Budgeting for Corporate AV: What to Plan for Before You Build
When a company plans a new facility—whether it’s a headquarters, training center, or multi-use collaboration space—AV is often one of the last things considered. But here’s the truth: audiovisual systems are no longer plug-and-play add-ons. They’re a vital part of how your teams communicate, collaborate, and deliver value every day.
At Avenue Systems, we’ve helped countless corporate teams budget for AV systems in new builds and renovations. Companies that get the most out of their investments are the ones that plan early, build around user experience, and think long-term. Here’s how we recommend approaching your AV budget smartly.
1. Start Early—Like, Really Early
One of the biggest pitfalls is waiting until the final construction phases to engage an AV partner. By then, it’s often too late to route cabling efficiently, account for electrical loads, or coordinate with the architect on display and speaker locations. Including your AV integrator during the design development phase can save tens of thousands in rework costs and ensure your technology fits the space, not vice versa.
2. Break Down the Cost Categories
Corporate AV budgets typically fall into five categories:
Infrastructure (conduits, boxes, cabling pathways)
Core Equipment (displays, cameras, microphones, control systems)
Installation and Labor
Programming and Configuration
Training and Support
It’s not just about the visible gear. Infrastructure alone can account for 25–40% of your total AV budget. Don’t underestimate what’s behind the walls.
3. Design with User Experience in Mind
Budgeting isn’t just about dollars—it’s about outcomes. Start with practical questions:
How many people need to connect and present at once?
Will meetings be local, hybrid, or fully remote?
Do users need touch-free controls or simplified interfaces?
Designing around real usage patterns rather than theoretical specs ensures your technology drives engagement and usability, not confusion and frustration.
4. Right-Size the Tech
Not every room needs a 98-inch display, and not every space needs ceiling microphones. A good AV partner will help you scale the technology to fit the function of each space. That means a small huddle room might thrive with a simple tabletop mic and modest display, while a boardroom might require advanced microphone arrays and high-end conferencing gear. The key is maintaining a consistent user experience while tailoring each room to its purpose.
5. Plan for Growth and Upkeep
AV equipment has a lifecycle, and technology expectations move fast. We recommend setting aside 5–10% of your initial AV budget annually for maintenance, software updates, and phased hardware upgrades. This helps prevent being blindsided by obsolete systems and ensures your tools stay aligned with modern workflows.
The Bottom Line
A thoughtful AV budget doesn’t just support your business—it amplifies it. Systems that are intuitive, reliable, and purpose-built become a competitive advantage. Don’t know where to start? That’s okay. We’re here to help. If you’re ready to put real numbers behind your technology goals, let’s do it together and get you moving.
Want to talk to a professional about your project? We’re here to help.
