As AV technology advances rapidly, the need for scalability, future-readiness, and efficiency in system design has never been more critical. Organizations can no longer afford to rip and replace entire AV systems every few years. Instead, forward-thinking integrators, consultants, and AV managers are shifting toward modular AV design — a strategy that allows for seamless expansion, adaptation, and upgrades. At the heart of this approach lies a well-structured, future-proof AV BOM (Bill of Materials).

Modular AV design not only facilitates immediate project delivery but also creates a roadmap for future integration and evolution. In this blog, we’ll explore the foundations of modular AV systems, how to craft a scalable AV BOM that supports long-term flexibility, and the role of modern technologies like AI BOM generators in accelerating and optimizing the design process.

Whether you're building a corporate meeting room, a campus-wide education system, a multi-floor hospital setup, or a government facility, this guide will walk you through the principles and practices that ensure your AV system grows with your needs — not against them.

The Rise of Modular AV Design

Traditional AV system design often emphasized comprehensive, fixed installations. While this worked for static use cases, today's environments demand more. Whether due to organizational growth, shifting user needs, or technological evolution, AV systems must now be agile, dynamic, and easy to update.

Modular AV design allows systems to be built in "blocks" — self-contained units of functionality — which can be added, removed, or modified independently. This strategy supports:

• Faster deployment
• Simplified maintenance
• Lower upgrade costs
• Reduced downtime
• Easier troubleshooting
• Future compatibility

The modular approach is especially important for large, multi-room, or enterprise-scale deployments, where the cost and complexity of overhauls are significant.

Understanding AV BOM in Modular Design

An AV BOM (Audio Visual Bill of Materials) is a comprehensive list of all components — hardware, software, cables, accessories — required for a project. In modular systems, the AV BOM must be designed with flexibility in mind, categorizing parts based on system blocks, room types, or zones.

A modular AV BOM:

• Separates core system components from peripheral modules
• Accounts for expansion ports and capacity buffers
• Tags items with upgrade paths or compatible alternatives
• Incorporates lifecycle data and vendor flexibility
• Highlights cross-room standardization for scale

When built properly, a modular AV BOM becomes not just a procurement list but a living blueprint for system evolution.

Core Principles of Modular AV BOM Design

1. Block-Based Architecture

Divide the system into logical blocks such as:

• Video conferencing modules
• Audio processing units
• Signal routing backbones
• Display and control interfaces
• Remote management and network bridges

Each block should be self-contained, allowing for independent upgrades.

2. Portability and Interoperability

Specify devices that support open standards (e.g., Dante, NDI, AES67, HDBaseT, AV-over-IP) to ensure that future additions work with current systems without vendor lock-in.

3. Scalable Connectivity

Ensure routers, switches, DSPs, and matrix systems have expansion ports or modular I/O options to accommodate growth. For example, choosing a DSP with additional card slots prepares your system for future mic zones.

4. Future-Proofing Through Firmware and APIs

Use equipment with robust API access and firmware update capabilities. This lets you roll out new features or integrations without changing physical infrastructure.

5. Consistent Naming and Labeling in the AV BOM

Clearly label each component with function, location, and grouping (e.g., "Zone A Audio Switch", "Room 3 VC Codec"), so that scaling or reconfiguring becomes manageable.

Using AI BOM Tools to Simplify and Scale Modular Design

Designing scalable AV BOMs manually can be time-consuming and error-prone, especially across complex multi-room or phased projects. This is where AI BOM platforms come into play.

An AI BOM tool uses intelligent automation and data-driven logic to help:

• Identify scalable components across multiple rooms or systems
• Recommend modular equipment with expansion options
• Simulate system upgrades to assess future compatibility
• Generate BOMs by room-type templates (e.g., huddle room, boardroom, classroom)
• Update BOMs dynamically as designs evolve or inventory changes

By integrating real-time vendor data, compliance standards, and historical project templates, AI BOM tools accelerate modular design creation while maintaining consistency and scalability.

Steps to Building a Scalable Modular AV BOM

Step 1: Define Use Cases and Growth Forecasts

Start by understanding:

• How spaces are currently used
• How usage is expected to grow
• What upgrades or features might be required in 3–5 years
• Organizational IT policies and vendor preferences

This data informs the design of flexible system blocks and capacity buffers.

Step 2: Create Functional Modules

Break your AV system into functional building blocks such as:

• Audio Input Module: Microphones, audio DSPs, audio cabling
• Video Module: Cameras, encoders, decoders, displays
• Control Module: Touchpanels, processors, occupancy sensors
• Infrastructure Module: Racks, network switches, power supplies
• Cloud Services Module: Remote management, logging, monitoring tools

Each module can be specified in the AV BOM as a subassembly or logical group.

Step 3: Use Templates for Room Types

Instead of designing from scratch each time, build templates for common room types. For example:

• Huddle Room Template
  • 1 soundbar
  • 1 all-in-one VC device
  • 1 display
  • 1 wall controller
• Medium Meeting Room Template
  • 2 microphones
  • 1 DSP
  • 2 displays
  • 1 control panel

Your AV BOM tool should apply these templates modularly across projects for consistency and scalability.

Step 4: Integrate Inventory and Procurement Data

Use AV BOM software that connects with procurement systems to:

• Flag obsolete or EOL parts
• Replace out-of-stock items with alternates
• Get real-time pricing for budgeting
• Optimize multi-vendor procurement

This ensures your AV BOM is always executable and up-to-date.

Step 5: Plan for Upgrade Paths

Label components in your AV BOM with:

• Upgrade Readiness: "Expandable", "Limited Capacity", "Replace After X"
• Lifecycle Info: Warranty, support dates
• Compatibility Notes: Works with firmware vX+, supports AV-over-IP expansion

This proactive tagging helps future teams understand the system's scaling ability.

Real-World Example: Corporate Campus Rollout

A global enterprise planned a 3-year AV rollout across its headquarters and branch offices. Instead of designing one-off systems, they used modular room templates and a centralized AI BOM platform to manage the entire project.

• 5 room types were defined: Huddle, Medium VC, Large VC, Training Room, Executive Boardroom.
• Each type had its own modular BOM template with upgrade paths (e.g., larger DSPs for training rooms).
• The AI BOM platform tracked component compatibility, vendor lead times, and standardization across 200+ rooms.
• Over 3 years, the company saved 18% in procurement costs and reduced upgrade downtime by 40%.

Benefits of Modular AV BOM Design

Key Technologies Supporting Modular AV BOMs

1. AV-over-IP Platforms – Enable scalable video/audio distribution with minimal cabling changes.
2. Networked DSPs – Modular audio routing and control that grows with your space.
3. Interoperable UC Devices – Certified hardware for Zoom, Teams, Google Meet, etc.
4. Cloud Management Tools – Centralized control of distributed systems via APIs.
5. Modular Furniture and Mounting – Flexible racks and enclosures adapt to changes easily.

Avoiding Common Pitfalls

1. Underestimating Growth – Always design for more capacity than initially needed.
2. Over-Standardizing – Leave room for innovation or evolving needs in future AV BOMs.
3. Ignoring Compatibility – Ensure firmware and protocol compatibility across modular components.
4. Poor Labeling – A modular BOM is useless if components aren't clearly grouped or tagged.
5. Lack of Documentation – Each modular block should include specs, diagrams, and upgrade notes.

Conclusion

Modular AV design is the path forward for anyone looking to future-proof their installations and minimize long-term costs. By carefully crafting your AV BOM with modularity, standardization, and scalability in mind, you create a system that evolves with your needs instead of being replaced by them.

Modern tools like AI BOM generators are accelerating this transition by automating design processes, suggesting scalable components, and providing real-time insights into compatibility, procurement, and performance.

Read more: https://repurtech.com/creating-av-boms-for-government-education-and-healthcare-projects/