Build Your Best Team for Large Government AV Projects


When it comes to large-scale AV projects in local government, success isn’t just about the right equipment—it’s about assembling the right team. Whether you’re upgrading your city council chamber, implementing closed captioning for accessibility compliance, or launching a new streaming workflow, collaboration between integrators, IT, and stakeholders is key.

Arguably, one of the biggest challenges in municipal media projects is getting buy-in from leadership. By positioning AV upgrades as an investment in accessible municipal services, it’s easier to gain long-term support.

CCX Media, which services the northwest suburbs of Minneapolis, successfully transitioned nine cities to a single streaming and playout system—a move that improved accessibility, streamlined workflows, and saved money. The secret? According to Jamie Anderson, technical services manager at CCX Media, it was clear communication and ongoing engagement with city leaders.

For IT directors and media specialists planning their next AV project, Anderson recommends creating a fact sheet to outline the benefits of the project in simple terms for decision-makers. He also said one-on-one meetings were “extremely helpful,” and you should tailor your approach to each department’s needs. Consistent communication also helps secure buy-in from officials and keep them engaged throughout the process.

Keep Government Meeting Accessibility on Track

‍Municipal AV projects often start with a critical decision: Should you hire an AV integrator and/or consultant, or take a DIY approach? Thomas Burns, senior account manager at AVI Systems, said an integrator can help government teams navigate the complexities of RFPs, budgeting, and system design.

If your project involves infrastructure changes (such as cable pathways and power), an experienced integrator can help keep timelines and budgets on track. The project lifecycle generally includes a design development phase, followed by a buildout phase. If AVI Systems is awarded a contract, they assign a project manager who organizes client activities and manages work with any subcontractors. They also serve as a single point of contact, which provides better workflow and communication.

From functional needs assessment to installation and testing, government AV projects often run 3-6 months (or longer), depending on the size and scope. “Once we understand the functional needs, logistically, we can paint the picture of how long project takes,” Burns says.

Planning for contingencies is crucial. Unforeseen changes always arise, and having a financial and logistical buffer is key. Some will be engineering driven, while others will come from additional client requests. For cities moving or upgrading AV infrastructure, early collaboration with IT teams, contractors, and integrators is the best way to minimize last-minute surprises.

Want to dive deeper into strategies for managing AV projects and ensuring accessibility compliance? Tune in to the Government Video Podcast, where industry experts discuss best practices, challenges, and success stories in government communications.‍

Media Workflows for Government Emergency Management

‍An important element to any upgrade is how AV technology integrates into emergency management. Jim Palmer, production manager from Peabody TV Television in Peabody, Mass., and his team work closely with emergency response officials to ensure that during crises, live video can be deployed instantly.

That buy-in for supporting a new project? It’s also important for establishing relationships with IT teams. Establish those IT partnerships early—don’t wait until an event or an emergency to build relationships. “You should have that relationship constantly ongoing,” he advises.

Palmer also recommends training your staff before a crisis happens and creating backup plans. His team, for example, has actually created a document that lives in City Hall so anyone can turn on and operate the equipment if there’s an emergency. It’s crucial that all your operators know how to go live at a moment’s notice.

The key takeaway: Successful government AV projects depend on teamwork. By aligning IT departments, media specialists, and city leadership from the start, municipalities can navigate AV upgrades, avoid roadblocks, and have the equipment and people in place when they are needed most.

If you're ready to start your next AV project and want to discuss how to build the perfect team, contact us today. Our experts are here to help guide you every step of the way.