Buying New Audio Visual Technology?
The biggest risks often have nothing to do with the screen or camera you choose.
11 considerations most organisations overlook
From network infrastructure to security, support and governance — the hidden complexity of modern AV projects.
Most organisations approach an AV investment as a procurement exercise. Choose a screen. Choose a camera. Find a supplier. Book an installation date.
But modern meeting room technology is no longer a standalone purchase. It touches your network infrastructure, your Microsoft 365 environment, your security posture, your IT support model, and your long-term operational costs. When these considerations are not addressed before installation begins, the result is typically a room that works on day one but creates ongoing friction, security gaps, and support complexity for years afterwards.
This guide covers eleven things every organisation should consider before committing to an AV investment — regardless of the scale of the project.
Start with Business Outcomes, Not Equipment
The most common mistake in AV procurement is starting with a product shortlist. The right starting point is a clear understanding of what the technology needs to achieve for the people using it.
The Right Planning Journey
Business Goals
What outcomes do we need?
User Requirements
How do people actually work?
Technology
What solution fits the need?
Deployment
How is it installed and tested?
Support
Who manages it day to day?
Did You Know?
Organisations that define user requirements before selecting technology report significantly higher adoption rates and fewer post-installation redesigns.
Simplicity Beats Features
Technology that is difficult to use will not be used. The most effective meeting rooms are not the most feature-rich — they are the most consistent and intuitive.
Simple Room
- One-touch meeting start
- Consistent across all rooms
- Works without IT support
- Staff adopt it immediately
- Fewer support calls
- Reliable day after day
Complex Room
- Multiple remotes and modes
- Different setup in each room
- Requires IT assistance to start
- Staff avoid using it
- High support ticket volume
- Meetings delayed or cancelled
Microsoft Teams Integration
For most organisations using Microsoft 365, the meeting room is an extension of the Teams environment. Getting this integration right from the outset avoids significant rework later.
Teams Rooms
Certified Teams Rooms devices provide a native, managed experience with automatic updates and remote management.
Room Booking
Integration with Exchange and Outlook calendars enables one-touch room booking and occupancy visibility.
Wireless Sharing
Content sharing should work seamlessly for both in-room and remote participants without cables or adapters.
Hybrid Meetings
Camera placement, microphone coverage and display layout all affect the quality of experience for remote participants.
Future Compatibility
Teams evolves rapidly. Certified hardware ensures ongoing compatibility as the platform adds new capabilities.
Conditional Access
Room accounts should be governed by the same identity and access policies as user accounts.
Teams Room Architecture
Network Infrastructure Matters
AV equipment is only as reliable as the network it runs on. Poor network planning is one of the most common causes of AV performance issues — and one of the most avoidable.
WiFi
Dedicated SSIDs and access points positioned for meeting room coverage
VLANs
AV devices segmented onto dedicated VLANs to isolate traffic and improve security
PoE
Power over Ethernet for cameras, phones and control panels reduces cabling complexity
QoS
Quality of Service policies prioritise video and audio traffic over general data
Switching
Managed switches with sufficient port density and throughput for AV workloads
Bandwidth
Sufficient upstream and downstream capacity for concurrent HD video conferencing
Cabling
Structured cabling designed for current and future AV requirements
Monitoring
Network monitoring tools that include AV device health and connectivity status
Did You Know?
Most AV performance complaints — dropped calls, pixelated video, audio dropouts — are caused by network issues, not hardware faults. A network assessment before installation prevents the majority of post-go-live issues.
Security Should Not Be an Afterthought
AV devices are network-connected endpoints. They have operating systems, firmware, remote access capabilities, and often persistent connections to cloud management platforms. They carry the same security risks as any other device on your network — and are frequently overlooked in security reviews.
Security Risk Checklist
Default passwords unchanged on installation
Firmware not updated after deployment
Remote access enabled without access controls
AV devices not included in vulnerability scanning
Cloud management platform not governed by IT policy
No process for end-of-life device replacement
Room accounts not subject to Conditional Access
No compliance review of AV data handling
Define Support Before Installation
The question of who supports the technology after go-live is often left until after installation. This creates gaps in ownership that become visible at the worst possible moment — when something stops working.
AV Support Lifecycle
Installation Day
Hardware installed, configured and tested
Go Live
Users trained, handover documentation provided
Daily Support
First-line issue resolution and user assistance
Maintenance
Firmware updates, patches and periodic reviews
Lifecycle Replacement
End-of-life planning and technology refresh
Key Questions to Answer Before Go-Live
Who owns first-line support when a room stops working?
Who is responsible for firmware and software updates?
Who manages vendor relationships and warranty claims?
Who replaces failed hardware and within what timeframe?
Who coordinates incidents that span AV, network and Microsoft 365?
How are support requests logged, tracked and reported?
Standardisation Reduces Complexity
Organisations that allow different technology in every meeting room create a hidden operational burden. Every variation adds training overhead, support complexity, and procurement cost.
Different Technology in Every Room
- Staff need to relearn each room
- IT support requires knowledge of multiple systems
- Spare parts and licensing are fragmented
- Inconsistent meeting experience
- Higher long-term support cost
- Difficult to manage remotely at scale
Consistent Experience Across Every Room
- Staff know exactly how every room works
- IT support is simpler and faster
- Centralised remote management
- Bulk firmware updates and patching
- Predictable licensing and support costs
- Easier to scale as the organisation grows
Future-Proof Your Investment
Meeting room technology is evolving rapidly. Capabilities that were premium features two years ago are now standard. Choosing hardware and platforms that can support emerging capabilities avoids premature replacement cycles.
AI Meeting Assistants
Automated note-taking, action item capture and meeting summaries are now integrated into Teams and certified room hardware.
Intelligent Cameras
Auto-framing, speaker tracking and multi-stream cameras improve the remote participant experience without manual adjustment.
Live Transcription
Real-time transcription and closed captioning improve accessibility and create a searchable record of discussions.
Translation
AI-powered translation capabilities are expanding, enabling more inclusive meetings across language boundaries.
Occupancy Analytics
Sensor data from meeting rooms informs space planning, energy management and facilities decisions.
Remote Management
Cloud-based management platforms enable proactive monitoring, remote diagnostics and bulk configuration changes.
Understand Total Cost of Ownership
The purchase price of AV hardware is typically the smallest component of the total cost of ownership. Organisations that evaluate only the upfront cost consistently underestimate the long-term investment required.
Total Cost of Ownership — What to Include
Purchase
Hardware, displays, cameras, audio
Installation
Labour, cabling, configuration
Licensing
Teams Rooms, management platforms
Support
Helpdesk, on-site, vendor management
Maintenance
Firmware, patches, periodic reviews
Replacement
End-of-life refresh cycles
Downtime
Lost productivity when rooms fail
Training
Onboarding and ongoing user education
Did You Know?
For a typical meeting room, the purchase cost of the hardware often represents less than 40% of the total five-year cost of ownership when support, licensing, maintenance and replacement are included.
Don't Overlook Project Governance
The most successful AV projects involve the right stakeholders early and define ownership before implementation begins. This is not about process for its own sake — it is about preventing the delays, rework and operational problems that arise when decisions are made without the right input.
Stakeholder Matrix
Business
Define outcomes and priorities
IT
Network, security and integration
Facilities
Physical environment and cabling
Security
Risk and compliance review
Networking
Infrastructure assessment
Finance
Budget and TCO approval
AV Specialists
Design and installation
End Users
Requirements and adoption
Organisations with Stronger Governance Typically Experience
Fewer delays and scope changes during implementation
Smoother deployments with fewer post-installation issues
Better user adoption from day one
Simpler ongoing support with clear ownership
Reduced operational risk and fewer security gaps
Final Recommendations
Before committing to an AV investment, use this executive checklist to confirm the key considerations have been addressed.
Business objectives defined and agreed
End users consulted on requirements
IT team involved from the outset
Network infrastructure assessed
Security requirements reviewed
Support model agreed before installation
Microsoft 365 integration planned
Standardisation approach defined
Total cost of ownership modelled
Future capability requirements considered
Project governance and ownership defined
Success criteria agreed with all stakeholders
Planning a New
Meeting Room?
Involve IT early.
Planning a New Meeting Room or AV Refresh?
Before committing to a supplier or design, it is worth ensuring the solution aligns with your wider IT strategy, security requirements and support model.
Wavex regularly helps clients review proposed technologies, coordinate stakeholders and ensure projects are delivered with long-term supportability and user experience in mind.
Whether you are fitting out a single boardroom or an entire office, involving IT early can help avoid costly redesigns, implementation delays and operational headaches later.