Transparent pricing, real budgets, and what affects your investment
"How much does this cost?" is the first question every client asks—and the one vendors often dodge. After 22 years integrating AV systems for Fortune 500 companies, law firms, and Colorado institutions, we're giving you real numbers.
The answer depends on what you're building, but here's what you actually need to know: most conference rooms cost between $15,000 and $35,000. Not $5,000 (that's an installer with a TV mount). Not $100,000 (unless you're building a boardroom or command center).
Typical ranges for professional AV integration in Colorado
8-12 person meeting space
20-40 person training space
C-suite presentation room
A 10-person conference room needs one display and basic audio. A 40-person training room needs multiple displays, ceiling microphones, and more complex audio distribution. Square footage matters less than how people use the space.
Example: Adding a second display to show content + video simultaneously: +$3,000-$5,000
You get what you pay for. Consumer equipment (Amazon, Best Buy) breaks within 2 years. Commercial-grade systems (Crestron, Lutron, QSC) last 7-10 years with 99.8% uptime.
Brand comparison:
Do users walk in and press one button to start? Or do they call IT every meeting? True integration costs more upfront but saves thousands in support costs annually.
Cost difference: Basic setup: $18k | One-touch automation: $25k | Full Crestron ecosystem: $35k+
Audio is where most DIY systems fail. You need echo cancellation, noise reduction, and proper microphone coverage. Cutting corners here means people can't hear—defeating the purpose of the room.
Audio investment:
Zoom, Teams, and WebEx all have different hardware requirements. A certified Zoom Room (with automatic camera framing and one-touch join) costs more than a laptop + webcam—but actually works.
Certified systems: Zoom Rooms: $8k-$15k | Microsoft Teams Rooms: $10k-$18k | Cisco Webex: $12k-$20k
Is it new construction or retrofit? Are cables accessible or do we need conduit through finished walls? Can we mount equipment in a nearby rack or does everything need to fit in a credenza? Installation labor can be 30-40% of project cost.
Labor differences: New construction (pre-wire access): 20-25% of budget | Retrofit (finished space): 35-40% of budget
Modern AV runs on your network. If your switches can't handle 4K video or your WiFi drops during calls, the AV system will fail. Budget $2,000-$5,000 for network upgrades if needed.
Conference tables with pop-up panels, hidden cable management, and integrated power aren't standard. If you want a clean, professional look, add $3,000-$8,000 for custom furniture work.
Someone has to program the system, test every scenario, and train your staff. This takes 2-5 days and is included in our pricing—but some vendors charge extra. Expect $3,000-$10,000 if not included.
Commercial systems need monitoring, firmware updates, and occasional repairs. Annual service plans run $2,000-$5,000 per room but prevent costly downtime. View our service plans →
Zoom Rooms, Teams Rooms, and control system licenses are recurring costs. Budget $500-$1,500 per room annually for software licensing.
Short answer: Yes. Most organizations see ROI within 12-18 months.
The cost of NOT having professional AV is higher than the investment. When meetings start late, IT spends hours troubleshooting, or clients see technical failures during pitches, you're losing money every day.
If 25 attorneys waste 8 minutes per meeting troubleshooting AV, that's 173 billable hours lost per year. At $350/hour, that's $60,550 in lost revenue annually.
→ System pays for itself in 6 months. Calculate your specific ROI →
IT teams spend 15-30% of time on AV troubleshooting. With proper automation, that drops to near zero. Savings: $15,000-$40,000 annually in IT labor.
Research shows meetings with technical issues run 12-15 minutes longer. For organizations with 500+ meetings/year, professional AV saves 125+ hours annually.
Hard to quantify, but when you're pitching a $500k deal and your video system crashes, you've lost credibility. Professional systems signal competence.
Outdated, frustrating technology drives talent to competitors. Modern workplaces attract and retain employees. Replacing one mid-level employee costs $30,000-$50,000.
Here's exactly where the money goes for a typical 12-person conference room:
Not included: Network infrastructure upgrades, furniture modifications, electrical work beyond standard outlets. These are project-specific and quoted separately.
Red flag if it's extra. Programming should be part of the quote—it's what makes the system work.
"We'll get to it next week" isn't acceptable for mission-critical systems. You need 4-8 hour response for commercial environments.
If they've done law firms, they should show law firm references. If they've done training rooms, ask to visit one.
Conference rooms: 3-6 weeks from order to completion. Boardrooms: 8-12 weeks. Faster means corners are being cut.
Reactive support costs more long-term. Proactive monitoring and preventive maintenance prevent emergencies.
Get a transparent, detailed quote—no surprises, no hidden fees.