Context
For the past few years there has been consistent interest on campus in converting existing conference rooms to hybrid conference rooms that support meetings with local and remote participants. OIT Technology Experience and Innovation monitors the developments in Teams certified AV equipment and can assist campus staff with selecting the right components. UTD predominantly uses Poly and Logitech systems, but we have evaluated systems from Crestron, Neat, Audio Codes, Cisco, Dten, Jabra and Yealink.
Considerations
Creating an effective hybrid meeting room or Teams room requires the consideration of several factors that are unique to each location. Here are some of the things to look at when evaluating your location:
Room Size and Layout
- Room Size: Perhaps the most critical consideration this will determine the proper camera and microphone specifications for the room.
- Seating Arrangement: In most cases these are rooms with conference tables but if you have a different arrangement or an unusual table shape there may need to be some accommodation made in the design.
- Acoustics: Assess the room’s acoustics. Carpeted floors, curtains, and soft furniture can help reduce echo.
Display Type
- Projectors: These can make camera placement more challenging and eliminate the feasibility of many camera bar systems.
- Monitors: Camera bars get the best perspective from just below the monitor.
Table Configuration
- Fixed Tables: These can have control systems and laptop connections stationed at the table but the right cable path must be identified.
- Movable Tables: If the room has movable tables you will probably want to use ceiling mounted microphones and speakers. The control panel and laptop connections should be located on a wall.
Windows and Lighting
- Window Placement: Avoid placing screens opposite windows to prevent glare. Use blinds or curtains if needed.
- Lighting: These problems are rarely fully addressed but efforts to reduce light directly on the screen should be made.
Pre-existing AV Equipment
- Integration: Should existing AV equipment be incorporated into the AV design or is it no longer needed?
Optional Features
- Dual Monitors: Useful for multitasking during presentations or collaborative work.
- Touchscreens: Enable interactive whiteboarding and annotation.
- Whiteboard Cameras: Capture physical whiteboard content for remote participants.
- Table-Mounted Cameras: Useful for capturing in-room discussions.
Budget and Cost
- Licensing: Teams rooms have ongoing annual licensing costs to be aware of.
- Quality vs. Cost: Different manufacturers make systems that vary in price and quality.
Conclusion
The ideal AV setup varies based on the specific needs of your organization and the room’s purpose. To schedule a location survey or discussion about hybrid meeting technology please open a ticket with OIT Technology Experience and Innovation.