Conference Room Equipment Standards

Purpose

The multimedia equipment used in ISU conference rooms has been standardized based on the size of the room and basic technology needs.  Standardized equipment will allow Educational Technology Services to better support the installation, upkeep and maintenance of the equipment by minimizing the footprint and increasing the longevity of the equipment used in conference spaces. Conference Room Audio/Video Consultation Request

Application

  • This standard applies to all ISU conference rooms and should be followed by all Faculty and Staff needing conference room audio and video equipment.
  • Standards are based on room size and basic technology needs.  
  • Though written for new installations, this template can be used for upgrade of older installations as well.

Exceptions

  • The standard equipment should accommodate the use cases for most of the equipment needs in ISU conference rooms.
  • Optional equipment may be available for department-specific use cases such as:
    • imaging devices
    • room scheduling/automation
    • panels
    • table pockets 
    • additional controllers
    • touch-capable monitors or additional displays
  • Optional equipment will be discussed during your consultation with your Educational Technology Services (ETS) representative and the cost added to base price for the standard equipment. 

Standards

Room Size and Dimensions

Conference Room Size Room Dimensions
Small- Seats 4 at one table 10' by 12'
 Medium- Seats 6 to 8 at a table 12' by 15'
Large- Seats 10 to 12 at one table with space for additional seating 15' by 20'

Board Room- Seats 20 to 22 around a table with space for additional seating

20' by 30'

Equipment and Cost

The table below provides the details of the standard equipment and cost including installation.  The table is not absolute, components may change over time, but the cost ranges will help to understand what the expenses will be. There may be an additional cost for installation if the installation is time-sensitive.  There may be electrical, carpentry or networking work that will need to be completed to support the installation of the equipment and will be charged separatly through ISU Facilities Management or Telecommunications Departments.

Equipment Specifications and Cost Small to Medium Size Conference Rooms Large to Board Room Size Conference Rooms
Flat panel Display or Projection Flat panel only displays between 40' and 65" display or projection 70" and up based on room size. 
Wall mount Sanus VLT2-B1 Wall mount for display/ Ceiling mount for projector
AV Controller * Extron MLC Plus series Extron MLC or TLP w/ IPCP
Wall or Surface Mount for Controller Extron EWB Series Extron EWB Series
POE Network Switch NetGear GS108PE NetGear GS108PE
Video and Sound Bar AV Bar with built-in Camera, Microphone & Speakers Not applicable
Speakers Included with AV Bar Extron FF 120T
Amplifier Included with AV Bar Extron MPA 601
Microphone Included with AV Bar Shure MXA910 ceiling array microphone
Camera Included with AV Bar Sony SRG 300 DU
Bring Your Own Device (BYOD) ** Mersive Solstice Mersive Solstice
In-room PC- ETS will preconfigure a PC and connect it to the conferencing system. Small form factor Small form factor
Power Distribution RLNK-915R RLNK-915R
Cabinet/ Storage for AV equipment determined after consultation                                    (estimate included in listed cost) determined after consultation                                    (estimate included in listed cost)
Wires and Miscellaneous hardware determined after consultation                                    (estimate included in listed cost) determined after consultation                                    (estimate included in listed cost)
Network Connections 2 connections (not included in listed cost) 2 connections (not included in listed cost)
Replacement Cycle*** 5 to 7-year replacement is recommended 5 to 7-year replacement is recommended
Price Range**** $7,500  $15,000

* Extron controllers are used in classrooms, conference rooms and event spaces throughout campus and allow for easy power control, source switching and speaker volume control.  More advanced options may be available for specific equipment control like PTZ cameras, microphones or Blu-ray players if needed.

**Bring your own device compatibility will allow the presenter to connect for their laptop/tablet/phone to the conference room system wirelessly. The device will need ot be on the ISU wireless network connected to either ISU-Open or ISU-Secure to display wirelessly.  

*** It is recommended that most electronic equipment is replaced on a 5 to 7-year replacement cycle.  This does not mean that all equipment has to be replaced but funding considerations should be made for potential replacement and upkeep.  Specific types of equipment and their replacement cycles will be covered by your ETS representative.

**** Prices above are based on components and costs at time of the article creation. These figures are not meant to be exact but do provide a rough estimate of total cost without optional changes to the template.

 

How are Equipment Requirements Determined?

There are a variety of reasons that specific AV equipment is chosen for installation. To help you understand some of this reasoning the following topics provide some detail on why equipment is recommended.

Display Size

Screen Size = Distance to furthest viewer / 3

If the far seat at the table is 20 feet (240 inches) away from the screen then the screen should be at least 80 inch. (240 in / 3 in = 80 in) The option between a flatpanel display and projector will depend on room size, viewing angles and  structure.

 

The Controller

The Extron controllers are used in classrooms conference rooms and event spaces throughout campus. The basic controller allows for easy power control, source switching and speaker volume control. More advanced controllers have additional options for specific equipment control like PTZ cameras, microphones or Blu-ray players.

 

Audio

Room size greatly affects the options for microphones and speakers. Small to medium sized rooms can benefit from combined systems like all-in-one AV bars, but larger spaces will require multiple speakers and microphones that properly work for the space. Room size, shape, use cases and construction materials are some of the factors that influence the choice of appropriate audio requirements and acoustical treatments.

 

What is BYOD?

Bring Your Own Device that allows the presenter to wirelessly connect their laptop/tablet/phone device to the conference room system. Your device does need to be on the ISU wireless to connect (ISU-OPEN or ISU-SECURE), you can then share content on the display wirelessly.

 

Why is there an in-room PC?

Having a PC installed in the conference room will be preconfigured by ETS, it will be connected to the conferencing system and allow for ease of use so that you don’t always have to bring your own computer with you. The in-room PC is also configured for any conferencing equipment, software and optional devices that may be used.

 

What types of optional equipment is there?

There may be departmental specific equipment necessary, there are also imaging devices, room scheduling/automation panels, table pockets additional controllers touch capable monitors, acoustical treatments for the room or additional displays are a few of the options. This will be covered in your discussion with a representative from ETS.

 

What are replacement cycles for equipment?

Most electronic equipment is recommended on a 5 to 7 year replacement cycle. Equipment recommended by ETS is "Comercial Grade". This means that normally the warranty on equipment is a minimum of 3 years of coverage. The replacement cycle does not mean that all equipment has to be replaced at a specific time, but funding considerations need to be made for potential replacement and upkeep. Specific types of equipment and their recommended replacement cycles will be covered by your ETS representative.

 

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Details

Article ID: 89794
Created
Mon 10/21/19 10:19 AM
Modified
Wed 7/28/21 8:38 AM

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