The Division of Information Technology (DIT) suggests the following AV room solutions for conference rooms at the University of Maryland (UMD) to help academic, administrative, and programmatic units with the design and installation of AV systems. The option provided below are intuitive, affordable, and easy to use.
The list of equipment provided contains estimated prices. DIT updates these lists annually and the prices provided will vary depending on the vendor. The list does not include installation, programming, electrical, and data costs.
We strongly recommend that you work with the MEEC Approved A/V Vendors. They can help to purchase the A/V equipment and also provide design, installation, and programming services. Seeking proposals from several of the vendors will ensure optimal pricing. The MEEC-approved A/V vendors have already been vetted by campus and state procurement and we will gladly provide you with references if you need them. These vendors should honor the MEEC contract pricing for the AV equipment.
NOTE: While DIT offers these AV design options and provides contact information of contractors that are MEEC-approved to perform work on behalf of the university, ongoing local technical support for these rooms must be arranged by the unit. Presently, the DIT-AV team provides technical support to General Purpose Classrooms only. Should the unit wish for our team to be involved in the initial design and oversight of the contractor's work (quality control), we will gladly consider this type of request based on the time of the year and staff availability.
Description: A main large display is installed and users must bring their laptop to connect and share their screen.
Lifecycle: Estimated time for equipment replacement: 7 years
Investment: The estimated initial costs for AV equipment are approximately: $13,650
Installation costs should be estimated at a minimum of $6,500
Technical capabilities:
Refer to this equipment list for the Option 1 BYOD Conference Room for more information.
Room capacity: This option optimally serves a room with 10-15 seats
Description: A main large display is installed and users will be able to easily connect to remote participants during meetings by using the Neat Bar system.
Lifecycle: Estimated time for equipment replacement: 7 years.
Investment: The estimated initial costs for AV equipment are approximately: $10,925.
Installation costs should be estimated at a minimum of $7,000.
Requires annual Zoom Room license: $450.
Technical Capabilities:
Refer to the equipment list for the Option 2a Small Conference Room for more information.
Room capacity: This option optimally serves a room with up to 10 seats.
Description: Two large displays are installed and users will be able to easily connect to remote participants during meetings by using the Neat Bar Pro system.
Lifecycle: Estimated time for equipment replacement: 7 years
Investment: The estimated initial costs for AV equipment are approximately: $17,950.
Installation costs should be estimated at a minimum of $9,000.
Requires annual Zoom Room license: $450.
Technical capabilities:
Refer to the equipment list for the Option 2b Medium Conference Room for more information.
Room capacity: This option optimally serves a room with 25-30 seats.
Description: Allow for a combination of displays or screens that may be installed around the room. Similar to UMD classrooms, it includes a computer in the room that is integrated with the AV system.
Lifecycle: Estimated time for equipment replacement: 7 years
Investment: the estimated initial costs for AV equipment are approximately: $18,060.
Installation costs should be estimated at a minimum of $12,000.
Technical capabilities:
Refer to the equipment list for the Option 3 Conference Room for more information.
Room capacity: This option optimally serves a room with 10-15 seats.
Each conference room is different. While there are different A/V solutions on the market, units should only invest in technology that promotes productivity and it is easy to support. In general, conference rooms should not need a technician to be present during meetings. Before you purchase and install A/V solutions in your conference room, we strongly suggest you consult with a team of A/V experts. Below is additional information that you should consider while planning to renovate or build your conference room.
Acoustic treatments - If your conference room isn't equipped with the proper acoustic treatments, outside noise and inconsistent audio may interfere with your meetings. By limiting echoes and reverberations, acoustic panels and other sound solutions help you get the most out of your A/V equipment—and your team meetings. We recommend meeting the ANSI standard (S12.60) of 35 decibels (dBAs) or less of background noise in each conference room. Additionally, a high quantity of hard surfaces, such as glass walls, will have a negative impact on the quality of the web conferencing experience for virtual participants.
Audio solutions - Audio solutions, such as microphones and speaker systems, allow for better engagement and participation of remote participants. As you search for audio equipment, remember that volume isn't everything. It's important to consider sound quality as well.
Cable management solutions - Conference room clutter is an enemy of productivity. Investing in cable management solutions, equipment storage, and waste bins encourage employees to maintain a clean and efficient meeting space. If you're especially sensitive to excess wiring, consider purchasing wireless A/V solutions.
Cameras - Cameras let you connect with remote employees and clients. Different conference rooms call for different types of cameras. While simple webcams may suffice for huddle spaces, larger conference rooms typically require more advanced camera systems, such as auto-framing cameras or wide-angle cameras. Consult with an A/V expert to determine which type of camera best suits your conference room.
Control panels - As video conferencing becomes part of work's new normal, more and more technology is being included in conference rooms. Control panels streamline operations by allowing you to quickly and efficiently manage all of your technology in one place. Join and schedule meetings, share screens, and control your conference room A/V system — all from your control panel.
Displays - Whether you're presenting for your coworkers or meeting with clients virtually, monitors and projectors facilitate important conversations. When building larger conference rooms, you may consider installing video walls, which create an immersive conferencing experience, while building smaller conference rooms you may choose to use multiple monitors or projector screens. To determine which displays are best for your space, consult with an A/V expert.
Video conferencing technology - While Zoom and Google Hangouts are offered and supported by UMD, your collaborators may use a different web conferencing system such as Cisco Webex, Microsoft Teams, Skype, or others. Before committing to one, it's important you think critically about which AV system best aligns with how you and your collaborators work.
For more information, refer to the A/V Design Standards service. If you have questions about the documentation or would like to schedule an A/V design consultation, contact the A/V Design team by submitting an online request.