When AV Belongs on the Corporate Network and When It Should Run Separately

Which AV devices are actually networked

The first thing to establish is which devices in the project actually communicate over the network. There are fewer of them than many people expect.

Video conferencing devices, touchscreen control panels, room-booking panels and networked audio communicate over the network. A large part of an AV system, however, uses direct connections and does not involve the network at all. A loudspeaker, projector or display connected by a signal cable is not automatically a network device.

The project therefore begins by identifying which components will connect to the network and which will not. Everything else follows from that decision.

Why video conferencing devices require many open ports

A video conferencing device communicates with a cloud platform such as Microsoft Teams, Zoom or Google Meet. To operate reliably, it requires a broad range of permitted network communications in both directions.

This has a direct security consequence. A device with many permitted connections has a different risk profile from a printer. When it operates on the same network as workstations and servers, it increases the surface that must be protected. This is why video conferencing devices are commonly separated from the rest of the network. It is a security decision, not an unnecessary technical complication.

When AV belongs on the corporate network and when it needs its own segment

The answer depends on the scale of the project and generally takes one of three forms.

A single video conferencing room. The device usually connects directly to the corporate network. For one room, this is generally appropriate.

Multiple video conferencing devices or a larger organisation. Video conferencing devices and room-booking panels often receive a dedicated network or subnet, typically their own VLAN. The reason is security. These devices have specific network communication requirements, and separating them keeps the infrastructure cleaner.

A large project with networked audio and control. When the system includes Dante, network-based control or a control platform such as Crestron, the integrator generally aims to run that system outside the corporate switch infrastructure, on a network managed by the integrator.

The third case illustrates the overall principle best. The larger and more demanding the AV system becomes from a networking perspective, the more likely it is to operate separately from the corporate infrastructure rather than becoming more deeply embedded in it.

Why a good integrator does not ask you to configure QoS or multicast

This is a question every experienced network administrator will ask, because networked audio operating on a shared network typically requires QoS and IGMP snooping.

When a project includes networked audio, it runs on a separate network managed by the integrator. That demanding real-time traffic therefore does not run on your production network at all, which means you do not need to configure QoS, multicast or additional AV bandwidth on it. We cover audio routing over the network in more detail in our article about the Dante protocol and the corporate LAN.

A well-designed AV project does not require you to rebuild your network configuration. Either the corporate network carries only lightweight video conferencing traffic, or demanding networked audio operates outside your switch infrastructure.

What you actually need to prepare

The list is short and practical. Before installation, the integrator needs the following from IT:

• Allocated switch ports.
• Sufficient PoE budget on the switch for powered devices.
• Wired internet connectivity.
• Accounts and permissions for devices on the network.
• Device approval based on MAC addresses provided by the integrator.
• Required firewall ports opened for the video conferencing platform.
• An IT representative available during commissioning, because some settings can only be completed from the client’s side.

That is the complete requirement. It is about preparing the environment into which the AV system will fit, not tuning the corporate network for AV. The cabling specification in the AV project defines what should be prepared before implementation. We explain who is responsible for each item and when it should be completed in our article about the division of responsibilities between IT and the AV integrator.

The document that puts everything in writing in advance

To avoid dealing with these issues only on installation day, they should be documented in advance. MediaTech uses a Site Readiness Checklist, which is sent to the client before implementation. It covers four areas:

• Logistics and installation access.
• Construction readiness of the room.
• IT infrastructure and connectivity.
• Licences and configuration, including Teams, Zoom or Meet and router configuration.

This document is also a useful test of the supplier. An integrator that sends it proactively and well in advance has thought the project through to installation day.

What happens when the network is not ready

These situations occur repeatedly, and all of them can be identified before the installation team arrives:

• Data outlets have not been activated.
• The switch does not have sufficient PoE budget.
• Device accounts have not been prepared.
• The firewall blocks ports required by the video conferencing platform.
• The network is configured in a way that prevents even a device update from running.

When the installation team encounters any of these issues on site, the project is delayed. And when the price has already been fixed through a tender, that additional time cannot simply be added afterwards. The delivery schedule pays the price. Reviewing these points on paper in advance is the least expensive part of the entire project.

Frequently asked questions

Does AV need to be on a separate network? It depends on the scale of the project. A single video conferencing room usually connects directly to the corporate network. With multiple video conferencing devices, a dedicated VLAN is commonly used for security reasons because these devices have specific network communication requirements. Large systems with networked audio and control operate outside the corporate switch infrastructure, on a network managed by the integrator.

Do AV devices need QoS and multicast on our network? Not in a correctly designed project. Demanding networked audio operates on a separate network managed by the integrator, so it does not run on your production network at all. You therefore do not need to configure QoS, multicast or additional AV bandwidth on the corporate network. Only the lighter video conferencing traffic remains there.

What does the AV integrator need from our IT department before installation? Allocated switch ports, sufficient PoE budget for powered devices and wired internet connectivity. It also needs device accounts and permissions, approval based on MAC addresses supplied by the integrator, and the required firewall ports opened for the video conferencing platform. Finally, someone from IT must be available during commissioning because some settings can only be completed from the client’s side. The entire list should be documented before implementation.

Why do video conferencing devices require so many open ports? They communicate with cloud platforms such as Teams, Zoom or Meet and require network communication in both directions for reliable operation. A device with many permitted connections has a different risk profile from a printer. This is why it is commonly separated from the rest of the network. The goal is to prevent it from unnecessarily expanding the attack surface of the network used by workstations and servers.

What is a Site Readiness Checklist? It is a written document the AV integrator sends to the client before implementation. It covers four areas: logistics and installation access, construction readiness of the room, IT infrastructure and connectivity, and licences and configuration. It puts network and construction requirements in writing before the installation team arrives. It also acts as a useful test of the supplier because an integrator that sends it proactively and well in advance has thought the project through.

Which AV devices are actually networked? Video conferencing devices, touchscreen control panels, room-booking panels and networked audio communicate over the network. A large part of an AV system uses direct connections and does not involve the network. A loudspeaker, projector or display connected by a signal cable is not automatically a network device. The project therefore begins by identifying which components will connect to the network and which will not.

Next step

If you are preparing an AV project, request the network requirements before signing the contract. Email us at mediatech@mediatech.sk or call +421 2 20 999 700 and tell us how many rooms you are planning and what type of system you need.