Switching AV Support Providers Without Disrupting Business

If your AV support company has gone bust or just isn’t delivering the service you need, switching providers can feel overwhelming.

After all, your business relies on consistent meeting room tech, video conferencing systems, and digital signage. The good news? With the right partner and a clear plan, you can make the move smoothly and without disruption.

Signs It’s Time to Move On

Even if your provider is still in business, these warning signs could mean it’s time for a change:

Constant issues with slow fixes
Poor communication or support
No proactive maintenance or updates
Limited experience with hybrid work setups and AI-powered technology
Trouble meeting compliance or certification standards, like Microsoft Teams Room updates

If this sounds familiar, it’s worth considering your options.

How to Make the Switch Without the Stress

1. Audit Your Current Setup

A reliable partner will help you document your existing AV systems, noting your equipment, warranties, software, and current service agreements. This gives them everything they need to pick things up from day one.

2. Find the Right AV Partner

Look for a team with real experience in supporting businesses like yours. A good partner won’t just tick boxes, they’ll feel like an extension of your team. They should offer:

24/7 monitoring and remote support
Fast responses and on-site help when needed
Support packages that match your needs
Easy ways to get help, such as phone, video or a dedicated support portal
Strong vendor relationships with names like Poly HP and Microsoft
Room to grow when your business needs it

If you're currently navigating the uncertainty left by a former provider or need a new partner, now’s the time to partner with a team that’s already supporting businesses in the same position.

3. Plan the Handover Carefully

To avoid downtime, work with your new provider on a clear handover plan. This should include:

Overlapping contracts so there’s no service gap
Backup plans to cover any hiccups
Easy-to-follow documentation for engineers and your internal team

4. Update Staff Training

This is a good time to refresh your team on how to get help, access the support portal, and make the most of any new tools or features.

Keeping Your Setup Future-Ready

Great AV support goes beyond fixing things. Your provider should:

Keep systems running efficiently
Help with hardware upgrades and certification requirements
Offer proactive maintenance and insights
Provide guidance on emerging trends and tech

If you get this right, switching providers won’t just avoid disruption, it’ll improve how your business runs.

Time for a Change?

We’re already working with businesses that have been impacted by provider changes, helping them make the switch with minimal disruption. Whether you’ve been left without support or simply want a partner who’s proactive and responsive, let’s talk.

Ready to switch without the stress? Explore our AV Support Services and see how we can keep your tech running smoothly.

"As the Head of IT at Uncommon, I can confidently say that switching our AV support to Audeo was one of the best decisions we've made. Their expertise and dedication ensured a seamless transition, and their ongoing support has been exceptional. We now have a reliable and efficient AV system that meets all our needs. I highly recommend Audeo for their professionalism and outstanding service."

Adam, Uncommon

FAQs

What if I'm mid-contract with my current AV provider?

A good AV partner can guide you through reviewing existing contracts and finding the best time and method to transition with minimal cost or service disruption.

How quickly can a new provider take over?

With the right documentation and a clear handover plan, AuDeo can begin offering support almost immediately, often with little to no downtime.

Can we retain our existing AV equipment with a new provider?

Yes. In most cases, a new provider can work with your existing setup and advise on any necessary upgrades or compatibility checks to ensure smooth performance.