When comparing quotes from different audiovisual companies, as with any professional service, it’s essential to look at price AND value. Here’s a structured approach to ensure you’re making the best decision.
Compare the scope of work
Ensure each quote includes similar equipment, services and specifications for a fair comparison. Look for a detailed breakdown of what’s included, such as
- hardware,
- software,
- installation,
- training
- and support.
Ask about additional costs (e.g., additional labor, taxes, shipping fees) not on the quote.
Evaluate the quality of the equipment being offer
Are they using reliable, high-quality brands or cheaper alternatives? Compare
- Warranty,
- Reputation
- Support
Ask if the equipment is new or refurbished. If refurbished, what steps were taken to make sure the equipment was in good condition?
Assess installation and integration costs
Does each AV consultant’s quote cover full installation and setup? Will they integrate the AV system with your existing IT infrastructure? Is there an added cost for that service?
Check if software licenses and compatibility with tools like Zoom or Microsoft Teams are included.
Look at support and maintenance services
Does the quote include post-installation support and training? What’s the warranty periodand does it cover both parts and labor? Is there an option for an ongoing maintenance contract?
Consider customization and scalability
Does the company offer custom solutions tailored to your needs?
Can the system be expanded in the future without major costs? Will they provide training to ensure your team can use the expanded system efficiently?
Evaluate the company’s reputation
Read customer reviews and check testimonials. Ask for references from businesses with similar AV needs—and call the references. Research their experience with projects of a similar scale.
Ask about their certifications and what their continuing education program for employees looks like. Midwest’s team members are continuously getting new certifications in different technologies, both via manufacturers and governing bodies.
Compare pricing and value
A lower price may mean compromised quality, while a higher price might include valuable extras. Weigh the long-term value (durability, support, upgrade options) against the initial cost.
Clarify the timeline and project management
- How long will it take to get the equipment in stock?
- How long will the audio video installation and setup take?
- Will there be a dedicated project manager to oversee implementation?
Before making your final decision
After reviewing these factors, choose the AV company that offers the best combination of
- quality,
- service
- and cost-effectiveness,
rather than just the cheapest option.
Test-drive their customer service
In your discussions, did they seem to listen to your needs, or just tell you what you should buy? Did they make an effort to understand your budget and offer creative solutions for meeting both your needs and your budget?
How a company treats you BEFORE the sale is a good indication of how they will treat you AFTER the sale.
Ask if they give back
You will hopefully be working with this company over the long-haul. You not only want them to be responsive when you call; you want to know if they care about anything beyond their bottom line.
Midwest Audio Visual supports international missionaries in El Salvador, Nigeria and Cambodia. Locally, we help The Exchange in Blanchester, Ohio, 93.3 and 93.7 radio, The Bible Project, Come and See (The Chosen) and Le Soup.
We are always glad to meet with people assessing their audio video needs and answer all their questions before making a formal proposal. Give us a call any time!