Choosing a Pro AV or IT vendor shouldn’t feel like a gamble—but for too many organizations, that’s exactly what it turns into. Despite high promises and slick presentations, many vendors fall short when it matters most: during implementation, support, and long-term reliability.
To avoid costly mistakes, missed deadlines, and tech that just doesn’t work, watch out for these five red flags. Whether you’re managing an AV installation or an IT infrastructure upgrade, recognizing these signs early can save your project—and your sanity.
Red Flag #1: Poor Communication and Slow Response Times
If your vendor is already slow to respond during the sales process, that’s a warning of what’s to come. Missed deadlines, vague updates, and radio silence when things change are major client complaints in both Pro AV and IT.
What it looks like:
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Delayed responses to emails or support tickets
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No updates on project changes or delays
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Failure to meet agreed-upon SLAs
Why it matters:
Poor communication leads to project confusion, missed goals, and last-minute surprises. If your vendor can’t stay in touch, they probably can’t stay on track.
Red Flag #2: Unreliable or Half-Baked Technology
It’s one thing to be cutting-edge—it’s another to use your clients as beta testers. Many vendors roll out systems that rely on future firmware updates, require frequent reboots, or cause signal issues and glitches right out of the box.
What it looks like:
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Systems freezing or rebooting unexpectedly
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Features that don’t work as promised
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Equipment requiring constant updates or manual fixes
Why it matters:
Technology should make your life easier, not harder. When tools are unreliable, your team spends more time troubleshooting than working—and your investment quickly loses value.
Red Flag #3: Surprise Costs and a Lack of Transparency
Nothing destroys trust faster than a surprise invoice. Clients frequently report being hit with unexpected charges during installation, or discovering hidden fees buried deep in cloud service agreements.
What it looks like:
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Last-minute charges during construction or rollout
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Hidden fees in service-level agreements
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Vague or inconsistent pricing breakdowns
Why it matters:
If a vendor isn’t up front about pricing, it’s usually not an oversight—it’s a strategy. Transparency isn’t optional when you’re managing a budget and stakeholders.
Red Flag #4: Complex, Hard-to-Use Systems
A system that nobody can use is a system that nobody wants. Unfortunately, many vendors deliver solutions with complicated user interfaces, poor UX design, or controls that require constant support—even for basic tasks.
What it looks like:
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Confusing control panels or remote interfaces
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Users avoiding the system altogether
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Frequent calls for help on routine functions
Why it matters:
User adoption drives ROI. If your staff dreads using the system, it becomes a liability—not an asset.
Red Flag #5: Poor Post-Installation Support
Too many vendors vanish the moment the installation is done. But the real test of value comes when things go wrong—because they eventually will.
What it looks like:
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Long delays getting techs to return and fix issues
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No clear support process after go-live
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Staff unqualified to handle complex service requests
Why it matters:
Projects don’t end at installation. If support isn’t built in from the start, you’re left holding the bag when problems appear—which they inevitably do.
Special Risks by Sector
🔊 Pro AV Clients:
You’re especially vulnerable to:
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Poor audio/video quality (mic feedback, low brightness, etc.)
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Connectivity issues (incompatible devices, cables, or networks)
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Designs that ignore future scalability or room acoustics
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Neglected maintenance or damaged rental gear
IT Clients:
You face risks like:
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Vendor lock-in with proprietary systems
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Ransomware or compliance failures from sloppy setups
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Cloud cost spirals from overstated savings claims
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Aggressive sales tactics and upsells you don’t need
Final Word: Trust Is Earned—Not Sold
The best vendors don’t just install systems—they build partnerships. They communicate, they plan, they support, and most importantly, they deliver on what they promised.
Before signing the dotted line, take the time to look past the pitch. Because when a vendor raises even one of these red flags, the real cost might come long after the quote.
