Presentation media (such as video, multimedia, VR, and audio) are playing an increasingly important role in exhibit, themed, and architectural environments.

From kiosks and interactive displays to mixed-media theaters and exhibit galleries, sophisticated audio-visual systems are more and more prevalent. These technologies are changing so rapidly that one year often represents one or two generations of products! Further, these are no longer separate systems. There is often need to integrate the various media technologies into a seamless unit, and interactivity is becoming a common requirement.

It is not reasonable for an architect or exhibit designer to keep up with the trends and changes of the technology spiral.You need to offload the design and specification of these systems to a specialist – just as is routinely done with mechanical and electrical systems. The Design Process is a creative and dynamic process that should parallel the other design aspects of your project. Your A/V design consultant should become involved early in the project – preferably at the conceptual stage. As part of your design team, this consultant will provide guidance on the practicality of various technical solutions and media technologies, present you with options and working budgets, and suggest alternative approaches.

If your concept depends on “cutting-edge hardware,” advice on the risks inherent in early adoption of these particular technologies will be provided. Your consultant will continue to work with your team to refine the agreed-upon design towards a clear definition of the scope and quality of the finished audio-visual systems – ensuring that they integrate with the other aspects of your project. The consultant will research the best technologies and products to apply to your specific situation. At this point, the A/V budgets will generally be refined and finalized.

The design consultant will also provide electrical power and conduit needs to your electrical engineer, and specify heating loads and special ventilation requirements to your mechanical engineer. Your consultant will then prepare the working drawings and technical specifications needed to obtain competitive bids and to instruct the contractor. The A/V consultant will provide any input and co-ordination required to your Division 1 documents and will write the technical specifications for the audio-visual systems such that they can be inserted into Division 11 or Division 16 of your construction package.

Alternatively, your consultant will prepare a stand-alone bid package for your audio-visual and media systems as a separate contract. In addition, they can help you pre-qualify bidders and evaluate bids.

Relying on a contractor or manufacturer to design your systems is not a good idea. Vendors and contractors make their profit by selling and installing equipment. Unfortunately, the equipment they are authorized to sell may not be the best choice for your particular application. Even amongst the brands that a vendor sells, there will be those that are more profitable than others. It is only natural for a salesperson to try to talk you into the most profitable option, rather than the best option.

The bottom line is that contractors, vendors, and manufacturers have a clear conflict of interest. In fact, no one should design or specify systems that they will supply or install. Who will monitor and accept their work? Who will hold up payment until deficiencies are corrected? The next time you need to design a complex audio visual solution, consider an expert - and remember – the earlier in the process the better.