Do you design the client’s audio visual system?

…or is “AV” defined by the location of a monitor, a projected image, an interactive or an indication for some audio?

The client’s AV system is usually a significant investment. Very much like the building detail, the visitor flow and the ergonomics of the space, it needs to be planned and planned with care. We want to help the client to get the best possible ROI, making sure that their AV system is what they want it to be. These posts intend to explain some of the options, the pitfalls, and a way to give our clients the very best we can.

This post talks about some options for the design of the next generation of AV systems and is intended for owners and architects, as well as museum and visitor center designers. If your designs involve venues or buildings that have AV in them, this is for you!

The reason that we’re talking about ‘the design’ is that with the cost of the AV system and the importance of properly and reliably providing the active part of the experience to your visitors and guests, considerable thought on it’s implementation is essential to optimize the client’s investment. There are differences in the approach one would take for permanent versus temporary, including trade shows, types of installations. Even then it’s worth going through the check list to ensure that essentials are part of the design and don’t just “hopefully happen” during the implementation phase. AV systems have a great habit of not just happening and you’ll save money, time, and trouble by including “AV Design” as part of your early efforts towards a new museum, gallery, board room, visitor center, trade show and anything else that includes AV.

These notes don’t pretend to be the final word on the subject. The intent really is just to make sure that more thought goes into looking after this part of the client investment. We’d hope to see RFPs that specify which type of system the client wants, and what options should be included.

In the AV world, there are two fundamental ways to implement a system. The first method, known as “Distributed Systems”, is a simpler way to implement AV. Computers and other equipment are co-located with individual exhibits. You end up with a computer or video replay device at every monitor with equipment distributed throughout the space. Note, that this still needs to be designed and space allocation as well as cooling, maintenance access, and power management is the very minimum that needs to be taken care of. The second method, known as “Centralized Systems”, allocates one ore more control rooms and houses most of the source and control equipment in equipment racks in these rooms.

Some systems have a bit of both. One example is where the main video and audio source equipment is co-located with the exhibits, but there is a control space where there is a network switch and other facilities to tie the various distributed systems together. Another example would be where computers for interactive exhibits are mounted in a rack, but where some of the simpler solid state video replay devices might be co-located with the monitors to reduce infra-structure requirements.

We’ll talk about Distributed Systems here, and we’ll follow up with a similar set of notes about Centralized Systems later.

Distributed Systems are the lower cost option when it comes to initial procurement and installation, since there are no racks involved. The various signals do not need to be extended from a control room, which will also save on up-front costs. Fewer interconnecting long cables are required, which also is a way to save some money. There is still a lot of planning involved and in most cases, more effort will be required in making sure that the equipment is properly housed.

One of the snags of this approach is that in too many cases this method is chosen by default without a lot of deliberation going into what else is needed to turn a collection of electronics into a system or why having a coherent system is a better investment. The rule of measure twice, cut once comes to mind. Approaching the design with a mindset of “let’s put a monitor here”, without a lot of thought going into what else is needed to make that monitor run, usually results in a lot of expensive and disruptive corrective on-site work later. We have seen plenty of free-standing equipment that isn’t connected to anything else at all which creates isolated islands of hard-to-manage electronic equipment.

One positive about distributed systems is that when you’re installing them, they are simpler and quicker to install than distributed systems. With your computers and other media sources installed in easily accessible, well-cooled, and spacious areas hidden right by your monitors, projectors, and interactives, installing and testing software is very simple. Unfortunately, depending on your set up, access to these spaces may be difficult to get to. This may involve crawling all over the floor or trying to get into a crawlspace behind the exhibit, which often nullifies the advantage of having local equipment. If an exhibit ever fails, you have to be in the exhibit space to work on it; something that should be discouraged when there are visitors in the venue.

Cooling and dust are also a major issue. With the AV system equipment stuck in cabinets and cubby holes, it is imperative that they are properly cooled. This is something that tends to be a forgotten problem causing significant overheating of equipment and early failures. We also find that cleaning tends to be forgotten sooner rather than later, which also contributes to equipment failure. You can find another post here where we talk about optimal cooling methods.

Power management is also an important aspect of AV systems. While not essential, AV equipment should be turned off when not in use. This helps extend the life of your equipment, lowers electric bills, and reduces the fire risk of running a lot of electronic equipment after hours. The reality is that when you have multiple staff that turns the systems on and off it’s easy for things to be forgotten. The computer, monitor and other equipment is left on, sitting there wasting away.

One final thought. Networking all of the exhibits wherever possible is a good idea. Your AV company should incorporate a remote access facility so that they can help you look after the equipment once they are done with the installation and commissioning.

We’ll talk about Centralized Systems next.