Cost Considerations in Video Wall Proposals

The component of effective video proposal template should clearly outline the various cost aspects involved in a video wall project. Video walls can be an expensive investment and understanding the total costs upfront is important for any buyer. This blog will discuss the different cost considerations that must be taken into account when putting together a video wall proposal.

Hardware Costs
The hardware costs will likely make up the bulk of expenses for a video wall system. This includes the individual display panels, video processor, cabling and mounting hardware.

Display Panels
Display panels are usually the highest line item on the quote. Larger panel sizes, higher resolutions and brighter panels will drive up costs significantly. Consider panel size, image quality needs and distance of viewer when determining optimal panel specs to fit your budget. Buying smaller or lower resolution panels than required can negatively impact the video wall experience.

Video Processor
The video processor is the brain of the system that takes video sources and splits/scales them across the display layout. More outputs and advanced processing power translates to higher costs. Ensure the unit has sufficient outputs and processing horsepower to support your source/layout needs now and for future expansions. Consider a scalable unit that can be upgraded later if extra outputs are ever required.

Cabling and Infrastructure
Clean, organized cabling is crucial for maintaining video wall performance and aesthetics over the long run. Thoroughly assess cable runs and termination points to accurately cost conduit, cable trays, trunk cables and breakout boxes. Fiber optic cabling may be preferable over long runs for its reliability and bandwidth. Infrastructure costs can easily rival or exceed display costs for large configurations.

Mounting and Housing
Durable mounting solutions are essential to safely and securely install and service the video wall array. Rigid, multi-point mounting allows service without disturbing adjacent panels. Carefully consider wall structure, seismic codes and service/maintenance access when specifying the mounting system. Enclosure/housing may also be required to protect components.

Installation and Configuration
Labor costs for installation and configuration should not be overlooked. Properly trained specialists are required to:

Mount and interconnect all hardware securely and cleanly
Perform imaging adjustments for color, brightness and geometry
Configure multi-window video layouts
Calibrate processing hardware
Program controller interfaces
Conduct user training
Larger/more complex installations require more labor hours which drives up costs substantially. Ensure adequate time is budgeted to complete the work thoroughly and address any issues that may arise. Consider multi-day trials to fine tune settings prior to final configuration.

Software/Licensing
Subscription and licensing fees are another ongoing cost to keep in mind.

Media player license fees (if applicable)
Controller software licensing
Remote monitoring/management (if specified)
Content management system
Maintenance/support agreements
Be aware of recurring versus one-time license models. For a multi-year ROI analysis, factor in annual software costs over the lifetime of the video wall. Procure multi-user licenses if content will be accessed by more than a single operator.

Annual Operating Expenses
While the hardware carries the biggest up-front investment, ongoing operational costs should be budgeted annually as well:

Content production/updates
Routine system checks/preventative maintenance
Comprehensive maintenance/repairs
Software/firmware updates
Replacement of consumable parts
Recalibration/re-imaging
Network/bandwidth charges
Proper maintenance is crucial to sustain video quality, reliability and the wall's usable lifespan. Periodic replacements like lamps, panels and batteries will be required. Energy consumption also factors into total operational costs depending on operational hours.

Project Management
For complex video wall projects spanning multiple locations, organizations, vendors - experienced project management cannot be overlooked. Dedicated resources are needed for:

Vendor coordination
Logistics planning
Quality control
Documentation
Change orders
User acceptance testing
Training development/delivery
Go-live support
Professional services do not come cheaply but bring value through on-time delivery, issue resolution and reduced rework/risks. Consider a phased or controlled roll-out to manage costs if a huge multi-site deployment is planned.

Summary

In conclusion, accurately accounting for all hardware, software, labor and operational costs upfront is crucial for developing realistic video wall proposals and budgeting. While the initial outlay may seem high, factoring in cost per viewable square foot rather than per panel provides a more practical comparison to traditional display technologies like direct-view LED. With optimized configurations, energy savings and extended lifecycles - video walls often prove very cost effective displays for mission critical digital signage in the long run. Careful advance planning and cost analysis using an effective proposal template will help buyers get the highest quality video wall solution within their targets.