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

Performance and presentations systems almost always fall through the cracks. Why?

In my job, I 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. When the church 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.

I recently talked to a church that 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. I asked them about the type of technology they wanted to include in the new facility. After asking all the questions, I found that they are building a new sanctuary that 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.

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

I asked about their budget and was told they had $40,000 to $50,000 left in their building budget. With the national average for multimedia systems being 10 percent to 12 percent of the overall building budget, I gave him the best advice I could:  prioritize the systems

you want to implement and establish a budget for those individual systems and implement them in phases.

What Constitutes an A/V Firm?
This is a broad topic indeed. I actually prefer the term technology firm over A/V. A/V means audio and video. This 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.

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

When Is the Right Time?
The right time to hire a technology firm is 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 church time and money.

In the very beginning stages, 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
* How worship may change over the next 3, 5 and 10 years
* What type of special events are slated for the new space

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.

Van Sachs has 31 years of extensive work in the music and audio industry, including production, recording, writing, arranging, performance and management. For the last six years, he has been a part of Signature Sight and Sound, www.sssav.com, assisting the company in its mission to serve the church by providing the very best technical system designs, equipment and training.