Integrator vs. Tender vs. In-House: Who Should Handle the AV Component of Your Church Renovation?

When planning a church renovation, one of the most crucial components is the audiovisual (AV) system. It supports everything from worship and sermons to live streaming and sound, making it vital to get right. The question is: Should you hire an AV integrator, include the AV work in the builder’s tender, or manage it in-house with volunteers? Each approach has advantages and challenges, so let’s break them down to help you make the best decision for your church.

1. Hiring an AV Integrator: Expertise and Tailored Solutions

An AV integrator specialises in designing, installing, and optimising complex audiovisual systems. They bring expertise in areas like sound, video, lighting, and live streaming technology, ensuring everything works seamlessly together.

Pros:

• Expertise: AV integrators offer high-level technical knowledge and experience in designing systems tailored to your church’s specific needs. They ensure that your AV setup is scalable and can handle future needs.
• Ministry Experience: Some AV integrators specialise in working with churches and are familiar with worship environments. They also design systems that match the technical capability of volunteer AV teams, which is crucial when volunteers, not professionals, will be operating the equipment. This keeps the system manageable for volunteers and reduces the likelihood of operational issues.
• Seamless Integration: The integrator handles all aspects of the system design, installation, testing, and training, involving your church’s AV team throughout the process to ensure they are comfortable with the setup.
• Long-Term Partnership: A good integrator doesn’t just install the system and leave; they see the installation as the start of a long-term relationship, offering ongoing support, upgrades, and troubleshooting as your church’s AV needs evolve.

Cons:

• Cost: Hiring an integrator is generally the most expensive option, but you’re paying for their expertise and the assurance of a well-designed system that will work smoothly from day one.
• Control: Some churches may feel they lose control when handing over a key aspect like AV to an external party. However, a good integrator with church experience will actively involve your volunteers, making them part of the decision-making process. When the integrator doesn’t have this experience, this can become a drawback, but when done well, it’s a benefit.

2. Going Through the Builder’s Tender: Streamlined but Risky

Some churches opt to include the AV system as part of the broader renovation handled by the general contractor. The contractor would then subcontract the AV work.

Pros:

• Time Savings: Having the AV system managed under the builder’s tender can save your staff and volunteers from managing another contractor. The general contractor coordinates the work with the other aspects of the renovation, streamlining the process.
• Streamlined Process: The general contractor oversees everything, so you have fewer contractors to deal with, making the project easier to manage.

Cons:

• Lack of Specialisation: General contractors often subcontract AV work to electricians, who may then subcontract to AV installers or split the AV and IT work between different contractors. This sub-subcontracting can lead to integration issues, as AV and IT systems that need to work together may not be properly coordinated.
• No Cost Savings: Including AV in the builder’s tender rarely results in savings. The general contractor and AV subcontractors both charge more to cover the cost of dealing with each other, leading to higher costs. However, this approach does save your church time in managing the project.
• Loss of Long-Term Support: You don’t get to choose an AV integrator who will be there for the long haul. A professional AV integrator sees the installation as the start of an ongoing relationship with your church, whereas a builder’s involvement typically ends when the keys are handed over (apart from warranty issues). This can leave your church without dedicated AV support.
• Variation Costs: If you identify any shortfalls in the AV design or decide to make changes during the build, the costs will likely increase due to the multi-level subcontracting structure. Each contractor adds their own markup, which can compound costs significantly.
• Post-Installation Support: If you need external help post-installation, they will be forced to work with someone else’s design, which can make troubleshooting and improving the system more difficult.

3. Managing the AV In-House: Budget-Friendly but Challenging

Some churches consider using their own AV team or volunteers to manage the AV system installation. If your church has knowledgeable AV volunteers, this can seem like an attractive option.

Pros:

• Cost Savings: Handling the AV work internally can save significantly on labour costs. You avoid paying external contractors and have more control over equipment purchases.
• Control: Your team maintains full control over the system design and installation, ensuring it perfectly matches your church’s vision and needs.
• Utilising Congregational Expertise: Many churches have members who work in AV or related fields, and these individuals can bring valuable knowledge and insights to the project. Their personal investment in the church often means they care more about getting the system right than an external contractor might.

Cons:

• Technical Complexity: Designing and installing an AV system is a highly technical task. Running cables, for example, is not a simple task; it requires the right tools, licenses, specialised training, and attention to safety standards. Without these, mistakes can be costly and potentially dangerous.
• Corporate vs. Ministry Mindset: Professionals who work primarily in corporate settings might struggle to adapt their experience to the unique needs of a ministry space. Corporate AV systems and church environments are quite different, and the corporate approach might not always translate well in a church context.
• Post-Installation Maintenance: Managing an AV system in-house requires ongoing commitment. If the key volunteer responsible for the system moves on, your church might face difficulties maintaining or upgrading the system without their expertise.

4. Collaboration Between Integrator and Volunteers: The Best of Both Worlds

Rather than viewing it as a split between the integrator and volunteers, many churches find success in a collaborative approach. This collaboration allows your internal AV team to work closely with an integrator, combining ministry insight with technical expertise.

Volunteers bring vital knowledge about how the church operates, ensuring that the system meets the congregation's needs. They can become "system champions," helping the rest of the team get up to speed and taking ownership of the system. This approach can be incredibly rewarding for volunteers, offering them opportunities to develop both technically and in leadership by managing the team through change.

The integrator provides the technical know-how, while volunteers contribute valuable insights about how the AV system should function in a ministry context. Together, they create a system that fits both the technical requirements and the unique needs of your church.

This collaboration allows volunteers to be part of the whole project, learning along the way, and positioning themselves to lead the team forward once the integrator’s work is complete. It can be a great opportunity for growth, both technically and in leadership.

Conclusion: Choosing the Right Approach for Your Church

Deciding who should handle the AV component of your church renovation depends on your church’s specific needs, the complexity of the AV system, and the expertise of your team.

• If your church needs a sophisticated AV system, hiring a dedicated AV integrator who understands ministry spaces is the best route. They’ll design a system appropriate for your volunteers and provide long-term support.
• If time and simplicity are your priority, and you’re already working with a general contractor, bundling the AV component into the builder’s tender may streamline the process, but be prepared for higher costs and potential integration issues.
• If you have a capable in-house AV team, managing the project internally may save on upfront costs. However, be cautious about the technical complexity and long-term maintenance.

The best solution for many churches is a collaborative approach where an AV integrator works closely with your volunteers. This allows you to leverage professional expertise while ensuring the system aligns with your ministry’s unique needs and empowers your volunteers to become champions of the AV system moving forward.