier arrives with a preferred solution before properly understanding the brief, tends to produce less effective outcomes. The design stage is where the important decisions get made, and a supplier who takes it seriously will produce noticeably better results.
Signs of a strong AV consultant
When looking at how to evaluate an AV supplier, there are a number of signs that suggest their capability.
They conduct thorough site surveys, ask questions about business objectives rather than just room dimensions, produce clear and detailed system designs, and recommend solutions that are built to last rather than simply what’s available at the time. The best AV consultants get on site early, not just to identify factors that could shape the design, like cabling routes or concrete floors and ceilings, but to genuinely understand the requirements: how the space is actually used, and where the current pain points lie.
A well-designed solution still depends on a reliable procurement process. Even the best system design can be undermined by incorrect equipment, compatibility issues or delayed deliveries, making a supplier’s ability to manage procurement just as important as the design itself. Professional AV suppliers don’t simply place orders; they coordinate manufacturers, manage lead times and ensure the right equipment is sourced for the agreed specification.
Review installation quality and project management
The gap between a good supplier and a great one often comes down to how a project is managed. This is why project management should be a large part of the consideration process when choosing an AV company.
Clear timelines, consistent communication, and minimal disruption to business operations during installation are indicators of a well-run delivery.
Effective project management also extends beyond the installation itself. Experienced AV suppliers inspect and verify equipment before it reaches site, ensure firmware, accessories and product specifications match the agreed design, and pre-configure compatible devices where appropriate. These checks help avoid installation delays, reduce on-site troubleshooting and ensure systems are ready to perform from day one.
Thorough testing and commissioning before handover is non-negotiable — a system that hasn’t been properly signed off will almost always create problems in the first weeks of use.
Questions to ask
- Who will manage the project on a day-to-day basis?
- How are delays or changes in scope handled?
- What does the handover process involve, and what happens in the period immediately after installation is complete?
Examine support and maintenance services
AV systems require ongoing attention. Equipment needs servicing, software needs updating, and issues will occasionally arise that require prompt resolution. The availability and quality of support and maintenance should be assessed as carefully as the installation itself.
What to look for in an AV partner
Clear Service Level Agreements that define response times, remote monitoring capabilities that can identify issues before they cause disruption, accessible helpdesk support, and planned preventative maintenance visits that keep systems performing as intended.
Questions to ask
- What support packages are available, and what are your response time commitments?
- Do you offer preventative maintenance contracts, and what do they cover?
Check customer references and reputation
A supplier’s track record tells you more than their sales materials. Case studies, client testimonials, and evidence of repeat business all indicate whether an organisation delivers consistently over time. Experience within your specific sector is also worth looking for when evaluating AV suppliers; an AV company that has worked extensively in professional services or financial services will understand the demands of that environment in a way that some generalist suppliers may not.
At MVS, we often arrange for prospective clients to see existing installs first-hand at other client sites, giving a real sense of how a system performs day-to-day, rather than just how it looks in a showroom. Our case studies cover a range of sectors and project types, and are a good way to assess the breadth and relevance of experience before any conversation takes place.
Consider scalability and future requirements
Technology requirements change. Organisations grow, working patterns evolve, and new platforms emerge that need to be accommodated. A strategic AV partner plans for that from the outset, specifying infrastructure and control systems that can be extended rather than replaced as requirements develop.
Common examples include additional meeting rooms as headcount increases, more sophisticated hybrid working capability, new office locations that need to be brought into a consistent AV ecosystem, and integration with emerging collaboration platforms.
AV supplier evaluation checklist
Before making a final decision, it’s worth working through these questions with any supplier you’re considering:
- Do they understand our business requirements and how our spaces will actually be used?
- Can they demonstrate relevant experience with similar projects?
- Do they provide consultancy and design services as well as installation?
- What maintenance and support services are available after handover?
- Can they provide references and case studies from comparable environments?
- Will the solution scale as our organisation grows and our technology requirements evolve?
- Are they focused on long-term value rather than simply the lowest upfront cost?
Choosing the right AV company
The suppliers who deliver the best outcomes are rarely those who win on price alone, which is why it is important you choose an AV company by more than the price they offer. They’re the ones who take time to understand the brief, design solutions that work for the people using them, manage installations properly, and remain accessible and responsive once the project is complete.
Evaluating AV suppliers using a structured approach, rather than comparing quotes in isolation, significantly increases the likelihood of getting a system that performs as expected from day one and continues to do so for years afterwards.
If you’re currently evaluating AV suppliers and would like independent guidance, get in touch with the team to start the conversation. If you’re still in the early stages of defining your requirements, our solutions overview and AV equipment guide are a useful starting point.
You can get AV equipment advice or start a project by contacting our team here.