AV System Design: Key Considerations Before Installation

Installing an AV system isn't just about connecting cables and screens. A well-designed system ensures reliable performance, enhances user experience, and supports your organisation’s long-term needs. Careful planning before installation saves time, reduces costs, and prevents frustrating technical issues down the line.

From understanding your space to selecting the right technology, each step matters. Let’s dive in and explore the key considerations to guide your AV system design.

Defining Business & User Requirements

Before selecting any hardware or software, start with a clear understanding of why the system is needed and who will use it.

Establishing Goals

Every AV project should start with a set of use case scenarios. What activities will the system support? Examples include:

• Video conferencing and hybrid meetings
• Presentations and screen sharing
• Live performance or event production
• Digital signage or information displays
• Training workshops

These scenarios guide technical decisions such as camera type, microphone placement, screen size and control interfaces.

Stakeholder Interviews

Speak with the end users who will operate the system, as well as IT and facilities management teams. It’s also important to consult security and compliance representatives, along with finance or budget holders.

Ask questions like:

• What problems are you trying to solve?
• What features are essential versus nice‑to‑have?
• How often and by how many people will the system be used?

This upfront alignment prevents costly revisions later.

Non‑Functional Requirements

Not all requirements are about features. Consider:

• Availability: Does the system need 24/7 uptime?
• Ease of Use: Do users need a simple one‑touch interface?
• Security: Is sensitive data involved?
• Supportability: Who will maintain or update the system?

These shape equipment and integration choices.

Understanding the Space & Environment

The physical environment heavily influences AV design. A system that works well in one room type may fail in another without adaptation.

Room Geometry & Acoustics

Measure room dimensions (length, width, height). Large or wide rooms may need more speakers and distributed microphone systems. High ceilings and hard surfaces typically create reverberation and echo, which degrades speech clarity.

Acoustic treatment, such as panels, diffusers and absorptive materials, is essential for spaces where clear audio matters. Unaddressed acoustics lead to poor intelligibility even with powerful loudspeakers.

Sightlines & Visual Comfort

Evaluate how people will view displays:

• Is the screen visible from all seating areas?
• Are there windows or bright lights causing glare?
• Are screen positions optimised for people of different heights?

Incorrect sightlines can render the best AV system ineffective.

Power & Cable Pathways

Check existing electrical infrastructure:

• Is there enough power capacity?
• Are circuits dedicated or shared with other equipment?
• Are there ventilation constraints for rack equipment?

Identify cable pathways (ceiling, floor boxes, trenches) and confirm they meet building codes and safety standards.

Environmental Noise

Ambient noise from HVAC systems, road traffic or machinery affects microphone placement and speaker volume. Knowing these helps with microphone type selection and noise reduction strategies. Careful assessment of environmental noise ensures the AV system delivers clear audio without distractions.

Selecting the Right AV Technology

With requirements and room conditions defined, choose technology that aligns with real use cases and long‑term reliability.

Displays & Projectors

Choose between:

• LED/LCD Screens: Best for high ambient light or where sharp text and graphics are needed.
• Projectors: Useful for large venues but require control of ambient light and regular maintenance.

Consider panel size, resolution (Full HD, 4K), bezel thickness and mounting methods. Smaller rooms might need single displays while larger spaces may require video walls or multiple screens.

Audio Components

Quality audio begins with selecting the right:

• Microphones: Boundary, ceiling, handheld, and lapel options each suit specific purposes.
• Speakers: Choose models that match room size and usage, such as column speakers, pendant speakers, or distributed systems.
• Amplifiers & DSPs: Digital Signal Processors (DSPs) help tailor EQ, delay and dynamics for clarity.

Avoid over‑specifying equipment that users cannot easily control or that produces feedback loops.

Video Conferencing Devices

Modern meetings rely heavily on video collaboration. Select devices compatible with your primary conferencing platform (Microsoft Teams, Zoom, Google Meet).

Important factors include camera coverage and zoom range, automatic framing and speaker tracking, along with echo cancellation and noise suppression. Ensuring that codecs, microphones and display resolution are well matched helps create a seamless and natural interaction.

Control Systems

Control should feel natural, not technical. Choose interfaces that:

• Support touch panels or wall‑mounted buttons
• Are customisable for your workflows
• Allow preset modes (presentation, meeting and pause)

Integration with room scheduling systems adds efficiency.

Cabling & Connectivity

Use industry-standard cabling and connections to ensure reliability and future flexibility. Avoid proprietary solutions that limit upgrades. Plan cable routes carefully to reduce signal loss and keep the installation organised. Ensure all cables meet fire and safety regulations.

Designing for User Experience & Ease of Use

A technically perfect system fails if users cannot operate it easily.

Intuitive Control Interfaces

Design control panels with clear labels, simple workflows, and one-touch operation for common tasks. Avoid overwhelming users with complex menus or deep navigation. Consistent layouts, familiar controls, and logical grouping of functions help users operate the system confidently and efficiently.

Accessibility

Ensure that control interfaces and the placement of physical equipment are accessible to people with disabilities. Incorporate features such as closed captioning, adjustable audio levels, and alternative input methods to make the system usable for all users.

Training & Support Materials

Prepare user guides and quick-reference sheets. Use plain language and real examples, not just technical specifications. Short visual guides or cheat sheets help users get started quickly and reduce support requests. Ensure materials are regularly reviewed and updated to reflect system changes and best practices.

Planning Network & Infrastructure Readiness

AV systems are increasingly reliant on networks. A wireless solution is not simply a wireless decision and requires robust IT planning.

Network Load & Bandwidth

Calculate the expected traffic for video streaming, conferencing, and control signals. Large video streams need sufficient bandwidth to avoid lag and interruptions. Multicast support or dedicated VLANs may be required for high-quality performance. Monitoring network utilisation helps prevent bottlenecks during peak usage.

Security Considerations

Implement firewall rules, access controls, and device authentication across the AV network. Avoid default passwords and unsecured IoT devices. Segment AV systems from critical corporate networks to reduce risk. Regularly review security policies and apply firmware updates to all connected devices.

Power Over Ethernet (PoE)

Many microphones, cameras, and other AV devices now support PoE. Confirm that network switches and power budgets match the total device requirements. Collaborate with IT to ensure monitoring tools are in place for uptime and firmware patching. Planning for PoE ensures consistent performance and simplifies cabling requirements.

Addressing Acoustics, Lighting, & Sightlines

Environmental conditions impact performance more than most people realise.

Acoustics

Treat unwanted reflections and standing waves to improve clarity and intelligibility. Add absorptive panels on walls or ceilings and use bass traps for low-frequency control. Position speakers so coverage is even and avoids hotspots. Audio calibration tools can aid tuning, but they cannot fully compensate for untreated acoustics.

Lighting

Good lighting improves video quality and reduces eye strain. Avoid direct light on displays and use dimmable, controllable fixtures for flexibility. Consider daylight sensors or automated systems to balance brightness throughout the day. For performance spaces, lights should be adjustable for different event modes and presentation styles.

Sightlines

Ensure no seating area is blocked by obstacles or furniture. Raise screens appropriately and tilt displays where needed to maximise visibility. Avoid low-hanging objects in viewing paths that could obstruct the audience. Conduct sightline studies during the design phase to confirm that all users have an unobstructed view.

Budgeting, Timeline, & Resource Planning

Accurate budgeting prevents surprises and delays.

Cost Breakdown

Include costs for:

• Equipment and licences
• Cabling and installation labour
• Commissioning and testing
• Documentation and training
• Support contracts

Consider the total cost of ownership, not just initial purchase price.

Project Timeline

Phases should include:

1. Discovery and requirements
2. Design and review
3. Procurement
4. Installation
5. Testing and commissioning
6. Training and handover

Include contingency time for unforeseen site conditions or supply delays.

Compliance with Standards & Regulations

Failing to meet regulations can result in fines, unsafe conditions or rework.

Electrical & Fire Codes

Cabling, connectors, and equipment must meet local electrical and fire safety codes. Low-voltage pathways, separation, and mounting requirements often have specific rules. Following these standards reduces fire hazards, equipment failures, and inspection issues. Coordination with certified electricians during planning ensures full compliance.

Accessibility Standards

Controls, displays, and interactive equipment should be accessible to all users. Include features such as closed captioning, adjustable audio levels, and alternative input methods. Compliance with regional accessibility laws and recognised standards is essential. Accessible design improves usability, inclusivity, and protects against legal risks.

Documentation & Verification

Keep records of all compliance measures, including plans, certificates, and test results. Conduct inspections and checks to confirm adherence to standards. Clear documentation simplifies approvals, supports maintenance, and aids future upgrades. Regular verification ensures ongoing safety and reliability.

Final Thoughts

A well-designed AV system delivers reliable performance and a seamless user experience from day one. Planning requirements, technology, acoustics, and network readiness upfront prevents costly issues and protects long-term value. Ensuring compliance, accessibility, and proper documentation safeguards both users and the organisation. Early attention to these factors simplifies operation and maintenance.

Ongoing support is just as important as the initial design. Working with DVI Solutions means you have a partner who can respond quickly to issues, keep systems updated, and ensure everything runs smoothly over time. Regular maintenance preserves performance, avoids unexpected downtime, and protects your investment. With the right support in place, your AV system continues to deliver value long after installation.

Maximise your AV system’s performance and reliability from day one. Contact us and see how we design, install, and maintain systems that keep your operations running flawlessly.