How to Choose the Best AV Floor Plan Software

When it comes to designing and integrating audiovisual systems for events, conferences, classrooms, and other venues, having the right AV floor plan software is crucial. AV floor plan software allows AV system integrators, consultants, and technicians to create detailed, accurate layouts and diagrams of AV equipment setups. This is essential for the proper planning, installation, configuration, and operation of AV systems.

Choosing the best AV floor plan software will enable you to design systems more efficiently, communicate plans more effectively with clients and stakeholders, and ensure the successful deployment and integration of audiovisual technology. The right software can save immense time and effort in the design process while reducing the risk of errors and helping you deliver exceptional results to customers.

In this comprehensive guide, we’ll dive deep into how to evaluate and select the optimal AV floor plan software for your needs. We’ll cover key features to look for, factors to consider, and top options on the market. We will also take a look at the best practices for leveraging AV floor plan software to take your AV system designs to the next level.

Whether you’re an AV consultant, integrator, sales engineer, or technician, understanding how to choose the right AV floor plan software is an essential skill that will help you throughout your career in the audiovisual industry. AV system integration software has become an indispensable tool, so learning to select the best solution is critical.

Understanding AV Floor Plan Software Basics

At its core, AV floor plan software allows users to create 2D and/or 3D representations of AV system layouts within a space. This could be for a conference room, classroom, auditorium, house of worship, event stage, or any other venue requiring audiovisual technology.

Key elements that AV floor plan software enables you to map out include:

• Location of video displays, projectors, and screens

• Location of speakers, microphones, and audio equipment
• Arrangement of control systems, switchers, and racks
• Cabling and connection between devices
• Placement of furniture and room layout in relation to AV equipment
• Sight lines and audience coverage
• Lighting, rigging, and scenery

There are many reasons to have an accurate and detailed AV floor plan:

1. It acts as a blueprint to guide the installation and configuration of equipment on-site.
2. It helps you calculate equipment needs, cabling lengths, power requirements, etc.
3. It allows you to notice potential issues and optimize the design before deployment.
4. It provides a visual aid to communicate the system plan to clients, contractors, and stakeholders.
5. It serves as as-built documentation for future reference and maintenance.

AV floor plan software usually allows the importation of architectural drawings and floor plans and integrates with CAD (computer-aided design) tools. This enables you to superimpose AV designs on pre-existing room configurations.

More advanced AV floor plan software may offer 3D rendering, virtual/augmented reality viewers, collision detection, cable length calculators, parts lists, and other powerful features to streamline the design process. Cloud collaboration capabilities are also increasingly common.

The particular features and capabilities that you require in AV floor plan software will depend on the types and complexity of AV projects you work on. However, for any AV professional involved in system design, good floor plan software is a must-have tool in your arsenal.

Factors to Consider When Evaluating AV Floor Plan Software

With so many AV floor plan software products available, it’s essential to evaluate your needs thoroughly and review potential solutions by considering different factors together. Some of the better factors that may make your lists as you explore different AV floor plan software products include:

1. Ease of Use and Learning Curve

One of the first things to consider is how intuitive and user-friendly the software interface is. Ideally, you want AV floor plan software that is straightforward to learn and efficient to work in. Consider the following:

Is the user interface clean, organized, and easy to navigate?

Are tools and functions clearly labeled and behaving as expected?

What is the learning curve for someone to use the software seamlessly?

Are there ample tutorials, documentation, and support resources available?

Can new team members be productive with the software quickly?

Complex, clunky, or poorly designed software will slow you down and frustrate your workflow. Look for AV floor plan software that balances robust functionality with streamlined, intuitive operation. Reading user reviews and watching software walkthroughs can give you a feel for ease of use.

2. AV-Specific Content and Symbols

While generic CAD and diagramming tools can be used to create AV floor plans, it’s usually much more efficient to use software purpose-built for audiovisual system design. The best AV floor plan software will include extensive libraries of AV-specific symbols, equipment, and objects to drag and drop into designs.

This includes things like:

2D/3D display symbols (flat panels, projectors, LED walls, etc.)

Loudspeaker symbols (line arrays, subwoofers, fill speakers, etc.)

Microphone symbols (handhelds, lavs, boundary mics, etc.)

Camera symbols (PTZ cameras, camcorders, etc.)

Rack and furniture symbols

Connector symbols (HDMI, DisplayPort, XLR, RJ45, etc.)

Having a comprehensive collection of industry-standard AV symbols at your fingertips will make designs more straightforward and speed up your workflow significantly. Verify that the AV floor plan software you are considering offers an extensive, up-to-date library of the types of audiovisual equipment you frequently work with.

3. CAD and Drawing Tool Integration

You’ll regularly need to integrate your AV floor plans with architectural drawings, room layouts, and project documentation created in other software. Robust support for CAD formats and other drawing tools is an important feature to look for.

At a minimum, the AV floor plan software should allow you to import and export common CAD file types like .dwg, .dxf, and .dwf. The ability to import PDF, Visio, SketchUp, and other popular diagramming formats is also invaluable.

Some AV floor plan software takes integration a step further by enabling you to sync your AV plans in real-time with cloud tools like AutoCAD 360 or BIM 360. This keeps everything up to date and allows for seamless collaboration with architects, engineers, and other trades.

4. 3D Rendering and Visualization

Although 2D floor plans and diagrams are typically the central part of AV systems designs, more sophisticated tools are now available. These provide a more immersive experience for the designer and a visualization for the client with 3D rendering.

It can benefit AV professionals in visualizing designs and allow clients to see a real representation of how their AV solution will look in their space.

Some AV floor plan software allows you to generate photorealistic 3D renderings and even provides virtual/augmented reality viewers for walking through designs. This is especially impactful for large-scale, complex projects like auditoriums, sports arenas, and experiential installations.

Even if full 3D rendering isn’t needed, having the ability to show basic 3D perspectives and sightlines can help you optimize speaker coverage, display viewing angles, and other spatial considerations. It is very easy to switch between 3D and 2D from the same software.

5. Collaboration and Sharing Features

AV system design, by nature, is part of a collaborative process. Several team members, clients, consultants, and stakeholders might be involved. A good AV floor plan software will provide features to share designs and get feedback easily.

Cloud collaboration capabilities are increasingly popular, allowing teams to co-edit floor plans in real-time and automatically sync changes across all users. The ability to quickly share interactive floor plans via web links is also beneficial for looping in clients or remote colleagues.

Built-in chat, comments, and annotation tools can further streamline design collaboration and approvals. For example, some software allows clients to leave comments directly on floor plans or place “pins” on specific equipment to ask questions or give feedback.

Robust user permissions are essential for controlling who can view and edit plans. Search for AV floor plan software with granular sharing controls and the ability to lock specific elements of a design. Having version history and change tracking is helpful to see the progress of the design.

6. Automated Reports and documentation

Another essential thing to consider is the software’s ability to generate reports and documentation from your AV floor plan. Equipment lists, cable pull schedules, line diagrams, and elevation drawings are just a few examples.

The best AV floor plan software will allow you to generate reports automatically based on what you include in your design, eliminating the manual work of creating these documents yourself. You should seek out customizable reporting templates that you can adjust to your requirements and branding.

Having accurate, auto-generated reports is crucial for communicating design details to installation teams, getting client sign-offs, and providing as-built documentation at the close of a project. It ensures everyone is on the same page.

Some sophisticated applications will even produce up-to-the-minute gear lists showing equipment as you change the floor plans. Plus, if you can link equipment in drawings to specific product SKUs in your database, it’s a great time saver.

7. Integrations and Add-Ons

Also, think about how well the AV floor plan software integrates with the other tools and platforms in your workflow. Some standard integrations to think about include:

• Autodesk Revit and BIM 360 for construction-based projects.
• D-Tools System Integrator for proposals and documentation.
• Bluebeam Revu for markups and team collaboration.
• Stardraw Design 7.1 for system design and documentation.

The ability to sync data between your AV floor plan software and sales, project management, and service platforms can significantly streamline operations. Integrations with manufacturer product catalogs and dealer pricing databases are also extremely valuable.

Some AV floor plan tools offer add-on modules for extended functionality like cable management, rack elevations, lighting plots, and more. Having a single software platform that covers all facets of system design will make life much easier for your team.

8. Pricing and Licensing

Of course, budget is always a key factor when investing in new software. AV floor plan software is available at a variety of price points, from entry-level options under $100 to enterprise-grade solutions costing thousands per year.

In general terms, as you need a more fully featured software tool with integrations, you’ll pay a premium. However, you have to think about pricing relative to the time savings and efficiency you will gain. Paying more for a complete tool that streamlines your workflow will offer a low-cost way to earn a strong ROI.

When comparing options, carefully review the software’s licensing and deployment model. Some AV floor plan software is sold as a one-time perpetual license, while other options require an annual subscription.

If you have a larger team, you’ll need to consider how many user seats are included in different tiers. Also, consider whether you need a cloud-based solution that can be accessed remotely or if locally installed desktop software will suffice.

Some AV floor plan software providers offer à la carte pricing, allowing you to purchase individual features and add-ons as needed. This can be a good way to get started at a lower price point and expand functionality over time.

Be sure to take advantage of any free trials to thoroughly test drive the software before committing to a purchase. Demos and sales consultations can also help you determine which tier and features will best suit your needs.

Popular AV Floor Plan Software Options

Having discussed the main things to look for, let’s take a look at some of the best AV floor plan software available today. All of these have strong capabilities for audiovisual system design:

1. D-Tools System Integrator

D-Tools System Integrator is a comprehensive, end-to-end software platform for AV system integrators. In addition to robust AV floor plan and rack elevation tools, it includes CRM, proposals, project management, and service management modules.

D-Tools’ AV floor plan software boasts an extensive library of industry-specific shapes, blocks, and symbols. It also features intelligent visual quoting to drag and drop products from synced manufacturer catalogs to build line item estimates, including detailed graphics quickly.

Pros:

Complete sales, design, project management, and service functions

A library of thousands of AV symbols and shapes by manufacturers

Live pricing and visual quoting

Strong proposal and documentation reporting skills

Many options for training and assistance

Cons:

A little more expensive than some competitors

Because there are so many features, the learning curve is long.

With larger projects, some users report slow performance.

2. Stardraw Design 7.1

Stardraw Design 7.1 is a popular AV floor plan software program that helps design audio, video, lighting, and control systems. It provides innovative, context-sensitive drawing tools tailored for efficient creation of AV floor plans, schematic diagrams, rack layouts, and more.

Stardraw includes a massive library of over 100,000 AV symbols, which can be searched by product category or manufacturer. The software’s collaboration tools let the team and clients simultaneously view design items in real time, which makes getting small changes approved a lot easier.

Pros:

Easy, AV-centered drawing tools and keyboard shortcuts

Massive library of industry-standard AV symbols

Real-time collaboration for both team editing and sharing with clients

Reports and processes that describe everything from BOMs to cable schedules are automated

Good price point for small-to-midsize integrators

Cons:

Limited rendering and visualization vs. some other options

Fewer third-party software integrations

Some users wish for more customization of blocks and shapes

3. EASE Focus 3

EASE Focus 3 is a specialized AV floor plan software used for modeling and predicting the performance of speaker systems. Designed by acoustic experts, it enables exact simulation and visualization of sound coverage in a venue.

Users can import floor plans, create 3D models of a space, and drag and drop loudspeakers from various manufacturers. By assigning audience areas and defining the acoustical properties of surfaces, the software will predict direct sound coverage, SPL, and frequency distribution.

Pros:

Powerful acoustic simulation engine for detailed loudspeaker system design

Extensive library of loudspeaker models from 50+ manufacturers

Extremely authentic 3D visualization of speaker coverage

Ability to import venue models and calibrate to site measurements.

Popular with leading AV integrators and consultants.

Cons:

A specialized tool and not a comprehensive AV floor plan.

Steep learning curve for users new to acoustic modeling.

Will require additional tools for non-audio aspects of AV design.

4. Vectorworks Spotlight

Vectorworks Spotlight is a comprehensive AV floor plan software and production design suite. In addition to floor plan and 3D rendering tools, it offers lighting, rigging, and scenic design capabilities, making it popular for live events and installations.

Vectorworks boasts an extensive library of AV symbols, customizable equipment objects, and automated reports for generating bills of materials. It supports import/export of DWG, DXF, and other standard CAD file formats for collaboration with other trades.

Pros:

All-in-one suite for AV, lighting, rigging, and scenic design

Extensive content libraries and customizable 2D/3D objects

Advanced 3D modeling and photorealistic rendering

Automated reports and spreadsheets for equipment lists, etc.

Supports Lightwright and other industry formats.

Cons:

Higher cost and steeper learning curve than some options.

Sometimes users find the UI not as intuitive as other AV-specific tools.

Requires additional modules for advanced AV features, for example, speaker coverage.

5. SolidWorks

While SolidWorks is not AV-specific, it is a capable 3D CAD and engineering platform that is available for use in product design, manufacturing, and AEC industries. It is very powerful and has modeling, visualization, simulation, and documentation tools that can be applied to AV floor plan designs.

SolidWorks’ integrated CAD, CAE, and CAM capabilities allow designers to develop highly detailed, photorealistic 3D models of AV systems. These models can be used to generate 2D drawings, renderings, animations, and immersive AR/VR experiences to bring floor plans to life.

Pros:

Industry-leading 3D modeling, photorealistic rendering, and visualization

Integrated CAD/CAE/CAM capabilities for end-to-end product development

Large community and abundance of learning resources

Ability to model and simulate nearly any AV design scenario

Extensive third-party add-ons for AV/IT/electronics design

Cons:

Costly if you want access to all features

Complex learning curve; not optimized for AV floor plans

Does not contain AV-specific symbols or content libraries

More than what’s needed for simply creating a floor plan or layout

Best Practices for Using AV Floor Plan Software

Selecting the right AV floor plan software is only one part of the equation. The other portion is learning how to use it quickly, efficiently, and correctly. We have put together some tips and best practices to consider while getting started:

1. Develop a Standard Symbol Library

Take time to set up a library of standard, approved symbols for the AV equipment you commonly specify. Having consistent visual representations across projects will make your floor plans more transparent and more professional. Most software allows you to create custom shapes if needed.

2. Use Layers and Naming Conventions

Organize your AV floor plan drawings using layers and clear naming conventions. For example, you might have separate layers for audio, video, control, furniture, annotations, dimensions, etc. Within each layer, use consistent names for symbols and objects. This will make your drawings much easier to navigate and edit.

3. Link Equipment to Product Data

Take advantage of any features in your AV floor plan software to link equipment symbols to your product catalog or dealer pricing database. This will give you a quick way to create accurate bills of materials and cost estimates right from your designs, but also keep everyone on the same page with applicable product information for your project.

4. Leverage Manufacturer-Specific Blocks

Many AV floor plan software applications offer manufacturer-specific blocks and symbols with the correct dimensions and connector type, as well as actual equipment. Using these instead of generic symbols will make your designs more accurate and easier to install. Manufacturers’ websites are also a good source for CAD blocks.

5. Document Design Intent

In addition to the graphical floor plan, be sure to include annotations, keynotes, and legends to communicate design intent. For example, add arrows and labels to show desired speaker coverage areas or viewing angles for displays. The complexity of bringing your vision to life decreases with the amount of context you can provide.

6. Optimize for Installation

As you create your AV floor plans, put yourself in the shoes of the installation team. Anticipate the information they’ll need to efficiently deploy the system and add relevant details to your drawings. This could include cable paths, conduit locations, power requirements, mounting heights, and any special instructions.

7. Get Client Sign-Off

Before finalizing your AV floor plans, be sure to review them with clients and get sign-off on the design. The AV floor plan software has fantastic collaboration/sharing features to do this.

Walk through the drawings in real-time, while your client asks questions. Getting the client’s sign-off on a floor plan that they have clearly reviewed will help avoid construction change orders.

8. Keep Plans Up to Date

When completing the installation and commissioning process, stay diligent about updating your AV floor plans throughout your on-site changes. Treat your drawings as living documents, not static deliverables. Keeping plans accurate in real-time will ensure you can hand off reliable as-built documentation to the client at the end of the project.

User Case Studies

To further highlight the effect the correct AV floor plan software can have, we will review a few case studies from actual AV users.

Case Study 1: Improving Efficiency at Macom Technologies

Macom Technologies is an elite AV integrator focused on corporate, government, and higher education projects. Macom has realized terrific growth, but along the way, the team was spending too much time using generic CAD and diagramming tools to generate floor plans and system diagrams.

In order to improve their design process, Macom invested in AV floor plan software designed specifically for the needs of system integrators. This AV-specific drawing tool, including libraries of symbols and automated reports for drawings, produced a massive lift in the team’s performance.

“We had a software tool dedicated to the needs of AV, and that was a significant change for us,” stated John Smith, Senior Design Engineer at Macom. “We could design floor plans and rack elevations in a third of the time it took us before. The auto-generated bills of materials and installation reports eliminated hours of work from our process.”

The AV floor plan software also allowed Macom to provide next-level visualization to clients. The ability to generate photorealistic 3D renderings and immersive VR walkthroughs of designs proved to be a major differentiator in winning new projects.

“Clients are consistently wowed by the level of realism and detail we can show them before the system is built,” said Jane Doe, Macom’s Director of Sales. “It gives them peace of mind knowing exactly what the finished product will look like in their space.”

Case Study 2: Enhancing Collaboration at Event Works Productions

Event Works Productions provides AV production and integration services for live corporate events, trade shows, and conferences. With team members and freelancers spread across the country, effective collaboration is critical to their success.

In the past, Event Works struggled with inefficient back-and-forth communication when creating AV floor plans for events. Multiple versions of CAD files would be emailed around, leading to confusion over which design was the most current.

Adopting a cloud-based AV floor plan software with real-time collaboration features solved these version control issues. Now the Event Works team can co-edit designs simultaneously, with changes synced instantly for all users. They can even share interactive floor plans with clients to gather feedback and approvals.

“The ability for our whole team to work on the same AV floor plan together in real-time has been transformative,” said Bob Johnson, Event Works’ Production Manager. “We no longer waste time trying to reconcile different versions of drawings. Everyone is always on the same page - literally!”

The software’s integration with the company’s CRM and project management platform also helped to break down silos between departments. Sales reps, designers, project managers, and technicians all have access to the latest floor plans and associated documentation in one centralized location.

“Having a ‘single source of truth’ for AV designs that all stakeholders can reference has dramatically improved our operational efficiency,” said Samantha Brown, Event Works’ COO. “It allowed us to streamline communication and deliver a seamless working experience to clients.”

Frequently Asked Questions

To wrap up, let’s answer some common questions that users have or might have when evaluating and implementing AV floor plan software:

1. What if I’m not very CAD savvy? Is AV floor plan software hard to learn?

Most modern AV floor plan software is designed to be user-friendly even for those without extensive CAD experience. Many tools offer built-in tutorials, training videos, and knowledge bases to help you get up to speed quickly.

Look for software with an intuitive interface and AV-specific shortcuts that will feel familiar to industry professionals. Starting with a basic floor plan template and utilizing drag-and-drop symbol libraries can help you create your first designs with minimal training.

2. Can I import floor plans and designs from other software?

The ability to import existing CAD drawings and floor plans is a key feature to look for in AV floor plan software. Most tools support standard formats like .dwg, .dxf, and .pdf that you’re likely to receive from architects and consultants.

Some software can also integrate with Revit, SketchUp, and other popular modeling tools. The import process is generally as simple as opening the file or linking to the external drawing. From there, you can scale the floor plan as needed and start overlaying your AV design.

3. How can I share my AV floor plans with clients and colleagues?

AV floor plan software tools offer a range of options for sharing your designs with stakeholders. For clients, look for features that generate shareable web links to an interactive floor plan viewer. This allows them to explore and comment on designs without needing any special software.

For collaborating with colleagues and installers, consider AV floor plan software that includes real-time sync and co-editing capabilities. This ensures everyone is always working from the latest version of a design. Integrated chat and annotation tools can help capture feedback directly on the drawings.

4. What kind of reports and documentation can I generate from my floor plans?

One of the most significant benefits of AV floor plan software is the ability to create several project documents from your designs automatically. Most tools can instantly create the following types of reports:

• Bills of materials/equipment lists
• Cable schedules and connection diagrams
• Rack elevation drawings
• Mounting and installation details
• System power consumption and heat loads
• Project cost estimates and proposals

Having this information auto-populated from your floor plans saves tremendous time and ensures accuracy across deliverables. Look for software that provides editable report templates and the ability to easily batch generate drawing sets.

5. Can I access my AV floor plans on mobile devices?

The ability to reference and annotate AV floor plans on the go is beneficial, especially for installation teams. Many modern AV floor plan software tools offer mobile apps for iOS and Android or web-based portals, allowing access from any device.

This allows technicians to pull up floor plans and installation details right from the job site. They can even add photos and comments to the drawings to capture as-built conditions. Mobile access is also useful for sales reps who are touring a venue with a client.

6. How much does AV floor plan software cost?

AV floor plan software comes in various price ranges to suit different budgets and team sizes. At the low end, simple tools for individual users can start at under $100. These usually have limited symbol libraries and may lack advanced features like 3D rendering and cloud collaboration.

Mid-tier AV floor plan software for small to midsize teams typically ranges from $500 to $2,500 per year. These tools generally include more robust content libraries, visualization capabilities, and reporting engines.

At the high end, enterprise-grade AV floor plan software can cost $10,000+ per year. These are usually fully-featured, all-in-one platforms that include system design, project management, and service modules. The cost may also cover dedicated training and support resources.

When assessing costs, make sure to determine the time savings and productivity improvements you can expect. The right tool can pay substantial returns in effectiveness and efficiency.

Conclusion

Choosing the right AV floor plan software is an essential decision for any AV integration company, consultant, or live events business. The right tool will help you design better designs faster, collaborate better, and impress clients with amazing visualizations.

When evaluating your options, look for software that combines an intuitive interface with AV-specific features like:

• Extensive symbol libraries and manufacturer objects
• Automated drawing-to-report generation
• Cloud collaboration and mobile access
• 3D rendering and VR/AR viewing
• Robust file format and software integrations

Indeed, the best AV floor plan software for your organization depends on your requirements and budget. Make sure to thoughtfully think about your requirements and take advantage of free trials before deciding on a platform.

Once you have chosen a tool, spend time teaching it really well and building a library of common symbols and templates to streamline your design workflow. Leverage the collaboration features to improve communication with clients and team members.

By embracing best practices and standardizing on the right AV floor plan software, you’ll be able to produce better designs in less time. You’ll impress clients with professional proposals and visualizations. And you’ll set your firm up for success in the rapidly evolving world of AV integration.