Wirewolf / Commercial AV / Project scope checklist
A planning resource for integrators & IT teams
Get a more useful estimate for control programming, DSP, touch panel design and remote commissioning. Start with the room behaviour, identify what is known, and make the remaining decisions visible.
By Wirewolf Installations · Published September 11, 2026 · Call or email to discuss your project
For an initial estimate, send the number and type of rooms, intended functions, equipment list or current drawings, location and target schedule. Say whether you need a new system, changes to existing programming or help resolving a fault. Mark unknown items as to be confirmed.
Detailed IP assignments, final button labels and the training agenda can follow as the scope develops. If a missing input could change the effort, record an assumption or separate the work into phases. This checklist is a starting point for a proposal, not a requirement to complete every field before contacting us.
List each distinct room type and how many copies are required. Identify meeting rooms, classrooms, event spaces and divisible rooms. State whether combined and separated modes need different sources, microphones, display routes or operator controls.
Useful input: a room list with modes and any room-specific exceptions. Ten similar rooms may still need ten sets of site tests.
Attach the equipment schedule with exact models and quantities, plus the latest signal-flow drawing if available. Mark existing equipment, substitutions and items still to be supplied. Include the actual connection used between devices, especially HDMI, USB, network audio and control interfaces.
Useful input: a dated drawing and an open-items list. A line labelled “USB” does not identify which computer should receive which camera or audio device.
Describe startup, presentation, conferencing, local microphone use, recording or streaming, and shutdown. Name the room PC and guest laptop workflows separately. If displays can show different sources, specify which source is heard in each speaker zone.
Useful input: one sentence per room mode stating source, destination and expected result. Separate local sound reinforcement from audio sent to remote participants.
Identify the platforms involved, such as Crestron, Q-SYS and Biamp Tesira. List the requested packages: control logic, DSP design, device integration, user interface, AV network configuration or testing support. For touch panels, include models or screen sizes, user roles, language, branding and any existing page designs.
Useful input: say whether the interface is new, based on a supplied design or a revision. Agree the number of design review rounds in the proposal.
For a modification, list the editable projects, compiled programs, configuration backups and interface assets you can provide. Include software and firmware versions where known. Record third-party modules and licence dependencies. If only a running system is available, say so.
Useful input: a file inventory with revision dates. Confirm that the available files can support the requested change before estimating it as a small edit.
Identify who supplies the design, installs equipment, configures the AV network and provides access. For remote delivery, name the site technician role and the IT contact role. Confirm whether switch configuration, endpoint setup and troubleshooting are included in the requested programming package.
Useful input: a responsibility list. At estimate stage, describe the access method and who approves it. Do not send passwords or remote-access credentials.
Give the target dates for design review, equipment availability, programming and site tests, with the site timezone. Identify any equipment arriving later. List the requested source files, configuration exports, technical notes and training requirements that are already known.
Useful input: separate development, initial commissioning and later return visits. Mark acceptance criteria and handover details that still need agreement.
This fictional two-display room shows how a few explicit decisions clarify the scope. It is not a completed client project or a hardware compatibility claim.
Input: a guest laptop supplies presentation video and playback audio.
Expected behaviour: the operator selects the laptop for either display or both. The selected playback source is heard in the room speakers. The interface identifies the active room-audio source.
Input: a call runs on the room PC using the agreed conferencing application.
Expected behaviour: the intended camera and microphone path are available to that PC. Remote-participant audio reaches the room speakers. The test checks both directions with a remote participant.
Input: a presenter speaks into the room microphone during an in-person event.
Expected behaviour: speech is reinforced in the agreed room zones. Confirm separately whether that microphone is also sent to a call, recording or stream, and which mute controls affect each path.
Input: the operator chooses shutdown on the panel.
Expected behaviour: the interface requests confirmation, then returns the agreed displays, audio and routing to their shutdown state. The test records the actual state and any unavailable device feedback.
Open decision example: guest-laptop conferencing has not been requested. Keep it as an explicit optional item until the required USB path and equipment are confirmed. Do not silently include it because the room supports laptop presentation.
These are readiness checks for the testing stage. They are not all prerequisites for an initial estimate.
Reconcile the drawing with device models, cable labels, port assignments and configuration versions. List missing equipment and incomplete installation work before booking a full acceptance session.
Agree the change window, authorized access method, backup and recovery plan, and IT availability. A local technician needs to handle physical checks. Provide a remote call participant and test sources where the agreed scenarios need them.
For each room mode, record the action, expected result, who checks it and the evidence to retain. Include audio in both directions, source routing, panel feedback and recovery behaviours that are part of the scope. Record “not tested” when an input or participant is unavailable.
Record passed checks, open defects, responsible parties and retest dates. Deliver the agreed editable files, exports, version notes and operating information, subject to third-party licence terms. Keep later equipment integration visible as a separate phase when applicable.
A short description of your project is enough to get started. Call or email us with your location and target schedule. We will help clarify the scope and identify the information needed for an estimate.
Have drawings or an equipment list already? You can attach them to your email. No completed template is required.
Wirewolf provides Crestron, Q-SYS and Biamp programming, system and touch panel design, and remote AV support across Canada and worldwide by agreement.