Is it ever too early to secure your A/V/L (audio/video/lighting) firm? No, in fact, the earlier the better. That's the simple answer but the question above supposes that you understand the building process and the various professions and trades involved, and what constitutes an A/V/L firm. If you do not understand these two broad points, you cannot make an educated decision - not only about when to hire an A/V/L firm, but which firm to hire.

The process

Typically the process goes something like this:
A church, project owner, or community decides it is time to build. They secure a location and busy themselves with raising capital for the project. The owner himself is, or he hires or elects a building committee. This committee's job is to interview and select a design/architectural firm to develop a design based on what they want to do. The committee looks at various designs and the associated costs and makes the selection.

The design/architectural firm then develops drawings that encompass all aspects of the project. This includes exterior and interior design and materials, mechanical systems, electrical, plumbing, carpet, paint, landscaping etc.

Performance and presentations systems almost always fall through the cracks.

Why?

At Signature Sight and Sound, we talk to a lot of architects and general contractors.  Many - in  fact the vast majority - do not get involved with the technology aspects of the building process. They do not have the knowledge and expertise to provide these systems, they lack the design expertise, they do not have the equipment resources, and they do not have the ability to install the equipment properly.

Additionally, they are not equipped to provide training and as a result of the fact that they do not have equipment resources, they cannot provide ongoing service.

When the facility owner asks about the technology aspects of their project, they are told that they will need to find their own technology firm to provide these services. Since this information is usually disseminated after the design/architectural firm has already established and used the available monetary resources for all other areas of the building, many problems arise.

We recently talked to a church which is in the process of building a new facility. Their building budget is $2 million and the building is already under roof. They are only now just getting around to discussing the technology aspects of the project. We asked them about the type of technology they wanted to include in the new facility.

After asking all the questions, we learned they are building a new sanctuary which seats 400 and also a youth area that seats about 100. They want audio and projection for both areas, a camera system that will tie the two areas together electronically and broadcast capability.

They are just now coming to realize that because the building is already underway, many aspects like technical booth locations, conduit and riser layout and stage configuration will be difficult and costly to alter.

When asked about their budget, they informed us that they had $40,000 to $50,000 left in their building budget. With the national average for multimedia system being 10% to 12% of the overall building budget, we gave him the best advice we could:  Prioritize the systems they want to implement and establish a budget for those individual systems and implement them in phases.

What constitutes an A/V/L firm?

This is a broad term. It could be a security, fire alarm or electrical contractor that installs paging systems or video surveillance systems. They might install "drive thru  ordering systems for fast food restaurants. They may be primarily equipment sellers like music stores. They may be rental companies that provide audio, video and lights for live shows or corporate events. They may be "audio only  companies that do not have expertise in other areas of presentation and performance systems. They may primarily specialize in restaurant systems or provide DJ systems for clubs. They may be consultants who only provide design.

We prefer the term technology firm. A technology firm should provide the following design/build services:

• Worship and performance audio/visual systems
• Acoustical design and treatment
• Theatrical lighting
• House lighting and theatrical lighting integration
• Staging/theatrical curtain rigging
• Broadcast/recording systems
• Facility networking
• Technical system project management
• CCTV systems

Even if your project does not incorporate all of these areas, it is important to engage a firm that has this level of experience and expertise.  Look for these criteria

• A firm that is well versed in all of the professional and construction trades as well as all presentation and performance technologies
• A firm that stays abreast of the most current systems and technological advances available and can help you understand what is possible 
• A firm that is not limited to a few products, but can provide the proper component for every application

So When is the Right Time to Hire a technology Firm?
First, before the designer/architect completes his design. The designer will call on his resources for structural engineering, mechanical engineering, electrical engineering etc., and now he can call on the technology firm to get the information required to complete his design. This will save the owner time and money.

For example, when a church is in the very beginning stages of planning new construction, the technology firm will gather information about:

• The church
• The congregation
• The services
• The style of worship
• Praise and worship personnel
• The technical personnel
• What currently works
• What doesn't currently work
• What technologies are to be implemented immediately upon moving into the new space
• Future expansion plans
• What technologies are available (what can be done)
• How worship may change over the next 3, 5 and 10 years
• What type of special events are slated for the new space i.e. drama, concerts, presentations, etc.

The depth of this understanding is critical to the overall technical system designs. Next, prior to, and during the architectural design phase, the technology firm will provide critical information to the designer based on what they learned above and by applying their expertise in the technology area. This will include:

• Room geometry
• Acoustical treatment and design
• Sound isolation
• Interior materials recommendations
• Technical booth location, size and layout
• Stage layout
• Stage material
• Stage connectivity
• Projector and screen locations
• Projector and screen power requirements
• Riser diagrams
• Conduit runs, size and location
• Electrical circuit isolation
• Amplifier locations
• Air handling volume and heat dissipation
• Technical project management

Once the architectural design is finalized, the technology firm can finalize their designs, install the equipment and provide training on all systems.

It is ever too early to secure your technology firm?  No, in fact the earlier you do, the better off you will be.