Selecting the equipment for your conference room

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Whether you are a hotelier hosting different groups of people or a high-tech company looking for a solution that integrates with your internal communications software, consider the questions below before purchasing your next bathroom solution. conference.

Selecting the equipment for your conference room

KniTec, Inc.

KniTec is an authority on hospitality and Pro-AV technology. KniTec has not received compensation for any of the conference room solutions offered below. Based on our research, we believe the recommendations below represent the best products on the market today. We will continue to update this article as we test other solutions and new products become available.

Before you start to think about all the ways you could use your conference room (pause on those dreams of foam parties around the world), think about your typical week of meetings: how many people are in the room? Do you need video conferencing capabilities? What is your style of collaboration?

Whether you are a hotelier hosting different groups of people or a high-tech company looking for a solution that integrates with your internal communications software, consider the questions below before purchasing your next bathroom solution. conference.

Videoconferencing vs Screencasting

How much should you include people who are not in the room during your meetings? If you are just looking to project your laptop screen onto a larger screen for others in the room to see, then a screencasting solution may be perfect for you. Previously, the most popular screencasting solutions were your proven projectors. But while there are projectors out there that now allow you to connect wirelessly, the majority of projectors still require a cable (and probably a dongle, a word that is both fun and anxiety-provoking to presenters around the world) to connect. reliably. And many spotlights are still hard to see with the lights on.

More and more, companies are moving away from projectors and turning to a professional screen mounted with screencasting equipment. One of the simplest, most beautiful, and therefore most popular solutions for businesses looking for a screen-only broadcast solution is the Barco ClickShare CSE-200. This nifty device lets you plug in a receiver to your center display and a smaller, USB-powered “button” to your laptop. Anyone, including guests, can connect with one click and share immediately, without the need for training. With this model, up to 2 people can share their screens simultaneously. Need even more collaboration power? Upgrade to Barco CSE-800 for up to 8 shared screens simultaneously. And now, with Barco’s Android and iOS compatible app, you can also stream directly from your phone or tablet. For hotel owners who want to offer screenshot capabilities in their workspaces, Barco Clickshare is an ideal solution.

If, however, you are like the majority of businesses who want people who are not physically present in the room to join the party, you may want to consider video conferencing solutions. In addition to screencasting capabilities, video conferencing setups feature a speaker, camera, and microphone. If that’s more what you had in mind, read on for some considerations on video conferencing.

Collaboration with touch screen

So you turn to a videoconferencing solution. Are your meetings more presentation style with one person delivering updates? Or, is your typical conference room filled with activities with people eager to develop and illustrate new ideas? In the latter case, there are some incredibly functional and fun video conferencing solutions with touchscreen capabilities that allow you and the people who join you virtually to annotate directly on your shared screen. Do you see a graphic that could really help Karen lead the presentation at home? Throw it on the screen. Has your meeting turned into a brainstorming session? Open a blank page and start drawing these Venn diagrams.

However, not all touchscreen solutions are created equal. For a non-reflective surface that is easy to see in almost any lighting condition, looks like writing on paper, and has a pixel-perfect feel that won’t make you feel like you’re writing with your opposite hand, we’ve got you covered. recommend the Avocor-ALZ series. Along with its superior writing feel, the device streams in 4K resolution at 60Hz, which means everyone will see your footage crystal clear with little to no lag. The ALZ series comes with an integrated PC and Logitech MeetUp video conferencing camera that combines a powerful camera, microphone and speaker into one unit that sits perfectly on the screen, keeping your conference table completely in focus. technology gap.

The Avocor-ALZ series is preconfigured for Zoom rooms, which means you can start a meeting without needing to connect a laptop. In practice, this is like walking into your conference room and pressing “Meet” on your screen to start the meeting. From there, you can invite anyone to join your meeting via email, even if they don’t have a Zoom Rooms subscription. In terms of screencasting, Zoom Rooms also allows you to easily share multiple screens simultaneously with a variety of simple, wireless screencasting options: share via one-click proximity, through their browser app, or Airplay mirroring. ‘Apple. If you are looking for an interactive and aesthetically stunning video conferencing solution, we highly recommend the Avocor-ALZ series, the best in the industry.

View Agnostic

If you’re the type of organization that likes to come in, provide updates, and get out, then maybe a touchscreen is something you can leave out. Or maybe you already have a screen in mind that you would like to use. In either of these scenarios, check out the Logitech Tap Bundle. The Logitech Tap Bundle solution, like the Avocor-ALZ series, uses the best Zoom Rooms software and the Logitech MeetUp camera, but allows you to pair them with almost any display (in the industry we call this a “display agnostic ‘Solution). Once you’ve selected your display, the Logitech Tap Bundle includes everything else: a Logitech MeetUp conference camera, a mini PC and stand with cable attachment, and the Logitech Tap touch controller to launch your meetings. And because it’s powered by Zoom Rooms, you can enjoy the same easy invite and screencast options described above.

Conference room size

How many people are in your typical meeting? What is the size and configuration of your meeting room? Out of the box, the solutions described above are best suited for conference rooms of 2 to 6 people. That said, all can be upgraded with better quality cameras, microphones, speakers, and additional screens to fit much larger rooms. For example, the Logitech Tap Bundle comes prepackaged in small (up to 6 people), medium (up to 10 people), and large (up to 16 people) packages but can even be scaled beyond to much larger pieces. When choosing the size of the conference room hardware / software, choose the configuration that is optimized for the number of people typically seated in the room and logging in, not the rare corporate meeting.

If you’re looking for a relatively inexpensive yet powerful conference room solution, take a look at the Zoom Rooms Huddle Pack. Unlike the Logitech MeetUp camera, the Huddle Bundle includes separate components for the camera, microphone, and speaker. While there are a few more items to manage, separate components allow you to locate your microphone in the center of your table and mount your camera and speaker to the base of your screen, allowing for superior sound quality. . You can also adjust the location of these components according to the size of your meeting, within reasonable limits. The Huddle Bundle has been carefully designed to include high quality components that work well together and can be configured in almost any size. The Huddle Bundle is preconfigured with Zoom Rooms but is also compatible with other popular communication software (Microsoft Teams, Go-To-Meeting, Slack, etc.). Like the Logitech Tap Bundles, the Huddle Bundle is also display independent, so you have the freedom to select your preferred display. Think of the Zoom Rooms Huddle Pack as an a la carte solution where an expert has assembled the components for you.

Budget

It may be easier for your psyche to just go with “the jobs,” but boardroom solutions can get expensive, especially if you’re planning on updating your furniture as well. Taking a moment to identify must-have versus great features will help you stay within your budget.

That said, most businesses replace their conference room solution every 5-7 years. So when you prioritize features, select a technology that supports not only your current workflow, but also how you expect your team to work together in a few years. For example, the number of people working from home has increased by 40% over the past 5 years (Fundera.com, 2020). Even if video conferencing is not part of your current workflow, if your business is following the trends, it might be in the very near future.

Our opinion

With that in mind, for our money we will take the Avocor-ALZ Series. While one of the more expensive options on this list, for your mid-sized conference room, you can’t beat the elegance and functionality of the Avocor display and Logitech Meetup all-in-one camera. . We love that it keeps our boardroom table tech-free and manages meeting invitations and screencasts in one software. With Zoom’s commitment to continuously improve their systems, we also know that this solution will evolve to adapt to the changing landscape of workplace communication, whatever it is.

Conference rooms #KniTecKnows

Ready for the prizes? Want a second opinion? A shoulder to cry on? Our KniTec sales team is here. We’ve done the research and can make sure you purchase a solution that meets your needs at the lowest prices in the industry. Call us: 949-518-0596.

KniTec, Inc

Author: Kayla Gephart, March 2020

Questions? [email protected], 949-518-0596

Conference Room Solutions


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