The Hidden Pitfalls of AV Subcontracting and Howto Overcome Them

1. Customer Network & IT Security Delays

56 out of 145 projects (39%) had delays or issues related to network access.
Whether it’s a simple screen-sharing setup or a complex system integration, we rely on access to the client’s network, and
that often becomes a bottleneck.

Why it happens:

• IT teams are brought in too late.
  
• Security protocols take time, paperwork, and approvals.
• Network readiness is sometimes assumed, not confirmed.

What we do now:

• We engage the client’s IT department during pre-install planning.
• We actively provide MAC addresses for device whitelisting and assign static IPs when necessary to support
  integration.
• We include a network readiness checklist as part of our project kickoff process.

Takeaway: AV no longer lives in a silo, IT is part of every deployment. We treat them as partners, not an afterthought.

 

---

 

2. Incomplete or Outdated Documentation

 

36 out of 145 projects (25%) had inaccurate or insufficient documentation.
You can’t install what you can’t verify.
Missing specs, unconfirmed equipment, and outdated floorplans often lead to costly surprises on site.

Common scenarios:

• Wall types don’t match architectural drawings.
• Equipment lists differ from what was delivered.
• The latest install guide never reached the field team.

What we changed:

• We implemented a pre-deployment documentation validation step, where we cross-check all drawings, BoMs, and
  instructions from the client.
• We collaborate with integrators and PMs to understand the real conditions on site, not just what’s on paper.
• For complex projects, we include a site readiness photo checklist when the situation calls for it.

Takeaway: Good documentation prevents waste. Field teams need the latest, not just the approved version.

 

---

 

3. Site Access & Onsite Logistics

 

45 out of 145 projects (31%) experienced site access issues.
It sounds basic, but it’s often overlooked:
If our crew can’t get into the building, they can’t do the work.

Where it breaks down:

• Missing credentials or badges.
• Security staff wasn’t informed.
• Delivery times don’t match our work schedule.

How we prevent it:

• We request all access details before mobilizing technicians.
• We use detailed intake forms to collect codes, security forms, and building rules.
• On some of the more complex projects, we perform a site walk (in person or virtual) to assess conditions before
  execution, only when needed.

Takeaway: Smooth installs start with seamless entry. Clear coordination with client-side teams is essential.

 

---

 

 What does this tell us?

The biggest challenges AV subcontractors face aren’t always technical, they’re about alignment.
Alignment with IT.
Alignment with logistics.
Alignment with documentation.
And when we get that right, projects flow.

 

---

 

 Final Thought

If you’re an AV integrator or project manager, let this serve as a friendly reminder: the best time to think about these issues is
before deployment.
And if you’re working with subcontractors like us, know that we’re actively investing in better systems, clearer
communication, and early collaboration.
Got field lessons of your own? We’d love to exchange insights.