Typically, what's the most common reason for an AV upgrade?

Upgrades can be the result of a number of reasons.

Broken and out of date units along with system parts which are unrepairable can all be a factor.

There may also be the need for additional equipment, especially if councils are merging or additional seats are required within chambers.

New systems also tend to be equipped with more functions and features, such as voting capability, reporting and camera control settings, and can integrate more effectively with room control units, such as Kramer or Crestron.

The addition of hearing loops can also be a key factor, along with the ability of streaming council or court proceedings into rooms which have easier access for the disabled.

An AV upgrade can also be the result of a wider room refurbishment, and sometimes a political change in power within the council will result in new discussions as to how meetings should be run or conducted.

An AV upgrade can also generate extra revenue streams as rooms can be fitted out to create multi-purpose spaces suitable for private and corporate events hire, creating incremental revenue that can be allocated against other council projects and initiatives.

There's also the green aspect of a new system or upgrade, eliminating the need for unnecessary amounts of paper for reporting purposes, along with remote participation, which in turn saves on travel costs, resulting in a more eco-friendly environment.

What are the key requirements of an AV system to consider?

Ideally, a council needs to identify what their long term objectives are as this can save considerable future budget.

For example, purchasing a system without voting functionality, only to realise the requirement is needed 24 or 36 months later can result in unnecessary cost implications.

Consideration should also be made to database integration and camera control functionality, all important requirements in modern AV systems.

Other things to consider: potential size of the council now and future growth, i.e. the possibility of councils merging and the need for a bigger system; combining of chambers and committee rooms to offer a multi-functional layout; visual layout of a room so visitors and members can view proceedings from all angles without obstruction and the room acoustics, which play a major part in any AV system.

Budgets also play a major factor at the initial buying phase.

Underfunded or unrealistic budgets can mean purchasing systems underperforming or a compromise on quality.

So, the decision has been made to purchase a new system, or upgrade. What are the next steps?

Identify the key requirements (as above) and speak to a manufacturer.

They'll be able to offer initial advice on the system required and also recommend an integrator based on the level of work needed.

Speaking with other councils and consulting with them on how they use their system will also be beneficial in the long-term.

There may be multiple integration requirements, such as the need for screens, along with microphones.

Identify what these are and the areas that need extra focus; if screens are the main focus of the project speak with an integrator that specialises in that area.

Likewise, if audio is the main concern look for an integrator with market knowledge and strength in that sector.

Plan ahead, budget effectively and research all aspects of the project.

AV integrators will be able to advise time scales and work schedule, giving councils time to plan for any room closures.

Technological advances mean that AV is constantly evolving so always consider future elements and upgrades, such as additional equipment and software updates, along with budgeting for the extra labour and engineering resource to implement them.

If the budget doesn't stretch to a complete solution, scale back to a system that performs effectively, on the understanding that an upgrade is possible when budget permits.

What's the best possible outcome of a new system?

A system that performs effectively, is flexible, functional, elegant, improves communication through clear, concise audio and gives years of use for a true return on investment.

Meeting the criteria initially discussed at project phase will deliver customer satisfaction, and ultimately, the best result for me is always a happy client.

For further information you can email Kevin Beazley at beazley_kevin@shure.com