Customizing Your Audio-Visual Setup: Tips and Tricks for Ontario Businesses

Customizing your Audio Visual equipment setup in Ontario is easy with the help of Century AV, serving Toronto and Ontario clients for 25 years.

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In today’s fast-paced corporate landscape, the phrase “Time is Money” has never been more relevant. But let’s be honest; how much of that precious time—and, by extension, money—have you lost struggling with glitchy teleconferences or outdated digital displays? Imagine sitting in a boardroom, all set for a crucial international teleconference, only to face last-minute audio-visual hiccups. Frustrating, isn’t it?

These issues aren’t merely an inconvenience; it’s a hit to your productivity and, consequently, your bottom line. That’s why Ontario businesses are realizing the indispensable value of a seamlessly integrated, reliable, and future-proof audio-visual (AV) system.

If you’ve ever wondered how to overcome these challenges, you’re in the right place. This article aims to be your comprehensive guide to customizing your AV setup to perfection. We’ll delve into the crucial components you should never compromise on, the customization process that will set you apart, and how to ensure you’re supported long after that initial sales invoice is forgotten.

In today’s world, technology advances at breakneck speed, ensuring you’re not left behind. Read on to gain actionable insights on enhancing your corporate communications, security, and overall operational efficiency with a tailored AV system that stands the test of time.

The Rise of Modern AV Needs

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Gone are the days when a simple projector and a conference phone would suffice for your boardroom. With remote work becoming more prevalent and the growing need for real-time data access, the demands on corporate AV systems have surged to unprecedented heights. 

Don’t settle for an AV setup stuck in the past; your business deserves better, and your personnel and clients deserve more. Adopting advanced, integrated AV systems that can keep pace with rapid technological changes is crucial.

Not all AV needs are created equal. Perhaps your boardroom requires a top-of-the-line teleconferencing setup, while your marketing department is keen on utilizing dynamic digital signage. From interactive digital maps guiding visitors in your expansive corporate building to state-of-the-art CCTV systems that keep your premises secure—each application calls for tailored solutions. Adopt a customized approach to ensure your AV setup aligns perfectly with your unique operational needs.

The consequences of neglecting your AV requirements are far from trivial. Poor audio quality during an investor call can doubt your company’s professionalism. A malfunctioning digital display in a marketing presentation can cause lost sales and decreased brand credibility. If we quantify these in terms of revenue lost and the time spent troubleshooting, you’ll find that cutting corners on your AV system is a costly mistake you can’t afford to make.

According to, a study that Barco completed showed that 87% of the 1,000 people questioned said that they found failing equipment in a presentation to be a source of stress. The study examined individuals in France, Germany, The United Kingdom, and The United States who said they frequented, whether presenting or attending, meetings at work.

Essential Components for an Effective AV Setup

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  • Teleconferencing Equipment
  • A seamless teleconferencing experience begins with the proper set of tools. Invest in high-definition cameras that offer a broad field of view to accommodate all participants. Don’t skimp on audio; a quality microphone with noise-cancellation features can be a game-changer for clear communications. And remember, connectivity is critical—ensure your setup supports high-speed, stable internet for smooth video and audio streaming.
  • Digital Signage and Interactive Boards
  • When it comes to digital displays, one size does not fit all. Customization is crucial, from selecting the appropriate screen size to ensuring software compatibility. Opt for displays with high resolution and adaptable aspect ratios to maintain the integrity of your digital content. Focus on touchscreen capabilities and responsiveness if your business employs interactive digital maps or menu boards.
  • Security Measures
  • Security is more than just an afterthought; it’s an essential aspect of your overall AV strategy. Integrate a CCTV system that offers both coverage and clarity. Don’t just settle for grainy, black-and-white footage—invest in high-definition color cameras for better identification and accountability. Also, consider public address systems that can be triggered manually or automatically during emergencies. These systems should be easily accessible but protected against unauthorized use.
  • What You See And What You Don’t See Matters
  • There are a few more aspects to choosing equipment and components that are essential for your needs. We could list off all kinds of technology, but at the end of the day, the equipment is dictated by your requirements. However, there are other things to consider.
  • Networking & Cabling
  • You would be surprised at how many people forget networking and cabling. Typically, people (almost instinctively) consider the power source for a piece of equipment, but they tend to forget the cabling and networking of intelligent equipment. These are the ‘hidden’ aspects of presentation and communication equipment that are often neglected. However, a system is only as fast as its weakest link, or its smallest bottleneck. So, ensuring you understand your equipment’s needs and desirable setup is advised. 
  • If you’re unsure how to run cabling or conduit (or what types you need for optimal performance), get in touch with one of our specialists at Century Audio Visual. We’re here to help.
  • Equipment Compatibility
  • Compatible equipment is required for a successful setup. It would be best if you didn’t try to patch technology together, especially when there are known compatibility issues. 
  • Designing the right system for your organization’s needs is crucial. Equipment compatibility is critical with the demand for clear and clean video sharing and conferencing. 
  • Do you think video conferencing won’t stick around? Think again. Drop Desk says roughly 11,000,000 video conference calls are logged daily, only in the United States.

The Customization Process

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Needs Assessment

Your needs assessment will determine the process of obtaining, installing, and using audio-visual equipment. You start by listing all the ‘things’ you want your system to do or enable your team to do. For example, you could write a list such as the following example assessment used for a combination boardroom/conference room:

Example Process for a Needs Assessment for Boardroom and Conference AV Setup

Boardroom Size and Layout

  • Determine the dimensions and seating capacity of the boardroom.
  • Assess the availability of wall space for displays or projection screens.

Teleconferencing Requirements

  • Enumerate the commonly used teleconferencing platforms (e.g., Zoom, Microsoft Teams).
  • Establish the typical number of remote participants for video conferences.

Display Needs

  • Identify the most frequently made presentations (PowerPoint, video streaming, data visualization).
  • Determine the optimal screen size and resolution for clarity and engagement. If a large screen area is a vital requirement, consider projection technology.

Audio Essentials

  • Assess the room’s acoustics, including any potential interference or echo.
  • Decide on the type of microphones needed: lapel, tabletop, or ceiling-mounted.

Connectivity and Compatibility

  • Verify the availability and strength of Wi-Fi or Ethernet connections in the boardroom. If these systems are unavailable, consider installing them.
  • Confirm compatibility requirements for integrating with existing software or hardware platforms.

Security Measures

  • Evaluate the need for a CCTV system within the boardroom for added security.
  • Decide on secure access methods to control the AV system (e.g., fingerprint, passcode).

User Experience

  • Determine ease-of-use requirements, such as remote controls or voice-activated systems. Does anyone on your team require unique accessibility options (for those hard of hearing, color blind, or other accessibility challenges)? It’s always good to consider the needs and feelings of others.
  • Consider special features like screen sharing, annotation capabilities, or multi-screen setups.

Budget Constraints

  • Establish a budget range for the AV system.
  • Prioritize features based on necessity versus nice-to-have.

Vendor Support

  • Investigate the post-installation support and maintenance offered by potential vendors. In our experience, many vendors only want the initial sale and leave you high and dry when something goes awry. That’s one of the shining points of Century AV. We believe in solid client support – that’s why we’ve led the industry for over 25 years.
  • Check for warranties or service contracts that may accompany hardware purchases.

Energy Efficiency

Vendor Selection

Selecting a vendor who supports you with the latest equipment is essential. However, it loses its value the moment you need support and your vendor is unavailable – that’s all too familiar for many organizations in Ontario. 

Ensuring that you choose a vendor with a longstanding presence in your community and province is essential to maintain your organization’s investment to ensure your AV needs are met or exceeded. Read reviews, ask questions, and don’t hold back – ask any questions you need to understand what would work best for you. If you find a vendor that doesn’t want to give you the time, don’t give them your investment. Instead, call the professionals at Century AV. We’re based in Mississauga and serve organizations across the province and beyond. Contact us today for more information.

Installation and Testing

I can’t tell you how many times we’ve fixed poor installations. Whether it’s internally sourced and set up or a past vendor, we’ve seen it all – and we know the value of a sound, clean installation.

Installation of components and cabling such as power, audio, video, ethernet, or other communications cables is critical to avoid damage, disruption, interference, and, in some worst-case scenarios, potential fires or short circuits.

We strongly recommend that you and your team trust only professionals like our technicians at Century Audio Visual. We’ve been in the business for a long time, and our technicians are top-shelf, providing the professional installation you want and need.

Further to the point of a good installation is testing a new system. System testing is crucial to set initial levels and ensure all components function as expected. Furthermore, a technician will know if there’s an issue and how to solve it, so a technician who can support the equipment is critical to a successful setup.

After-Sale Support: The Century AV Difference

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As mentioned, I’ve contrasted the typical vendor relationships with Century AV’s long-term support commitment to our clients. We take great pride in providing our clients with post-installation support, but it doesn’t stop there. 

At Century AV, we consistently offer strategic technical support to our clients. Whether you’re a client we’ve known for years or new to our services, it won’t be long before you see and hear the Century AV difference for yourself.

The Underrated Importance of Post-Installation Support

Immediate Response Isn’t Just Convenient, It’s Critical

When you’re in a time-sensitive business environment, the last thing you need is to be put on hold or ignored by your AV provider. Each minute lost to technical glitches is a minute you can’t afford to waste. With Century AV, you can count on prompt and efficient customer support to address any issues or questions, ensuring your operations run smoothly, day in and day out.

Long-Term Partnership Over One-Off Sales

Many vendors are focused solely on closing the deal, but what about the day after or even a year later? Your enterprise needs a partner who’s in it for the long haul. Century AV prides itself on offering sustained support long after the initial installation, allowing you to focus on what you do best—running your business.

On-Site Maintenance and Remote Troubleshooting

An ideal post-installation support strategy should encompass both proactive and reactive measures. Century AV’s services don’t just end with setting up your equipment; they also offer on-site maintenance checks and remote troubleshooting. This dual approach ensures that small issues are nipped in the bud before they escalate into major problems.

Vendor Accountability and Reliability

It’s common to hear stories about AV vendors leaving companies high and dry, especially when technical issues arise post-installation. This lack of accountability can result in decreased productivity and unnecessary stress. With Century AV, you gain a reliable partner committed to standing behind your work so you never feel stranded or unsupported.

Customized Support Plans

Every enterprise has unique needs, and one-size-fits-all support plans rarely cut it. Century AV understands this and offers customizable post-installation support packages tailored to your specific operational requirements. Whether it’s regular system checks, software updates, or emergency interventions, you can choose the services that best suit your needs.

Final Thoughts On Customizing Your AV Setup

To wrap up this extensive guide, let’s revisit the critical elements for a successful audio-visual setup:

  • Networking & Cabling: Don’t overlook this ‘hidden’ aspect. Your system is only as good as its weakest link.
  • Equipment Compatibility: Choose compatible technologies to avoid hitches down the line.
  • Needs Assessment: Craft a comprehensive list that tackles everything from boardroom size to user experience.
  • Vendor Selection: Opt for a vendor offering modern equipment and long-term support.
  • Installation and Testing: Place your trust in seasoned professionals for a setup that stands the test of time.

Customizing your AV system should cater to your unique needs, and having long-term support is not just a luxury—it’s a necessity. With technology constantly evolving, the reliability and adaptability of your system will be crucial. Ensure your vendor isn’t just interested in a one-off sale but is committed to a long-term partnership, keeping your operations running smoothly.

Where To Go From Here

Ready to build an audio-visual system that meets and exceeds your expectations? Consult Century AV for a comprehensive, long-term solution tailored to your business needs. We offer everything from initial planning and installation to long-term support. Take the next step in elevating your enterprise’s communication and presentation capabilities. Contact us today for more information.

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