Before you send out a request for proposal, there’s important groundwork to do. Here’s how to set your AV project up for success from the very beginning.

Writing an AV RFP can feel overwhelming, especially if you’re not sure exactly what you need. Many organizations make the mistake of jumping straight into the RFP process without first taking the time to clearly define their goals, requirements, and expectations. The result? Proposals that don’t align with your vision, budgets that miss the mark, and projects that take longer than they should.

The good news is that a little preparation goes a long way. Before you write a single word of your RFP, taking the time to define your AV needs will save you time, money, and frustration down the road. Here’s how to do it.

1. Start with the “Why”

Before you think about technology, think about purpose. Ask yourself and your team: what problem are we trying to solve? What does success look like for this project?

Whether you’re upgrading an outdated conference room, building a new lecture hall, or modernizing a government facility, understanding the core goal of your project is the foundation everything else is built on. A clear “why” helps you communicate your vision to potential integrators and ensures everyone is working toward the same outcome.

Questions to ask:

• What is currently not working in our space?
• How is our team using the space today and how do we want them to use it in the future?
• What would a successful AV system look like in our day to day operations

2. Involve the Right Stakeholders Early

AV projects touch more departments than most people realize. IT, facilities, administration, and end users all have a stake in how a system is designed and implemented. Getting these groups involved early helps you capture a complete picture of your needs and avoids costly change orders later in the project.

Schedule a discovery meeting with key stakeholders before drafting your RFP. Encourage honest conversation about pain points, workflow needs, and technology comfort levels. The more input you gather upfront the more accurate and comprehensive your RFP will be.

Key stakeholders to include:

• IT department — network infrastructure, security requirements, platform compatibility
• Facilities team — room dimensions, power and cabling access, construction timelines
• End users — how they actually use the space day to day
• Leadership — budget authority and strategic priorities

3. Assess Your Current Technology

Understanding what you already have is just as important as knowing what you want. Before writing your RFP take a full inventory of your existing AV equipment, infrastructure, and systems. This gives potential integrators a clear starting point and helps you avoid paying to replace things that don’t need to be replaced.

Consider documenting:

• Existing displays, projectors, and screens
• Current audio equipment including microphones and speakers
• Control systems and room scheduling technology
• Network infrastructure and bandwidth capacity
• Any platforms you currently use such as Microsoft Teams, Zoom, or Webex

4. Define Your Spaces

Not every room has the same AV needs. A huddle room for four people requires a very different solution than a 300 seat auditorium or a government boardroom. For each space included in your project clearly document the following:

• Room dimensions and seating capacity
• Primary use — meetings, presentations, lectures, hybrid calls, public hearings
• Number of participants typically in the room vs. joining remotely
• Lighting conditions and acoustic challenges
• Any accessibility requirements such as hearing loops or captioning

The more detail you provide about each space the more accurate and tailored the proposals you receive will be.

5. Identify Your Must Haves vs. Nice to Haves

Every project has a budget and knowing the difference between what you absolutely need and what would simply be nice to have helps you stay within it. Create two lists for your project — one for non negotiable requirements and one for features you’d consider if the budget allows.

This also gives integrators flexibility to propose creative solutions and offer value engineering options that meet your core needs without unnecessary cost.

Must haves might include:

• A specific video conferencing platform integration
• ADA compliance requirements
• A minimum display size or resolution
• Compatibility with existing infrastructure

Nice to haves might include:

• Touchscreen control panels
• Room scheduling displays
• Advanced analytics or monitoring capabilities
• Upgraded speaker systems

6. Set a Realistic Budget Range

One of the most common mistakes in the RFP process is leaving budget out of the conversation entirely. While it may feel counterintuitive to share your budget upfront, doing so actually benefits you. It helps integrators propose solutions that are realistic and achievable rather than designing something far outside your means.

You don’t need to share an exact number but providing a range gives integrators the context they need to tailor their proposals appropriately. If you’re unsure what a realistic budget looks like for your project a qualified AV integrator can help you develop a budget estimate during an initial consultation — before the RFP process even begins.

7. Think About the Future

AV technology evolves quickly. The system you install today should be designed with tomorrow in mind. As you define your needs consider how your organization might grow or change over the next five to ten years and make sure your RFP reflects that.

Questions to consider:

• Will your team grow and require more capacity?
• Are you planning any facility expansions or renovations?
• Do you anticipate changes in how your team works — more hybrid, more remote?
• What technologies are on your radar that you may want to integrate later?

Building scalability into your requirements from the start protects your investment and prevents costly upgrades down the road.

8. Document Everything

Once you’ve worked through all of the above write it down. A well documented needs assessment becomes the backbone of a strong RFP. It gives potential integrators a clear and complete picture of your project and sets expectations from the very beginning.

Your documentation should include:

• Project goals and objectives
• Stakeholder input and requirements
• Space by space AV needs
• Existing technology inventory
• Budget range
• Timeline and key milestones
• Any compliance or security requirements

Defining your AV needs before writing an RFP isn’t just a best practice — it’s the difference between a project that goes smoothly and one that doesn’t. The more clarity you bring to the process upfront the better the proposals you’ll receive, the smoother the installation will go, and the happier your team will be with the end result.

At TPI we work with organizations across corporate, higher education, and government sectors to help them navigate every phase of the AV project process — from initial needs assessment all the way through installation and ongoing support. If you’re not sure where to start we’d love to help.

Contact us today and let’s make sure your next AV project starts on the right foot.