How IT teams can confidently manage AV systems without the stress, guesswork, or on-the-job trial by fire.
Modern buildings run on technology—and the IT department is the backbone of that technology. But as conference rooms, digital signage networks, hybrid meeting solutions, lecture halls, and event spaces multiply, one trend keeps accelerating:
👉 IT teams are now responsible for AV systems… even though IT training rarely includes AV.
And the result is predictable:
Tickets increase
Meeting failures spike
Rooms get “mysteriously” unreliable
IT staff lose time on reactive support
But none of this is the IT team's fault.
It’s what happens when two very different technology worlds collide:
This guide gives Facility Directors of Technology a clear, practical foundation for understanding and managing AV—without having to become an AV engineer.
You’ll also get 10 essential checklists to help you take control of your systems immediately.
Before you can manage AV effectively, you need a baseline understanding of what you actually have.
Unlike IT hardware—where assets are standardized, labeled, and easy to track—AV systems are often a patchwork of upgrades, additions, and “mystery components” installed throughout the years.
Inconsistent documentation (or none at all)
Unknown system age—some rooms run on 15-year-old switchers
Loose ends in the system topology from past contractors
No clear chain of responsibility for rooms or equipment
Custom-programmed control processors with no version control
Gear that is technically working but no longer supported
A proper baseline reduces support time, improves decision-making, and sets the foundation for lifecycle planning.
▢ List all installed AV systems
▢ Document age and condition
▢ Identify unsupported or obsolete gear
▢ Note system topology & signal flow
▢ Capture photos of every equipment location
▢ Document points of failure
▢ Determine what control systems are running and who programmed them
▢ Identify rooms with inconsistent hardware (highest cause of user confusion)
Reactive AV support drains IT time.
Just one bad HDMI cable or clogged projector filter can take down a full executive briefing.
AV breaks differently than IT gear—heat, dust, connectors, moving parts, and user interactions create failure points that aren't obvious until systems fail mid-meeting.
Preventative maintenance reduces:
Meeting delays
Help desk volume
Emergency rentals
System downtime
Costly last-minute vendor calls
▢ Check projector/LED display health
▢ Test audio sources & microphones
▢ Verify DSP and amplifier settings
▢ Inspect cabling for wear
▢ Power-cycle devices that require it
▢ Validate control system functionality
▢ Review event logs for errors
▢ Test network switches supporting AV-over-IP
▢ Confirm USB extension and camera performance
▢ Ensure firmware versions are up to date
Most IT budgets don’t account for AV equipment lifecycles, consumables, or the unique wear components built into AV systems.
AV systems include:
Lamps, lasers, DLP/LED components
Microphones, wireless transmitters, and batteries
Amplifiers & DSPs
Control processors and touch panels
Cables, extenders, and adapters
Mounting hardware and installation labor
Projectors may require annual filter replacement
Batteries for wireless mics must be budgeted monthly
Touch panels have finite lifespans
Firmware updates often require contracted labor
▢ Add preventative maintenance line items
▢ Include calibration and tuning
▢ Plan for replacements (3–7 year cycles)
▢ Allocate for emergency rentals
▢ Track aging hardware
▢ Budget for training users and staff
▢ Include annual AV system health assessments
AV consistency is crucial.
When every room works differently or every tech handles an issue their own way, the support load skyrockets.
Streamline support
Reduce user errors
Shorten training time for new IT staff
Improve meeting reliability
Enable predictable room behavior
▢ Power-up / power-down procedures
▢ Room reset procedures
▢ Meeting support workflow
▢ Troubleshooting steps
▢ Escalation path
▢ Event-day checklist
▢ Who maintains room scheduling panels
▢ Clear standards for cable labeling and storage
AV equipment has a habit of “walking.”
Adapters disappear, microphones migrate, cameras get swapped, and firmware versions drift across rooms.
Rooms are used by many departments
Gear gets reallocated without notice
AV doesn’t have as rigid asset tracking as IT
Multiple vendors may have installed equipment over the years
▢ Tag every device
▢ Track location changes
▢ Document loaned equipment
▢ Track firmware versions
▢ Log all repairs
▢ Record serial numbers and warranty info
▢ Document which rooms have unique configurations
AV systems age out.
And unlike purely digital IT hardware, AV gear often deteriorates slowly: dimming displays, degrading audio quality, intermittent connectors, or laggy control processors.
Forecasting prevents:
Unexpected failures
Rush purchases
Costly short-term rentals
Meeting disruptions
▢ Identify frequently failing components
▢ Track room usage patterns
▢ Monitor which gear is aging out
▢ Plan for seasonality (events, conferences)
▢ Track display brightness levels
▢ Identify rooms requiring standardization
AV support becomes more effective when you understand behavior patterns, not just hardware specs.
Which rooms need hardware upgrades
Which rooms generate the most tickets
When user training is required
Which systems fail only at peak load
▢ Track peak times
▢ Note high-demand spaces
▢ Flag recurring pain points
▢ Document user feedback patterns
▢ Identify rooms frequently used for high-stakes meetings
▢ Monitor which features users struggle with most (BYOD, USB, cameras, etc.)
Many AV expenses are avoidable with better planning.
Emergency rentals
Inconsistent equipment across rooms
Lack of maintenance
Unnecessary quick-fix purchases
Duplicate hardware orders
Misconfigured systems that reduce lifespan
▢ Compare rental vs upgrade costs
▢ Standardize room configurations
▢ Maintain spare kits
▢ Prevent duplicate purchases
▢ Create a single source of truth for AV documentation
▢ Use data-driven decisions to decommission or repurpose equipment
Your team can support AV—they just need the right foundation.
AV isn’t taught in traditional IT programs, but the crossover skills are closer than you might think.
Signal flow
Microphone types
USB extension and camera behavior
Control system logic
Basic audio gain structure
How projectors and LED displays differ
▢ Basic signal flow
▢ Microphone types & use
▢ Control system basics
▢ Room support procedures
▢ Equipment scheduling
▢ Troubleshooting fundamentals
▢ AV-over-IP foundations
▢ Camera framing & video call optimization
▢ Basic gain structure adjustment & impact of room acoustics
Spreadsheets, emails, and shared drives simply don’t scale for modern AV operations.
Keeps track of every device
Enforces preventive maintenance workflows
Centralizes documentation
Tracks room usage
Simplifies event support
Provides reporting for budget decisions
Helps standardize across facilities
▢ Inventory tracking
▢ Preventative maintenance workflows
▢ Room profiles
▢ Event support tools
▢ Documentation storage
▢ Lifecycle and replacement planning
▢ Reporting & analytics
▢ User-friendly interface for non-AV experts
IT pros are already overloaded.
AV shouldn’t add more stress.
AVaStar gives Facility Directors of Technology the processes, training, and tools to support AV operations confidently—without needing years of AV experience.
Running AV without structure is a liability.
Grab this printable one-page, high-impact checklist:
📥 The AV Stewardship Checklist: 10 Essentials Every Facility Director Should Have Covered
This quick-reference tool helps you:
✔️ Get immediate clarity on your AV systems
✔️ Spot gaps in your current AV operations
✔️ Implement smarter AV practices today — no guesswork
Use it to baseline your systems, prevent failures, cut waste, and run AV like IT.
👉 Download the checklist now and take control of your AV responsibilities in under 5 minutes.
👉 Visit AVaStar.io to learn how our platform helps IT teams to simplify AV management, reduce costs, and demonstrate responsible ownership.