Cabling is rarely the most visible part of a project, but it can be one of the most important.
When an organization begins planning an AV or UC upgrade, it is easy to focus on displays, cameras, microphones, conferencing platforms, and room controls. But the underlying cabling and pathway infrastructure has a major effect on whether the finished system performs reliably and scales cleanly later on. That is why a cabling review is such a useful early step: it helps your organization understand whether the existing infrastructure is suitable for the next phase, where hidden limitations may exist, and where consultants or integrators may need to recommend upgrades.
Start with the practical question: what is already there?
An existing building or meeting environment usually contains a mix of legacy and newer cabling. Some of it may still be serviceable; some may not suit the performance, distance, or network requirements of a new system. A review typically looks at the cable types currently in use, their approximate age and physical condition, pathway quality and accessibility, labeling and documentation, termination quality, and likely compatibility with both current and proposed systems. That last point matters more than many organizations first expect, because a cable that still works in a basic sense can still be a poor fit for a more demanding, more network-dependent environment.
Understand the common cable categories, but avoid oversimplifying them.
A basic understanding of cable types is helpful, though capability claims should be treated carefully — they depend heavily on the exact standard, cable construction, connector quality, signal format, and distance involved. HDMI carries audio and video together and remains common for local device connectivity, but its capabilities vary significantly by cable category and by the devices in the signal chain, and the specification does not assign one universal maximum cable length. DVI is an older interface still found in some legacy environments, where capability depends on whether the connection is single-link or dual-link, so generalized resolution claims should be handled with care. VGA is a legacy analog format that may still appear in older rooms, and its presence is generally a sign that the infrastructure needs closer review. Ethernet cabling is central to many current AV and UC environments, particularly where systems depend on network connectivity, device management, collaboration platforms, control, or AV over IP. Optical fiber is valuable where longer distances, higher bandwidth, or electrical isolation matter, though suitability depends on the exact fiber type, connectors, transceivers, and design requirements.
A cabling audit should look beyond whether the cable “still works.”
A proper infrastructure review goes beyond visible damage: it should also consider whether the installed cabling is appropriate for the performance and support requirements of the new project — examining visible wear, strain, moisture exposure, or poor routing; questionable terminations; missing labeling or documentation; distances that may be impractical for the intended signal type; pathways that are already full or hard to access; and network dependencies that were never part of the original design. Cable labeling, cable management, termination, and verification are all recognized elements of AV performance verification and project documentation.
Distance and performance should be discussed carefully.
One of the easiest places for AV infrastructure guidance to become misleading is in simple statements about distance. In practice, usable cable distance depends on the interface, signal resolution, bandwidth, cable build quality, shielding, active versus passive design, and environmental conditions, which is why broad rules of thumb should not be treated as universal project assumptions — HDMI, for instance, has no single maximum cable length defined in the standard. Where longer runs or more complex distribution are involved, consultants or integrators may propose alternatives such as fiber, signal extension, or AV over IP, depending on the architecture. AV over IP can provide flexibility and scalability, but it also introduces bandwidth, latency, QoS, interoperability, and security considerations.
Scalability covers more than adding devices later.
A useful cabling review also considers how the organization may need the environment to evolve. Could additional displays, cameras, or microphones be needed later? Will more rooms eventually be standardized? Could the network need to carry more AV-related traffic? Are pathways and closet space sufficient for future additions, and will IT need earlier coordination around addressing, VLANs, ports, or security? AVIXA guidance on AV/IT infrastructure emphasizes that AV designs interacting with networks should be coordinated with IT around connectivity, bandwidth, protocols, security, VLANs, subnets, and related planning details.
Professional review is often worth it here.
For many end user organizations, cabling is one of the areas where outside review is especially useful. A consultant or integrator can assess whether infrastructure is appropriate, documented, testable, and aligned with the intended design — presence alone proves little. That review may involve inspecting cable condition and routing, verifying termination quality, reviewing documentation and labeling, coordinating network matters with IT, testing or certifying where appropriate, and recommending what to reuse, replace, or supplement.
Better infrastructure planning reduces surprises later.
A cabling review may not be the most visible part of a project, but it heads off many of the problems that surface later — unstable performance, avoidable redesign, hidden retrofit costs, poor documentation, and delays during implementation. For an end user organization, that makes this step less about technical curiosity and more about practical risk reduction.
Key takeaways
Existing cabling should be assessed for suitability, beyond basic functionality.
HDMI, DVI, Ethernet, and fiber capabilities vary by standard, distance, and implementation, so simplified claims should be treated carefully.
Documentation, labeling, termination quality, and verification are part of recognized AV project best practice.
AV over IP and other network-dependent approaches can increase flexibility, but they also increase the need for IT coordination.
A good early review reduces downstream risk, retrofit cost, and implementation surprises.
Next steps
Starting to plan? Plus+ Services works with consultants and integrators across Canada and can help connect your organization with the right project partners.
SFM is a trusted market leader in customized go-to-market solutions for global brands within the audiovisual, live entertainment, and media production industries. We have supported hundreds of organizations through every step of this process. This guide reflects the expertise we have developed in Canada’s audiovisual sector and how our partners benefit from it.