AV control systems – the possibilities

One of the tech products you can integrate into your conference room is an AV control system, which is a smart way of managing TV screens, audio, lights, and any other devices in the room automatically. AV control systems are the brains behind an AV system for commercial or education settings.

Come in several forms and can handle different levels of complexity. Some basically look like black boxes with wires and cables coming out; others look like keypads, and others have a touch panel interface the size of a smartphone or tablet.

An AV control system such as a control pad is typically placed on the wall, either near the TV or at the surface where you place your laptop to connect to other devices. Biamp’s larger touch panels, the 7” and the 10” Touch Panels, can also be placed directly on a table by mounting them on our table stand.

An AV control system is normally installed by a professional AV integrator and can be configured to perform all sorts of functions. These functions are determined by the needs of individual clients and their equipment setup. Some examples of functions are:

• Turning TV on and off
• Turning the volume up and down
• Rolling projector screen up and down
• Turning a projector on and off
• Turning a webcam / microphone on and off
• Connecting to a signal, for example, a laptop, as soon as someone plugs in an HDMI / USB cable
• Automatically turning a display screen or projector on as soon as a laptop is connected with a cable

This setup ensures that all the equipment in a conference room can be controlled from one central location using just one device. Another advantage is that you can have several laptops connected simultaneously; you can simply switch between signals with the push of a button.

No more wasting time downloading everyone’s presentations onto one laptop, people switching seats and pulling cables in and out when it’s their turn to present. In a situation where several people need to present something on-screen, the whole setup suddenly becomes a lot more streamlined and efficient.

In a setup where there is a projector in the room, an AV control system solves yet another challenge. It would no longer be necessary to climb up onto a chair, table or ladder to press the buttons on the projector. The control system can perform all the required functions - and it is installed in a place a human of average height can reach!

If all this talk of control systems has confused you, or if you consider it as going overboard with technology in the conference room– don’t worry. You don’t need to understand the details of how it works, as everything is taken care of by professionals.

Furthermore, there are several types of AV control systems, varying in size, price range and complexity. You can find the solution that works for your room and your needs. In an extremely digitalized workplace, technology is playing a more important role than ever, and it’s important to use it to your advantage.

Touch panels – an elegant AV control solution

Keypad control systems are an excellent installation in smaller rooms or learning and educational spaces. However, if you would prefer a solution with smarter tech and a more exclusive look, you would benefit from a touch panel installation in your conference room.

A touch interface is much more powerful than a keypad and allows you to perform more complex functions than pushing a button. A keypad is limited to performing the same number of functions as the number of buttons. A touch panel gives you many more possibilities.

A professional AV integrator can design a touch panel interface to have several ‘layers’ of functions, making it a perfect solution for rooms where many different types of AV equipment are used.

Microphones: The make or break of any online meeting

Remember how we mentioned that one individual who joins the meeting remotely? Let’s not forget about him or her! We've all been there—dreadful audio quality that hinders effective communication, causing frustration and wasted time during meetings. Don't let poor audio be the downfall of your otherwise well-prepared conference room setup.

The right microphones can be the game-changer that takes your meetings from mediocre to magnificent.

So, what should you look for when choosing the perfect microphone for your conference room? Firstly, consider the size and layout of your meeting space. A well-designed microphone array can capture voices from all corners of the room, ensuring that every participant is heard, regardless of their physical location – and even when they move around.

Our Parlé Beamtracking products track voices as they move around the room. With reduced programming, installation and commissioning time, Biamp's Parlé microphones include automated features that provide a streamlined setup and help lower equipment costs overall.

Available in a variety of sleek unobtrusive forms such as ceiling, tabletop and pendant microphones, Biamp's Beamtracking technology actively tracks and intelligently mixes conversations from around the space allowing far-end participants to experience the conversation as any normal face-to-face meeting.

Eliminate logistical nightmares with conference room booking systems

The logistical nightmares associated with double-booked rooms and the hunt for a free conference room in the office building can also be eliminated with some smart tech products.

Imagine having led a client to the meeting room you booked, only to walk in and find another team in the middle of their meeting! It’s embarrassing and unprofessional, distracting and time-consuming!

It would be a game-changer to invest in one of the many meeting room booking solutions on the market. There are many benefits to installing such a system:

Users will not need to learn how to use another app/software. Most conference room booking systems integrate with email & calendar systems such as Microsoft Outlook or G Suite, meaning it that users can book meeting rooms through a familiar software.

Maximize resources. It can be very frustrating for employees to see that meeting rooms are booked in the system, only to walk past and see many of them empty because the meeting was cancelled. Some booking systems also have a check-in function, meaning that meetings are cancelled automatically after a certain amount of time, freeing up the room.

Of course, a meeting/conference room booking system requires a physical product – typically a touch panel or tablet – outside the room to show the room availability. Available rooms can also be booked directly from the touch panel.

Conference room design that supports technology

All the tech products we have described can help you make your conference room smarter. Of course, it’s important to have the right layout, design and furnishings in the room to support your smart tech system.

It would be a pity to install the best products the AV tech world can offer, only for people to sit uncomfortably or be unable to hear properly because of poor design and acoustics. Every aspect of the conference should reflect quality. Technology, interior design and all the other small but important details contribute to a positive holistic experience.

Something as irrelevant as an ugly or uncomfortable chair could be the one thing guests remember when they leave the conference room, despite all the smart tech that makes the room so usable.

Conference room layout and design play a huge role in the overall experience of a meeting. The conference room's design must match the room's purpose.

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For example, if the room is meant to be used for video conferencing: the conference room table must have the right shape and size, the webcam and microphones must be placed in strategic locations so that everybody can be seen and heard clearly lighting (lights and curtains) must be adjustable to ensure optimal lighting conditions in the room.

Disturbing elements, such as the conference room door, should not be visible through the webcam

Concluding Toughts

In this article, we gave you an overview of 5 products we believe are a must-have in any type of meeting room or conference room.

These tech products will transform the meeting experience for users; changing conference rooms from places people dread to be in into places where people feel confident, focused and ready to be productive.