What are project-related costs in a bespoke AV project?

You receive a quote for a bespoke AV project and, alongside the equipment and installation, you see an item called ‘project-related costs’. But what exactly are you paying for?  That’s a question we regularly get at AVEX. And understandably so, because a large part of the work on an audiovisual project happens behind the scenes – before anything is actually installed on site.

This preparation often determines whether an AV project runs smoothly or causes problems later on.

With more than 35 years of experience and over 1,500 audiovisual projects a year, AVEX knows exactly what steps are needed to deliver an audiovisual solution that’s reliable, user-friendly and future-proof.

In this article, Harry Beunder, Manager Projects at AVEX, explains how the process behind the scenes works, what happens after a customer places an order and what the project-related costs cover.

You’ll read:

• Which 5 phases a bespoke AV project goes through
• Which specialists are involved
• What project-related costs actually include
• Why these costs are essential for a successful result

After reading, you’ll have a clear picture of what goes on behind a bespoke AV project and why project-related costs are included in the budget.

What are project-related costs?

Project-related costs are the costs for the work needed to design, deliver and successfully hand over a bespoke AV solution.

A bespoke audiovisual solution brings together many different disciplines. Think of technical design and engineering, project management and coordination, system configuration and programming preparation, testing and quality control, installation coordination, and handover and transfer.

These costs are separate from the equipment itself and relate to the complete process needed to make sure an audiovisual system works properly.

More than just equipment

When you receive a quote for an audiovisual project, you’ll see other costs alongside the equipment. This also includes an item for project-related costs.

A logical question that follows is: “What exactly am I paying for?” And perhaps even more importantly: “Am I paying twice for work that’s already included in the equipment?” The answer is no. Project-related costs cover the work needed to:

• Design
• Prepare
• Deliver
• Test
• Successfully put into use

So, they’re not about the equipment itself, but about the work needed to make sure all the systems work together properly.

As Harry Beunder puts it:

“What a customer ultimately sees is AV equipment in a smoothly working solution. What they don’t see is the extensive process that takes place beforehand.” Harry Beunder Manager Projects AVEX

The team behind every AV project

An audiovisual project is never the work of just one person. Behind every solution is a multidisciplinary team that works together and is jointly responsible for the result.

Throughout the process, the Account Manager remains involved as the main point of contact for the client and for coordination at a high level.

Within the project, different specialists then work together. The Project Manager monitors planning, budget and quality. Engineers develop the technical design and make sure the systems are integrated. Programmers develop the user interfaces for touchpanels and control systems. Installation Specialists carry out the installation and testing on site.

These project specialists contribute significantly to the project-related costs.

From concept to working solution: the 5 phases

To properly understand what project-related costs include, it helps to look at the complete process of a bespoke AV project.

At AVEX, every project goes through 5 fixed phases:

Phase 1: Design and engineering

In the first phase, the Preliminary Design is technically developed into a final solution.

During this phase, engineers analyse technical risks, map dependencies and test different equipment configurations to determine the best solution.

An important part of this is coordinating with the organisation’s IT environment. Audiovisual systems are often integrated with existing networks, security structures and collaboration platforms.

And when AV technology is integrated into bespoke furniture or architecture, there’s also intensive coordination with architects and interior builders.

The user interface for touchpanels and control systems is also developed during this phase. A user group tests the interface to make sure the operation is intuitive and practical.

Phase 2: Project planning and preparation

Once the design has been approved, the project team translates the design into a detailed implementation schedule.

The project team defines roles and responsibilities, coordinates collaboration with construction partners and prepares the logistics.

Depending on the size of the project, the project team schedules engineers, programmers, installation specialists and project coordinators well in advance.

Careful preparation helps the team prevent delays during implementation.

Phase 3: Assembly, configuration and testing

Before installation takes place on site, AVEX fully prepares the systems at its production facility in Breukelen.

Here, the team assembles, configures, programs and extensively tests the systems.

This takes place in a controlled environment, which means the team can identify and resolve any issues at an early stage.

An important moment in this phase is the Factory Acceptance Test (FAT). During this test, you can view and test the system yourself.

The project team can still make adjustments at this point, so there won’t be any surprises later during installation.

Phase 4: Installation and implementation on site

After the tests have been successfully completed, our installation specialists start the installation at your location.

Because the systems have already been prepared and tested, this phase can run efficiently and in a controlled way.

During the installation, the project team coordinates daily with construction teams, contractors and installers.

For projects with multiple identical rooms, the team often equips and tests one room first. This allows the team and client to assess the technology, operation and user experience in practice. Once you approve this setup, the team can complete the remaining rooms more efficiently and consistently.

Phase 5: Handover, adoption and support

After the installation, the most important phase begins: using the systems.

Many organisations choose additional user adoption training. This training teaches employees not only how the solution works, but above all how to use it effectively in their daily work, so they get the most out of their investment.

AVEX can also connect your organisation to the AVEX service platform, which makes both remote and on-site support possible.[/accordion]

What do project-related costs actually include?

When you look at all the phases of a project, it becomes clearer what project-related costs actually include.

They cover part of the work needed to successfully deliver a bespoke AV solution, such as:

• Design and technical engineering
• Project management and coordination
• Coordination with IT departments and external partners
• Project preparation and technical documentation
• System configuration and programming
• Quality control and system testing
• Installation coordination and implementation
• Handover and transfer to the organisation

In some cases, AVEX budgets specific activities, such as bespoke programming or interface development, separately. The scope of these activities can vary significantly from project to project.

Practical examples from the field

To give you an even better idea of what happens behind the scenes, it helps to look at 2 concrete examples.

A clear picture of what’s behind your investment

A bespoke audiovisual solution is more than just equipment. Behind every installation is a carefully managed process in which design, engineering, planning, installation and support come together.

Project-related costs cover precisely this process.

When you’re considering an investment in an audiovisual solution, it’s therefore important not only to look at the investment in equipment and installation costs, but also at the process that makes sure everything works reliably, is user-friendly and is future-proof.

AVEX has been helping organisations realise complex audiovisual projects for more than 35 years. Harry Beunder and his team know better than anyone what’s needed to successfully deliver a project.

Do you have questions about the project-related costs in your quote? Then get in touch with your account manager at AVEX. They can explain exactly which activities are included in your specific project. Or arrange an appointment to visit the production facility in Breukelen and see the entire process up close.