Why Your Year-End AV Budget Deserves More Than Holiday Planning

I love this time of year. It’s the change in the weather, watching football, and the energy as the holidays approach. But there's one thing that happens every year that I wish was different.

This is the time of year when the calls start coming in about year-end budgets. "We have money that needs to be spent by December 31st. Can you help us?" or “We are putting up sheet rock and need to know where to run the cable,” even though we haven’t even talked about the goals of the space or the type of equipment needed.

And as much as we all know it, it's worth repeating - this approach doesn't work the way most people hope it will.

You wouldn't call a contractor on November 1st and expect a full kitchen renovation done by Christmas, even with the budget ready to spend. But we get calls from churches and businesses in precisely this situation with their AV projects.

Sometimes folks need the work started before year-end. Other times, they need it completed. 

We understand the pressure. "Use it or lose it" budgets are real. Sometimes funding appears late in the year or just isn’t the priority until it is. Projects get delayed for reasons beyond anyone's control, and one decision is often dependent on another one. This isn't about judging anyone's planning process.

But there's a gap between having a budget available and getting a professional AV integration work done right. Understanding that gap helps everyone get better results.

Why Better Planning Gets Better Results

This isn't just a nice idea—it's how commercial AV actually works.

When you involve an AV integrator early in a project, we can see the big picture. We understand your space, your needs, and your goals. That perspective lets us recommend the right equipment, design proper integration, and create realistic timelines.

Late involvement means we're working with constraints that could have been avoided. We're adapting to decisions already made. We're rushing processes that benefit from careful attention. We might be undoing work that was already done (like drywall or painting) costing you more time and money.

Here's what makes AV projects different from simply buying equipment:

Supply chain realities matter. Right now, about half the commercial AV equipment we specify has immediate availability. The other half requires lead time—sometimes weeks, sometimes longer. When timeline pressure forces us to choose based on what's available instead of what's right, everyone loses.

Design takes time. Commercial AV isn't plug-and-play. Systems need to be designed for your specific space, predetermining the personality of your system, your acoustic environment, and your usage patterns. That design work happens before equipment gets ordered.

Integration is complex. Everything needs to work together as a system. Audio, video, control interfaces, network infrastructure—all communicating reliably. Getting that integration right requires proper planning and testing.

Quality installation can't be rushed. Cabling needs to be run correctly. Equipment needs to be appropriately calibrated. Systems need to be tested thoroughly. These aren't steps you skip just because December 31st is approaching.

What Late Planning Actually Costs

I've seen churches settle for a different mixer because their first choice needed eight weeks lead time. It worked, but it wasn't what would have served them best long-term.

I've watched teams stress over getting new systems live for Christmas services when the equipment arrived with days to spare and minimal time for testing.

I've had to tell clients that what they're asking for simply isn't possible in the timeline available—not because we don't want to help, but because the physics of commercial AV work doesn't compress that way.

The cost isn't just money. It's compromised results, unnecessary stress, and systems that don't perform as well as they should.

The Approach That Works

Involving an AV integrator early doesn't mean spending more. It means spending smarter.

Early conversations let us understand what you're trying to accomplish. We can identify potential challenges before they become problems. We can recommend equipment that fits your actual needs and your timeline. We can coordinate with architects, contractors, and other trades to ensure everything works together.

You don't need to have every detail figured out. You don't need final approval or signed contracts. You just need to start the conversation.

When planning happens properly, year-end budget deadlines become manageable instead of stressful. We know what equipment to specify, what lead times to expect, and what's realistic to accomplish. We can work within your constraints because we understand them from the beginning.

That's what "better planning gets better results" actually means.

Two Paths Forward

If you have money budgeted for the end of the year that needs to be spent:

Let's have an honest conversation about what's realistic. Some projects can work on compressed timelines. Others need more time. Either way, calling now is better than waiting until the deadline passes.

If you have a project that has time to plan:

Involve your AV integrators from the start. Early conversations don't mean early commitments—they mean understanding what's actually possible and getting better results. Better planning gets you a better result.

Getting It Right

At RYGID AV, we'd rather have the conversation early and help you plan properly than get the call in late November asking for miracles.

We've worked with clients on both timelines. We know what's possible and what's not. We know how to maximize results within constraints. And we know the difference between projects that had time to breathe and projects that got rushed.

If you're planning an AV project—whether it's tied to year-end budget or not—let's talk before decisions get locked in. We'll help you understand what your project actually needs, what timeline makes sense, and how to get the results you're looking for.

Because the best time to start planning your AV project is before you need it finished.

Ready to start planning your AV project? Contact RYGID AV for a consultation. We'll help you understand what's possible and create a timeline that works.

RYGID AV | 122 Backstretch Ln., Mooresville, NC 28117
(980) 268-8066 | info@rygidav.com