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Top 10 List of Things to Tell Your AV Supplier when Setting up AV/VC in Your Meeting Rooms

When setting up an Audio Visual or Video Conference meeting, you want to make sure that all components are covered for a successful meeting. Imagine the horror of going to the meeting you’ve organised to find out that the team cannot connect to the teleconference!

Worry no more! We’ve listed the 10 things you must tell you’re A/V supplier when setting up AV/VC in your meeting rooms.

1. How big is the room?

We need details – Length, width, ceiling height. It’s ok to be approximate.
Equipment like microphones, cameras, and soundbars perform at their best when used within their design limits. If we know the room size, we can suggest the right equipment.

2. What is the room’s purpose?

If it’s used for video conference training, will there be a presenter or is it a collaboration with lots of people talking? Is it a townhall space where large numbers of people gather? Is the room primarily used for presentations with the occasional Video Call or the other way around? The equipment specified will favour the most common use case.

3. What platform is being used?

If you hold video conference meetings, what platform do you use? Do you get invited into other meeting platforms? MS Teams, Zoom, Webex, LifeSize, Starleaf, or others- the software package you are using will influence the whole design of the room and the equipment choices.

4. How is the room furnished?

Meeting tables, credenzas, arrangement of chairs and tables will heavily influence the placement of equipment (including cables).

5. Dual screen or single screen preferred?

This impacts the cabling required, the equipment we recommend, and the services.

6. How is the room lit?

Natural or artificial lighting will need to be considered with placements of cameras and monitors?

7. Do you have content to be presented?

If so, is it from a device or from your network?
Cabling and equipment specifications will be affected by this decision.

8. Cables or No Cables?

Are cables tolerated or are wireless devices preferred?
This will have an impact on installation and equipment.

9. Are user guides or training required?

We know it’s obvious, but sometimes you don’t need these, and you can save $

10. What support do you need in the future?

Do you need 24/7 or just call when you need help? Will you do your own software updates? Support is something you will need at some stage, what can your business tolerate in terms of delays or outages in the room?

If you know the answer to these questions prior to calling your AV people, it will speed up the process and lower overall costs. It’s ok if you don’t have these sorted, a good contractor should help you discover the answers. If they can’t or won’t then we suggest talking to us instead!

Fast Track does this for a living, and we love what we do. Talk to us before you start and save yourself some pain. If what you have needs fixing, we will be happy to help. If you’d like to talk to one of our professional team members about the best solution for your requirements, then fill out the form here and contact us today, we are here to help!

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