The Steps to Your New Custom Multimedia Conference Room

Every step can be handled for you, from emptying an existing space, to specifications, new construction, equipment installation, automation, and training.

Define Objectives: In order to implement a system that truly meets your needs, your objectives must be clearly defined. A project leader will work with you to determine what you want the room to do. Will the room be used for in-person meetings, video teleconferencing, online meetings, or combinations of these? Will the meeting be conducted by administrators showing PowerPoint presentations or researchers discussing high-resolution medical images?

Develop Specifications: Together, we will develop specific requirements to ensure that your new conference room will meet your objectives. For example, you may want a user-friendly touch panel that enables anyone on your staff to hold a Video Teleconferencing (VTC) call, while another group prefers to lock the controls so that only authorized personnel can initiate a call. Your space may have large windows that require a brighter projector or room darkening shades, while another room needs sound barriers and special audio equipment because it is located between a high-traffic street and a noisy office break-room.

Engineering: During the engineering stage, the project leader will determine exactly what components will be necessary and how they will work together to meet your requirements. Typically, a multimedia room will include a projector that display files from a laptop or a dedicated room computer onto a screen. The projector shown here is mounted on the ceiling where it is unlikely to be obscured by someone walking in front of it. This placement also discourages people from adjusting the settings.

Rooms usually include at least one digital video camera to capture video images of the people at the conference room table or the speaker at the podium.  The video is sent to a group you are conferring with in a distant conference room, which is sending their own video back to your room. Thus, both groups can see each other and hold a much more natural conversation whether they are separated by miles or continents.

There is no limit to what can be created.  If there is a way to make your meeting more productive, we can help you.  Other options include:multiple microphones on the table or suspended from the ceiling to pick up sound from everyone in the room and transmit it to the remote attendees, ceiling speakers to allow you to hear the remote attendees, DVD players that automatically record your meeting to a disc, “Smart boards”, electronic whiteboards, that allow you to save the information written on them as digital files.

Installation: Finally, with all the planning, specifications, and ordering complete, the physical installation of your new conference room can proceed. Once your room is ready for use, we can train your personnel on how to use it, and provide ongoing maintenance so your room will always be ready for the next meeting.