Questions to ask an AV installation company

Start with three core questions that immediately separate competent suppliers from casual installers: 1) Can you show previous projects similar to my venue and explain the technical choices? 2) Who will be responsible for site surveys, system design and sign‑off? 3) What is included in installation versus aftercare (warranty, commissioning, maintenance)?

Why these matter: similar-project evidence demonstrates real experience in acoustics, sightlines and permit constraints; named responsibility clarifies who makes decisions on site; and a clear split between installation and aftercare protects you from surprise costs later.

Ask for a written outline of the proposed system that covers audio, video, lighting, control and network integration. Key technical details to request:

- System schematics: block diagrams showing signal flow for audio, video and control (AV over IP or traditional matrix switching). This identifies whether the supplier understands integration points. Link to Control Integration for more detail: /custom-av-control/

- Brands and models: request proposed manufacturers and models rather than vague category names. Pro Technical installs recognised brands such as Martin Audio (used at Alberts Schloss) and RCF (used at Box Sports Bar); knowing the exact kit helps you check suitability for the space. Verified brands used by experienced installers include Chauvet for lighting and Powersoft or JBL for amplification and loudspeakers.

- Network and audio transport: ask whether audio is over Dante, analogue, or another digital standard, and how the network will be segmented to protect networked devices. If you want to learn more about Dante specifically, see our related guide: /resources/dante-audio-networking-for-hospitality-venues

- Coverage and SPL targets: for sound systems, ask for predicted sound pressure level (SPL) figures, coverage maps and where zoning is planned to control level between areas.

A reliable installation depends on a thorough site survey and a clear project plan. Ask:

- Who conducts the site survey and will they attend key stakeholder meetings? Ideally the engineer who surveys will also be involved in design or commissioning to avoid lost detail.

- What deliverables will you receive from the survey? Expect measured room dimensions, photographs, existing services (power, network, void access), initial equipment layout and a risk register listing installation constraints (e.g. structural fixings, planning, noise limits).

- Project management and milestones: request a project timeline showing design sign-off, procurement, site access windows, commissioning and client acceptance. Confirm the installer’s process for unforeseen site issues (e.g. discovery of concealed services) and variations approval to control costs.

Good commissioning turns installed equipment into a functioning system that meets your operational needs. Ask for documented commissioning procedures and acceptance tests, including:

- Audio tests: frequency response measurements, system tuning (EQ/room correction), and proof of zoning behaviour.

- Video and display tests: resolution, colour calibration where required, and latency checks for synchronised displays or LED video walls.

- Control and automation: demonstration of scene recall, remote monitoring capability and access levels for staff versus administrators.

- Handover pack: request a handover pack with as‑built schematics, firmware versions, passwords and user guides. This should include contact details for warranty and service enquiries. If remote monitoring is included, confirm data retained and privacy considerations.

Beyond the technical work, commercial questions protect your budget and long‑term uptime. Key points:

- What warranty covers equipment and labour, and for how long? Ask whether labour is separate from manufacturer warranties and what the process is for warranty repairs.

- Maintenance and SLAs: discuss available maintenance plans, response times for onsite attendance, and whether remote diagnostics are included. Pro Technical provides repairs and a Service & Repair centre — confirm whether routine servicing is offered and what it covers: firmware updates, re‑calibration, or parts replacement. See our Service & Repairs page: repair and service centre

- Ownership of software licences and control system code: ensure licences necessary for operation are transferred or provided and that you receive backups of control programming. Clarify costs to update control logic or add zones later.

- Payment schedule and retention: agree staged payments tied to milestones and holdback for final acceptance to encourage completion to specification.

The people who run the venue should be able to operate the system easily. Ask:

- What will the daily workflow look like for staff? Request a short staff-facing guide for routine tasks: switching zones, selecting sources, running event scenes and basic troubleshooting.

- Training: ask for operator and administrator training sessions with supporting materials and contact details for advanced support.

- Remote control and monitoring: can the system be monitored remotely for faults, and will alerts be sent to nominated staff? Confirm user access levels and whether remote access requires your IT approval.

- Flexibility for future events: ask how easy it is to add temporary equipment for events (extra speakers, portable mixers, or additional LED screens) and whether the installer will support quick reconfiguration.

Be explicit about risks and watch for warning signs:

- Red flags: vague proposals without schematics, unnamed subcontractors for critical tasks, no commissioning tests, and no clear warranty or maintenance offering.

- Constraints to identify early: structural load limits for LED walls, local planning or licensing restrictions for external speakers, and the venue’s existing network capacity (power and data).

- Mitigation: require a risk register from the installer and requests for contingency allowances for discovered works. Ask how they manage supplier lead times for specific brands — long lead times can delay openings or launches.

Use this concise checklist in supplier comparisons:

- Completed site survey report and system schematics.
- List of proposed equipment by make and model.
- Named project manager and commissioning engineer.
- Written commissioning and acceptance tests.
- Warranty terms and optional maintenance packages.
- Training, documentation and remote support details.
- Clear payment schedule tied to milestones.

Request references or case studies for comparable venues; Pro Technical’s relevant case studies include projects such as Box Sports Bar and Alberts Schloss (links in our Case Studies page: commercial AV case studies).