We are contacted every day by clients who are either upgrading their existing technology systems or are in the process of starting a new building project which will require new technology systems. Our first step is always to identify the needs of the client and get a clear picture of their current systems and where they want to be in the future. 

A vital part of this planning and design stage is a clear understanding of the client's available resources relative to technology systems.

Yes, we might as well admit the dirty truth right here and now.  We do ask the dreaded question, "What is your budget?"  Of course we do.Why is this important? Once the needs have been identified, the client's available resources -- or budget -- for the project will determine what is possible, what quality level can be achieved, and in what time frame stated goals can be reached.

There are several scenarios that commonly occur when talking with clients about their new systems:

The "Hit A Moving Target" scenario
Some people ask that an AVL firm design the ultimate system without regard to cost. They want to see everything possible in the design with "state of the art" components. This can be confusing and scary to building or worship committees. There may be a significant cost difference between the system design and the reality of available funds.

In some cases this may preclude the project completely. In other cases, the AVL firm may be asked to scale down or totally redesign the system. When a budget is not disclosed or established, this "redesign" process can happen repeatedly, to the point it seems like you're trying to hit a moving target.

Now the committee members find themselves more confused and wonder if they are looking at second or third best. The redesign never looks as appealing as the first "grand design," which was never attainable in the first place. 

Sometimes this process ends with the client simply putting a band-aid on their existing system with the thought of upgrading later. Who suffers? The client.

The "We Want THIS, But We Can Only Afford THAT" scenario

Some people discuss their wants with great flamboyance, but when asked about the budget, there is a significant difference. Their wants far exceed their available funds.

Sometimes the client ends up not doing the project at all.  In other cases they try to do it themselves with less than great results. In either case, the problem of substandard or just plain incorrect equipment is used and workmanship is horrible.

The "I'm Not Going To Tell You" scenario

This is my favorite. Some people discuss their wants and goals, but flatly refuse to tell you their available funds. It is their secret.

While this seems to be a trend when it comes to AVL, it is completely contrary to any other buying experience. Imagine how difficult this approach would be if you were trying to buy a house, a car or begin a building project.

How effective would it be to ask an architect to design a new sanctuary for 500 seating capacity without telling him your budget?  Which direction should he go?  Should he design a marble cathedral with stain glass windows and chandeliers, or a metal multi-purpose building?  Both are fine.  Both can meet the need of seating 500 people.  Both are totally different costs to the client.  Without your budget, he won't know where to begin . . . and neither will the AVL contractor.

The bottom line is that for any contractor (architect, general contractor, A/V/L firm, interior designer, etc.) to provide the best possible design and components for your project; they must understand your needs and wants, and they must know your available resources. Only then can the correct decisions be made about the very best way to proceed.

In some cases, a client needs an education on what is possible, what are the best current technologies and what are the emerging technologies that may be part of their growth plan. They also need an education on what they can expect to spend. As a design/build firm, we educate clients on all these things and also how to establish realistic budgets. This is why it is so critical to involve an AVL firm early in the process.

In conclusion, put the appropriate thought and pre-planning into the AVL aspects of your project. Contract with a qualified AVL firm at the very beginning of the planning phase of the project to gain the knowledge required to achieve your goals. With their help, establish a realistic budget that will direct you in the best possible way to proceed and build towards the future.