Audio visual maintenance contracts are a very effective way of keeping your audio visual equipment operational. How many times have speakers or trainers started their meetings only to find that the image on a projector is very dim, or the interactive whiteboard wont connect to their laptop? Its more common than need be and a simple, proactive AV maintenance service can prevent issues before they arise.
Start by carrying out an audit of your audio visual equipment and systems. This is helpful for your own records but is essential information for any audio visual maintenance companies. It will enable them to provide an accurate cost for the maintenance of the equipment. Secondly, decide which equipment you want covered by any audio visual maintenance provision. This is important to keep costs down. It may not be cost effective to include legacy equipment such as VCRs or overhead projectors in the maintenance contract. Perhaps they dont get used? Its also likely that a one off repair of an old VCR far exceeds its value too. Ask yourself a simple question; does anyone use that equipment any more?
Once the list of audio visual equipment has been compiled, gather several quotes. It may be that some audio visual companies can maintain some equipment but not all. This is perhaps more of an issue if you have AV control systems. For example, not every audio visual installation company can maintain a Control4 AV control system. Its always best to look at vendors websites and find an accredited maintenance contractor. One point to be aware off though is that in the current economic climate, some AV control systems have been discontinued. Perhaps the best example of this is the Philips Pronto AV control system. This was discontinued some time ago and finding companies that can maintain a Philips Pronto system is becoming increasingly difficult.
Its always tempting to reduce the number of maintenance visits to cut the cost of an audio visual maintenance agreement. This often backfires. If your AV equipment is older and less reliable, you may end up paying for frequent call outs which will eventually push the cost of the agreement far higher than you have budgeted for. Limit expensive callouts by asking for at least 3 preventative maintenance visits throughout the year. Always ask what these visit will include too. Just looking at a piece of equipment wont make it last any longer. The AV maintenance engineer should disconnect everything, reconnect and carry out thorough tests. They should also provide a breakdown of the work done and any impending equipment replacements.
Once you find a reliable audio visual maintenance company (http://www.cts-networks.co.uk/audio-visual-maintenance), you will also have access to the kind of expertise which will prove useful when it becomes more cost effective to upgrade your audio visual equipment. Manage your audio visual maintenance to ensure that you get, not only, the best service from your equipment but also the best possible service from your maintenance service provider.