Whether museum, castle, fortress, memorial site or exhibition: for many institutions an audioguide is the most important part of visitor information. There are many providers, and their offers differ widely – in technology, in pricing model and in the effort needed to run them. This checklist helps you compare offers and ask the right questions.

Rental device, app or web app?

Before comparing providers, it is worth deciding on which device your visitors should listen to the audioguide.

Rental devices App (iOS/Android) Web app in the browser
Device Hardware owned by the institution Visitors' smartphones Visitors' smartphones
Ongoing effort Handing out, charging, cleaning, repair, replacement Low, content is managed in a CMS Low, content is managed in a CMS
Works offline Yes Yes, after download Limited, depending on implementation
Visitor access Handed out at the ticket desk Download from the app store Link or QR code, no installation
Best for Institutions that deliberately want to run their own hardware Longer tours, weak mobile reception, several languages Short tours, temporary exhibitions, good Wi-Fi on site

For most museums, castles and open-air sites, an app on visitors' smartphones is the most cost-effective solution today: your guests already carry the device, and the costs of buying, cleaning and maintaining rental devices disappear.

Checklist: 10 questions for every audioguide provider

1. How many languages are possible – and who translates?

Multilingual content is essential for international visitors. Ask whether the provider also handles translation and voice-over, and what each additional language costs. With AI translation and AI voices, ten or more languages are affordable today.

2. Can we manage the content ourselves?

Exhibitions change. A simple content management system (CMS) where you can replace texts, images and audio files yourself saves time and reduces dependency on the provider.

3. Does the audioguide work without internet?

In castles, cellars and behind thick walls, reception is often poor. Make sure all content is available offline on the smartphone after the first download. Free Wi-Fi at the entrance is then enough for the download.

4. Do visitors need headphones?

Not every guest brings headphones. A good audioguide can also be played through the smartphone's loudspeaker or earpiece, just like a phone call.

5. Can we restrict access?

If the audioguide is part of the ticket or sold separately, access should be protectable, for example with a PIN code that visitors receive with their ticket.

6. What about data protection?

Ask which data the app collects. The simplest option is an audioguide that collects no personal data – then no separate privacy policy is needed for running it.

7. Does the app match our design?

The logo, colours and images of your institution ensure a professional appearance. Check whether branding is included in the price and whether the app can be published under your own name in the app stores.

8. How transparent is the pricing model?

Typical cost items are setup, ongoing licence or hosting, cost per language, content creation and support. Ask about fees per download or per visitor – these can become expensive as visitor numbers grow. A fixed annual price is easier to plan.

9. What happens if we want to switch providers?

Make sure you can export your content at any time and are not tied to a closed system. An open-source foundation adds confidence that the solution can keep running in the long term.

10. Are there references we can try ourselves?

The best test is a real audioguide. Download apps from existing projects and try them before deciding. Also ask for a free trial period with your own content.

Reusing existing content

Already have an audio tour on rental devices? Then you do not need a new production. Existing audio tracks, for example in MP3 format, can usually be transferred directly into an app and extended with more languages if needed.

SmartCompanion at a glance

SmartCompanion is an audioguide app for museums, castles and exhibitions. This is how we answer the checklist:

See for yourself in our reference projects: Kufstein Fortress, Tratzberg Castle, Museum of Tyrolean Farms and Landeck Castle. All prices and services are listed in the pricing overview.