Engagement of Organisational AV Staff

Since the project will almost certainly have to fit within the organisation’s existing AV infrastructure, the AETM highly recommends that the organisation’s audiovisual services staff be involved in the process from the very beginning, at the concept design phase.

Often the organisation’s AV staff have years of practical experience specific to educational technology in that organisation and the physical spaces involved, hence are an invaluable resource to the project. Long after the project team has forgotten about the project, the AV staff will be supporting what was built, so they are in every sense a stakeholder.

Project Initiation

In addition to the AV designer, the organisation’s AV staff should be involved in briefings during the project definition and development phase. AV solutions in modern learning spaces have changed dramatically in recent years and AV presentation and communications technology for meeting spaces is often a critical facility for research collaboration. The knowledge that academic staff have of presentation and communications technology is often based on what they have had in the past. The AV staff can use their experience of modern educational technology and the organisation to assist clients and project staff to identify affordable technology options that best fit the current and future educational needs

To allow the organisation’s AV staff to participate effectively they should be advised in writing of the proposed:

  • critical dates and milestones

  • high level project brief

  • initial space planning documentation

  • project stakeholders

  • external consultants

In preparation of budgets, the existing audiovisual infrastructure and the level of support required from university AV staff must be taken into account.

Where a project proposes a modification of any existing audiovisual facilities or where building works will affect existing systems, the project manager must advise the organisation’s audiovisual services management in writing at the project definition stage.

Consultation

Consultation with the organisation’s AV staff is essential for any project where the proposed functionality of the space requires audiovisual technology.

In particular, AV staff must be must be given adequate notice of the proposed key milestones to:

  • Allow for the preparation of AV specifications; or (where an external consultant is involved)

  • Allow for the review of such specifications prior to issue

One calendar month should be regarded as the minimum notification period for the posting of tender documentation.

The organisation’s audiovisual services staff must be consulted to:

  • specify brands and models of certain equipment to ensure commonality and ease of fleet maintenance

  • specify access requirements to equipment, housings and cabling to ensure maintainability and safe working conditions

  • specify electrical interconnection standards to ensure compatibility with portable or user supplied equipment

Communication

The organisation’s AV project team must be informed of all project related site meeting schedules and consultant meetings where appropriate.

Specific documentation for each project to be forwarded includes, but is not limited to:

  • system schematics

  • floor plans

  • elevations

  • reflected ceiling drawings

  • audiovisual, lighting and acoustics consultants reports

  • electrical drawings

  • works schedule

  • list of relevant sub-contractors

Note that all drawings should be supplied in electronic format for mark-up.

Approvals

Supply of Samples for Approval

Components detailed in AV specifications supplied either by organisation’s AV staff or as part of approved tender documentation provided by consultants cannot be substituted without the express written consent of the organisation.

Where non-standard components are specified, sub-contractors must produce samples for inspection by a representative of an organisation’s AV staff. This particularly applies to those components that form the infrastructure of the installation including cables, connectors, conduit, cable trays, ducting and mounting brackets.

The AV designer may request samples throughout the design process to ensure they are fit for purpose, and this should be verified by AV support staff where appropriate.

Final Positioning

Unless specifically noted, drawings contained in AV specifications prepared by the organisation’s AV staff that show installed positions are indicative only. Final positions for installed components must be approved on-site by the appropriate university AV manager or their delegate.

User Acceptance Testing

The organisation’s AV staff will inspect the installation to confirm that it complies with the tender specification.

Documentation Responsibilities

Project Brief Development

The organisation’s AV staff will be available to assist with the project brief development and should be involved in the first round of consultation.

Where early engagement with head contractors are to take place, the current version of the organisation’s specific AV standards should be provided and referenced.

Tender Documentation

Tender documentation should be produced by the organisation’s AV staff or by an internally engaged AV consultant, at their discretion. Where an AV consultant is engaged externally, they must engage with the internal AV project team. All tender documentation should comply with and include the current version of the organisation’s specific AV standards.

As-Built Drawings

Copies of all shop drawings and as-built drawings are to be provided to the organisation’s AV staff at practical completion.

A suitably protected set of documentation should be provided on site, preferably located in a holder located in the equipment rack. All drawings are to comply with the organisation’s drawing standards or with the respective ANSI standard.

Project Templates and Downloads

The AETM welcomes members to share their templates as a guide for key documents and products that other member organisation may use in AV project. These documents are provided as a guideline only.

Please email these documents to the AETM in a downloadable format.