Frequently Asked Questions
Whether you are planning a new audiovisual system, upgrading an existing space, or looking for ongoing service and support, ClarkPowell is here to help. Below are answers to some of the questions we hear most often.
Planning and Consultation
Can ClarkPowell integrate new technology into an existing AV system?
Yes. ClarkPowell can often integrate new technology into an existing audiovisual system.
One of the first things we will need to determine is whether the current system includes a control system and whether the original control program is available. If we can obtain the existing program, we can modify it to support the new equipment or functionality. If the original program is unavailable, the control system may need to be reprogrammed or replaced. Our team will evaluate the current system and recommend the most practical approach.
Do you charge for an initial consultation?
No. ClarkPowell does not charge for an initial consultation to discuss your needs, learn more about your space, and understand what you would like the system to accomplish.
What information do you need to quote an AV room solution?
Accurate room drawings, photographs of the space, and a clear description of what you want the room to accomplish are usually enough to get the process started.
Helpful information may include:
If drawings or detailed information are not readily available, scheduling a site visit is often the best way for our team to gather what is needed.
How can I schedule a sales consultation or site survey?
You can contact ClarkPowell through our website form, call our office, or reach out to your ClarkPowell Account Manager. Please provide a brief description of the project, the location, and the best way to reach you. A member of our team will follow up to discuss your needs and determine whether an on-site survey is required.
Yes. ClarkPowell can often integrate new technology into an existing audiovisual system.
One of the first things we will need to determine is whether the current system includes a control system and whether the original control program is available. If we can obtain the existing program, we can modify it to support the new equipment or functionality. If the original program is unavailable, the control system may need to be reprogrammed or replaced. Our team will evaluate the current system and recommend the most practical approach.
Do you charge for an initial consultation?
No. ClarkPowell does not charge for an initial consultation to discuss your needs, learn more about your space, and understand what you would like the system to accomplish.
What information do you need to quote an AV room solution?
Accurate room drawings, photographs of the space, and a clear description of what you want the room to accomplish are usually enough to get the process started.
Helpful information may include:
- Room dimensions and seating layout
- Photos of the room and existing technology
- The types of meetings, presentations, classes, or events held in the space
- Preferred collaboration platforms, such as Microsoft Teams or Zoom
- The number of in-room and remote participants
- Any existing equipment you would like to reuse
- Your desired timeline and approximate budget
If drawings or detailed information are not readily available, scheduling a site visit is often the best way for our team to gather what is needed.
How can I schedule a sales consultation or site survey?
You can contact ClarkPowell through our website form, call our office, or reach out to your ClarkPowell Account Manager. Please provide a brief description of the project, the location, and the best way to reach you. A member of our team will follow up to discuss your needs and determine whether an on-site survey is required.
Microsoft Teams, Zoom, and Video Conferencing
How much does a Microsoft Teams Room or Zoom Room cost?
The cost can vary significantly based on the size of the room, the required audio and video coverage, and how you want users to start and manage meetings. There are three common approaches:
ClarkPowell will help you evaluate the options and select the right approach for the room, your users, and your budget.
Can a Microsoft Teams Room join Webex, Google Meet, RingCentral, or other meeting platforms?
In many cases, yes. Microsoft Teams Rooms and other dedicated conferencing systems may support guest join or one-touch join capabilities for certain third-party meeting platforms. The exact experience depends on the room system, the meeting platform, licensing, and your organization’s IT policies. Some platforms may require the meeting to be launched from a user’s laptop or another local device.
ClarkPowell can help determine the best setup if your organization regularly uses multiple collaboration platforms.
When should our Microsoft Teams or Zoom licenses be established?
Licenses should be created and available before the system is installed whenever possible. Many room systems cannot be fully configured and tested until the appropriate Microsoft Teams or Zoom license is active. Having the license ready helps our team complete programming, testing, and commissioning more efficiently.
If your IT security policies prevent ClarkPowell from accessing or loading the license, the equipment can be delivered to the site in advance so your IT team can complete the required setup.
The cost can vary significantly based on the size of the room, the required audio and video coverage, and how you want users to start and manage meetings. There are three common approaches:
- Bring Your Own Device
- Dedicated Teams Room or Zoom Room
- Hybrid Room System
ClarkPowell will help you evaluate the options and select the right approach for the room, your users, and your budget.
Can a Microsoft Teams Room join Webex, Google Meet, RingCentral, or other meeting platforms?
In many cases, yes. Microsoft Teams Rooms and other dedicated conferencing systems may support guest join or one-touch join capabilities for certain third-party meeting platforms. The exact experience depends on the room system, the meeting platform, licensing, and your organization’s IT policies. Some platforms may require the meeting to be launched from a user’s laptop or another local device.
ClarkPowell can help determine the best setup if your organization regularly uses multiple collaboration platforms.
When should our Microsoft Teams or Zoom licenses be established?
Licenses should be created and available before the system is installed whenever possible. Many room systems cannot be fully configured and tested until the appropriate Microsoft Teams or Zoom license is active. Having the license ready helps our team complete programming, testing, and commissioning more efficiently.
If your IT security policies prevent ClarkPowell from accessing or loading the license, the equipment can be delivered to the site in advance so your IT team can complete the required setup.
AI in Meeting Rooms
What AI features are available in meeting rooms in 2026?
There are three tiers. Device-level features like speaker tracking, noise suppression, and intelligent framing come built into current hardware with no extra licensing.
Platform tools like Microsoft Copilot, Zoom AI Companion, Cisco, and Webex AI Assistant offer meeting summaries, transcription, and action items, but need paid subscriptions and governance planning. Room analytics and predictive maintenance features are still emerging and not standardized yet.
How much does AI in the meeting room actually cost?
The device-level stuff is baked into hardware costs. Platform AI is where the spend shows up.
There are three tiers. Device-level features like speaker tracking, noise suppression, and intelligent framing come built into current hardware with no extra licensing.
Platform tools like Microsoft Copilot, Zoom AI Companion, Cisco, and Webex AI Assistant offer meeting summaries, transcription, and action items, but need paid subscriptions and governance planning. Room analytics and predictive maintenance features are still emerging and not standardized yet.
How much does AI in the meeting room actually cost?
The device-level stuff is baked into hardware costs. Platform AI is where the spend shows up.
- Microsoft Copilot is $30/user/month on top of M365.
- Zoom AI Companion is included in paid plans.
- Cisco bundles the Webex AI Assistant into subscription tiers. For a 500-person organization, AI licensing alone can cost more than the meeting room hardware.
Displays and AV Commercial Equipment
What is the difference between a commercial display and a consumer television?
Commercial displays are designed for business, education, government, healthcare, and other professional environments. While a consumer television may appear less expensive initially, commercial displays typically provide important advantages for an integrated AV system.
Commercial displays are designed for business, education, government, healthcare, and other professional environments. While a consumer television may appear less expensive initially, commercial displays typically provide important advantages for an integrated AV system.
- Control capabilities
- Brightness
- Glare reduction
- Operating hours
- Warranty coverage
Project Scheduling and Installation
When will my AV project be installed?
Once ClarkPowell receives your Purchase Order, our Project Coordinator will contact you with:
The typical project workflow includes:
Most projects begin installation within approximately 45 to 90 days of receiving the Purchase Order. The exact timeline depends on the size and complexity of the project, ClarkPowell resource availability, site readiness, and equipment availability from manufacturers. If an item is subject to an extended lead time, we will notify you as soon as that information becomes available and keep you informed throughout the project.
Once equipment delivery dates are confirmed and any required programming or pre-build work is scheduled, our Project Coordinator will contact you to arrange the installation.
Can ClarkPowell perform installation or service work at night or on weekends?
Yes. ClarkPowell can coordinate after-hours, overnight, or weekend work when it is needed to reduce disruption to your operations. After-hours scheduling depends on technician availability, project requirements, site access, and the scope of work. Additional labor or scheduling charges may apply. We recommend discussing after-hours requirements early in the planning process so they can be included in the project schedule and proposal.
Once ClarkPowell receives your Purchase Order, our Project Coordinator will contact you with:
- Your assigned project number
- Contact information for your Project Manager
- Contact information for your Design Engineer
- An overview of the project process and next steps
The typical project workflow includes:
- Pre-ordering applicable equipment
- Assigning the Design Engineer and Project Manager
- Completing technical designs and schematic drawings
- Conducting an internal peer review for accuracy and quality
- Finalizing equipment orders
- Confirming manufacturer delivery schedules
- Completing required programming or pre-build work
- Coordinating installation dates with your team
Most projects begin installation within approximately 45 to 90 days of receiving the Purchase Order. The exact timeline depends on the size and complexity of the project, ClarkPowell resource availability, site readiness, and equipment availability from manufacturers. If an item is subject to an extended lead time, we will notify you as soon as that information becomes available and keep you informed throughout the project.
Once equipment delivery dates are confirmed and any required programming or pre-build work is scheduled, our Project Coordinator will contact you to arrange the installation.
Can ClarkPowell perform installation or service work at night or on weekends?
Yes. ClarkPowell can coordinate after-hours, overnight, or weekend work when it is needed to reduce disruption to your operations. After-hours scheduling depends on technician availability, project requirements, site access, and the scope of work. Additional labor or scheduling charges may apply. We recommend discussing after-hours requirements early in the planning process so they can be included in the project schedule and proposal.
Service and Technical Support
How can I schedule a service appointment?
Contact ClarkPowell’s Service Team by phone, email, or through the service request form on our website.
Please provide as much information as possible, including:
Customers with an active Service Level Agreement receive priority scheduling based on the terms of their agreement.
Why is there a charge to repair a system that was installed only a few months ago?
ClarkPowell’s standard workmanship warranty is 90 days unless otherwise stated in your contract or Service Level Agreement. After the workmanship warranty has expired, service labor may be billable. However, the manufacturer’s equipment warranty may still cover the replacement or repair of defective hardware.
If the issue is caused by a covered equipment failure, ClarkPowell can help coordinate the manufacturer warranty process. Labor, travel, troubleshooting, removal, reinstallation, shipping, or programming may still be billable depending on the warranty terms and your service agreement.
We have an emergency. How quickly can ClarkPowell provide on-site support?
Our Service Team schedules requests based on urgency, technician availability, location, and the customer’s service coverage. The service calendar may be booked approximately two weeks in advance. Customers with an active Service Level Agreement receive priority scheduling according to the response terms included in their agreement.
Customers without an active agreement are scheduled based on available resources. We may need to adjust a confirmed appointment if we receive a higher-priority service request from a customer with contracted response coverage. An active Service Level Agreement is the best way to secure priority response for critical AV systems.
Contact ClarkPowell’s Service Team by phone, email, or through the service request form on our website.
Please provide as much information as possible, including:
- Your company and location
- The affected room or system
- A description of the issue
- When the issue began
- Any error messages
- Photos or video of the problem, when available
- The urgency of the request
- Your preferred dates for service
Customers with an active Service Level Agreement receive priority scheduling based on the terms of their agreement.
Why is there a charge to repair a system that was installed only a few months ago?
ClarkPowell’s standard workmanship warranty is 90 days unless otherwise stated in your contract or Service Level Agreement. After the workmanship warranty has expired, service labor may be billable. However, the manufacturer’s equipment warranty may still cover the replacement or repair of defective hardware.
If the issue is caused by a covered equipment failure, ClarkPowell can help coordinate the manufacturer warranty process. Labor, travel, troubleshooting, removal, reinstallation, shipping, or programming may still be billable depending on the warranty terms and your service agreement.
We have an emergency. How quickly can ClarkPowell provide on-site support?
Our Service Team schedules requests based on urgency, technician availability, location, and the customer’s service coverage. The service calendar may be booked approximately two weeks in advance. Customers with an active Service Level Agreement receive priority scheduling according to the response terms included in their agreement.
Customers without an active agreement are scheduled based on available resources. We may need to adjust a confirmed appointment if we receive a higher-priority service request from a customer with contracted response coverage. An active Service Level Agreement is the best way to secure priority response for critical AV systems.
Can ClarkPowell access our system remotely and repair it?
Sometimes. Remote troubleshooting depends on the type of problem and whether secure remote access has already been configured. If remote access and monitoring are available, our Service Team may be able to diagnose the problem, adjust settings, restart devices, update programming, or resolve the issue without sending a technician to the site.
If remote access has not been established, ClarkPowell can discuss options for adding secure remote support and monitoring to your system. Some problems, such as damaged cables, failed hardware, power issues, or physical equipment problems, will still require an onsite visit.
Do you provide remote monitoring and support?
Yes. ClarkPowell offers remote monitoring and support options that can help identify equipment issues, system errors, connectivity problems, and device outages. Depending on the system and service plan, remote support may allow our team to:
Remote monitoring capabilities vary based on the equipment, network access, security policies, and the service agreement selected.
Can ClarkPowell inventory all of our AV systems and develop an annual Service Level Agreement?
Yes. ClarkPowell can conduct an audiovisual system inventory across one or multiple locations.
The assessment may document:
Using this information, ClarkPowell can develop a customized Service Level Agreement based on the number of systems, their condition, the importance of each space, and the level of response your organization requires.
Can you support our locations throughout the United States and Overseas?
Yes. ClarkPowell can help organizations manage audiovisual projects and support needs across multiple locations in the United States and internationally.
For projects outside our primary service area, we can coordinate with qualified integration and service partners while maintaining centralized communication, standards, project oversight, and documentation.
This approach can help organizations create a more consistent AV experience across offices, campuses, and global locations.
Sometimes. Remote troubleshooting depends on the type of problem and whether secure remote access has already been configured. If remote access and monitoring are available, our Service Team may be able to diagnose the problem, adjust settings, restart devices, update programming, or resolve the issue without sending a technician to the site.
If remote access has not been established, ClarkPowell can discuss options for adding secure remote support and monitoring to your system. Some problems, such as damaged cables, failed hardware, power issues, or physical equipment problems, will still require an onsite visit.
Do you provide remote monitoring and support?
Yes. ClarkPowell offers remote monitoring and support options that can help identify equipment issues, system errors, connectivity problems, and device outages. Depending on the system and service plan, remote support may allow our team to:
- Monitor equipment status
- Receive system alerts
- Identify offline devices
- Review system health
- Troubleshoot problems remotely
- Restart compatible equipment
- Update certain settings or programming
- Resolve issues before they disrupt an important meeting or event
Remote monitoring capabilities vary based on the equipment, network access, security policies, and the service agreement selected.
Can ClarkPowell inventory all of our AV systems and develop an annual Service Level Agreement?
Yes. ClarkPowell can conduct an audiovisual system inventory across one or multiple locations.
The assessment may document:
- Equipment manufacturers and model numbers
- Serial numbers
- Room locations
- System age and condition
- Warranty status
- Software and firmware versions
- Network and remote access capabilities
- Known issues
- Critical equipment and spaces
- Recommended repairs, replacements, or upgrades
Using this information, ClarkPowell can develop a customized Service Level Agreement based on the number of systems, their condition, the importance of each space, and the level of response your organization requires.
Can you support our locations throughout the United States and Overseas?
Yes. ClarkPowell can help organizations manage audiovisual projects and support needs across multiple locations in the United States and internationally.
For projects outside our primary service area, we can coordinate with qualified integration and service partners while maintaining centralized communication, standards, project oversight, and documentation.
This approach can help organizations create a more consistent AV experience across offices, campuses, and global locations.
Equipment Returns and Warranty Support
What is ClarkPowell’s Return Merchandise Authorization process?
If equipment needs to be returned because of a suspected defect or warranty issue, contact ClarkPowell’s Service Team before shipping or removing the product. Our team will help:
Products should not be returned without authorization. Return eligibility, restocking fees, shipping costs, replacement timing, and warranty coverage are determined by the manufacturer or distributor’s policies and the terms of the original sale.
What happens if a product is not working when it arrives?
Contact ClarkPowell as soon as possible and do not discard the product packaging. We will document the issue, confirm the equipment and serial number, and work with the manufacturer or distributor to determine whether the product should be replaced, repaired, or returned.
Photos of the packaging, shipping labels, equipment, and any visible damage may be required. Reporting the issue promptly is important because manufacturer and shipping damage claim periods may be limited.
ClarkPowell will help coordinate the process and keep you informed of the next steps. If you have any additional questions, please contact us so we can help.
If equipment needs to be returned because of a suspected defect or warranty issue, contact ClarkPowell’s Service Team before shipping or removing the product. Our team will help:
- Confirm the equipment and serial number
- Troubleshoot the reported issue
- Determine whether the product is covered by a manufacturer warranty
- Request a Return Merchandise Authorization from the manufacturer or distributor
- Provide return and shipping instructions
- Coordinate repair or replacement when applicable
Products should not be returned without authorization. Return eligibility, restocking fees, shipping costs, replacement timing, and warranty coverage are determined by the manufacturer or distributor’s policies and the terms of the original sale.
What happens if a product is not working when it arrives?
Contact ClarkPowell as soon as possible and do not discard the product packaging. We will document the issue, confirm the equipment and serial number, and work with the manufacturer or distributor to determine whether the product should be replaced, repaired, or returned.
Photos of the packaging, shipping labels, equipment, and any visible damage may be required. Reporting the issue promptly is important because manufacturer and shipping damage claim periods may be limited.
ClarkPowell will help coordinate the process and keep you informed of the next steps. If you have any additional questions, please contact us so we can help.
