Meeting Room/Conference Style Setup

[Katy]

We currently have the world's oldest Promethean board (well not quite but it's very old) with a webcam and a PC in the meeting room, and they want to do it up a bit. The main problem is you can't hear anyone sat round the table so I'm looking for some help putting together what we need.

 

I think we need:

 

- Replace the IWB and projector with a big TV, and if/when we get Surface Pros or similar staff can cast to the TV.

- Some sort of conference mic that sits in the middle of the table, so it doesn't matter which way people face they can be heard. Presumably still have a PC with webcam. Although if they want to do it off a Surface sometimes I guess... I don't know?

 

Anyone else done anything similar? They want to keep it in-house cause it's at the end of a long list of expensive projects, where the money is running out. Which means I get to work out how to do it... We're a 365 school so any actual meetings would be using Teams.

[Grey-gear]

What the school I work at does is: -

 

- Large flat screen PC at the front of the room

- Staff all have laptops with windows 10 on, with the member of staff running the meeting casting to the TV

- Using teams if someone is off site during the meeting with their mic muted and webcam and only unmuting when need to talk.

- PC plugged in to run meetings on the TV if room is booked out by third party.

 

SO all in all very similar to what you are thinking.

 

Hope this helps

[paulkerton]

Anyone else done anything similar? They want to keep it in-house cause it's at the end of a long list of expensive projects, where the money is running out. Which means I get to work out how to do it... We're a 365 school so any actual meetings would be using Teams.

 

This is the kind of thing you want:

https://www.logitech.com/assets/65689/room-solutions-for-microsoft-teams.pdf

 

https://www.logitech.com/en-gb/products/video-conferencing/room-solutions/microsoft-rooms.html

[TechMonkey]

We are doing exactly the same at the moment. We are looking at the Sharp systems, they have two options. Once I get a quote through I can let you know more info. Alternatively, if we get told we have no money, we will just stick a large screen up on the wall and run some cables.

[paulkerton]

Alternatively, if we get told we have no money, we will just stick a large screen up on the wall and run some cables.

 

If they want it, they really should put a bit of money in. They'll only complain if they want something and you give them the shortcut low budget version to placate them temporarily.

[dhicks]

The main problem is you can't hear anyone sat round the table so I'm looking for some help putting together what we need.

 

You might simply need a conference mic, maybe something like this (£90):

 

https://www.amazon.co.uk/Anker-PowerConf-Speakerphone-Conference-Compatible/dp/B0899S421T/ref=sr_1_1_sspa

 

It might be worth buying the above (or similar) to try out with your current setup before upgrading anything else.

 

If you're buying a new display of some sort, 75" TVs are currently around £800. What would be better in a school setup is a proper commercial display / touch screen of some sort (SMART MX Range 75" is around £1,400), ideally with an OPS slot for an embedded PC (maybe £600 for the OPS PC). The PC then turns on at the same time the screen does, so there's just one "on" button for users to press, which can lessen confusion.

 

Depending on the layout of the room, a simple webcam might be fine - I rather like these ones, they're wide-angle enough to cover a large portion of most rooms:

 

https://www.amazon.co.uk/gp/product/B08DJYNSC8/ref=ppx_yo_dt_b_search_asin_title

 

I notice fancier pan-tilt-zoom cameras seem to have come down in price recently - this one is around £360, and doesn't seem that much different to what we paid maybe £800 for a while back:

 

https://www.amazon.co.uk/Tenveo-Conferencing-Conference-Business-Bluetooth/dp/B07ZD4CXJX/ref=sr_1_2_sspa

[SamanthaD]

If it's just for a meeting room, do you need an interactive screen? Sometimes it's good to go back and look at what is actually needed - was a IWB installed because previously because there was one spare, and no-one's ever picked a pen up since?

 

But definitely a screen over a projector. Quieter (important when video conferencing) and brighter (again important!). Select your screen size based on the distance to the furthest viewer, not a random figure someone on here has told you. There are calculators online to help you with this.

 

Microphones are generally pretty good these days. If you only want audio we've had very good results with the Beyerdynamic MPR210B, fed into a Behringer USB interface. It has a long, thin pickup pattern which is great for boardrooms if that's the orientation you're working with. Ceiling mount it so it's out of the way and a bit more discreet.

 

If you need a camera as well I really recommend an all-in-one unit such as Logitech Meetup. The newer Rally Cam looks good too but much more expensive! The all-in-one bonus is you have everything in the one device - mic, speaker, camera. Which means one device available to the user, simple to use. And all the components work well together. Worth considering.

[korifugi]

For webcam / mic - we use a meeting owl. They are fairly costly, but the 360 degree camera will focus on the talker. Very easy to set up as well - either in the middle of the table, or they can be ceiling mounted in 'bat' mode.

[kidpressingbuttons]

We just brought a Jabra- very impressed. Works via Bluetooth or usb.

 

Also bought a wide format HP web cam to sit on top of the 65" tvs we use in our conference/meeting rooms. All works very well!

[Katy]

Thanks for all the suggestions. It got an IWB as we had 30 spare gen2 boards following a merger.

 

My plan is going to be TV with a PC cabled to a decent camera and microphones although it’ll probably get more use from staff just sitting round their Surface with it casting to the TV - but I do think I need to kit the room out for both scenarios.

[dhicks]

For webcam / mic - we use a meeting owl. They are fairly costly, but the 360 degree camera will focus on the talker. Very easy to set up as well - either in the middle of the table, or they can be ceiling mounted in 'bat' mode.

 

Ooh, snazzy - do you need Windows / Mac specific drivers for it to work, or is it seen as a generic webcam that can be used with ChromeOS / Linux too?

[korifugi]

Ooh, snazzy - do you need Windows / Mac specific drivers for it to work, or is it seen as a generic webcam that can be used with ChromeOS / Linux too?

Nope, no driver install at all, just on generics - I've got one connected to a Pi that's running as a thin client and it's fine.

[slugshead]

Big TV - £550

https://www.currys.co.uk/gbuk/tv-and-home-entertainment/televisions/televisions/samsung-ue50tu7020kxxu-50-smart-4k-ultra-hd-hdr-led-tv-10213567-pdt.html

 

15m HDMI - £5

https://www.amazon.co.uk/AmazonBasics-High-Speed-Ultra-HDMI-Cable/dp/B014I8SIJY/ref=sr_1_1_sspa?dchild=1&keywords=15m+hdmi&qid=1622751761&sr=8-1-spons&psc=1&spLa=ZW5jcnlwdGVkUXVhbGlmaWVyPUEySTBGVE5HRFNCNlowJmVuY3J5cHRlZElkPUEwNjY4NDIxMUdBR1NUMjY0M1IzVyZlbmNyeXB0ZWRBZElkPUEwOTczMDQ2MU5FV0VWQzBRWTZMUSZ3aWRnZXROYW1lPXNwX2F0ZiZhY3Rpb249Y2xpY2tSZWRpcmVjdCZkb05vdExvZ0NsaWNrPXRydWU=

 

TV Bracket - £20

https://www.amazon.co.uk/Eono-Amazon-Bracket-75x75-400x400mm-PL2361-K/dp/B07S94N2FM/ref=sr_1_1_sspa?dchild=1&keywords=tv+bracket&qid=1622751785&sr=8-1-spons&psc=1&spLa=ZW5jcnlwdGVkUXVhbGlmaWVyPUFaUUhSODRUWFk4QzAmZW5jcnlwdGVkSWQ9QTA4MTIzNjAyNzM0S1VKVjlBQUJIJmVuY3J5cHRlZEFkSWQ9QTAxMjg3NzYxVTZVM0RKVkpRNUpDJndpZGdldE5hbWU9c3BfYXRmJmFjdGlvbj1jbGlja1JlZGlyZWN0JmRvTm90TG9nQ2xpY2s9dHJ1ZQ==

 

 

Audio interface for mics - £90

https://www.gear4music.com/Recording-and-Computers/PreSonus-Audiobox-96-25th-Anniversary-Edition/3IES

 

shure boundary mics x 2 - £612

https://www.canford.co.uk/Products/92-453_SHURE-MX393-O-MICROPHONE-Boundary-omnidirectional-phantom-XLR-black

 

XLR cables - £30

https://www.gear4music.com/G4M/XLR-F-XLR-M-Pro-Mic-Cable-15m/1085

 

Logitech K400 - £24.99

https://www.amazon.co.uk/Logitech-Wireless-Keyboard-Windows-Android/dp/B00XJ3LVPI/ref=sr_1_6?dchild=1&keywords=logitech+wireless+keyboard&qid=1622752043&sr=8-6

 

Logitech c902 - 373

https://www.amazon.co.uk/Logitech-Calling-Recording-Microphones-Adjustable/dp/B006A2Q81M/ref=sr_1_1?dchild=1&keywords=logitech+c902&qid=1622752071&sr=8-1

 

PC of your choice!

[Roberto]

This is the kind of thing you want:

https://www.logitech.com/assets/65689/room-solutions-for-microsoft-teams.pdf

 

https://www.logitech.com/en-gb/products/video-conferencing/room-solutions/microsoft-rooms.html

 

In the middle of rolling out 100+ of the Logitech Teams meeting room kits at work myself and thoroughly recommend the kits Paul has linked to. You can buy different sized “kits” for different sizes of rooms, so you shouldn’t need to worry about buying something over or under powered for your meeting space.

 

You know everything in one of these kits is certified to work with Teams and will work together flawlessly, can be managed with the Logi Sync tool to handle firmware updates, etc.

 

The reason I’m rolling out 100+ of these is that the previous attempt 2 years ago used mixed and matched “best of breed” individual components, so a top of the range camera from whoever that was, an amazing mic, superb speakers, etc.

 

But they just didn’t play nicely together, required a ludicrous amount of “management overhead” as they all had their own interface, and were not certified to work with Teams. As such, I’d never recommend buying your own individual components. No matter how good they look on paper, or how much money it looks like you might save by buying this way.

Edited June 4, 2021 by Roberto

[snagrat]

In the middle of rolling out 100+ of the Logitech Teams meeting room kits at work myself and thoroughly recommend the kits Paul has linked to. You can buy different sized “kits” for different sizes of rooms, so you shouldn’t need to worry about buying something over or under powered for your meeting space.

 

You know everything in one of these kits is certified to work with Teams and will work together flawlessly, can be managed with the Logi Sync tool to handle firmware updates, etc.

 

The reason I’m rolling out 100+ of these is that the previous attempt 2 years ago used mixed and matched “best of breed” individual components, so a top of the range camera from whoever that was, an amazing mic, superb speakers, etc.

 

But they just didn’t play nicely together, required a ludicrous amount of “management overhead” as they all had their own interface, and were not certified to work with Teams. As such, I’d never recommend buying your own individual components. No matter how good they look on paper, or how much money it looks like you might save by buying this way.

 

What do you do if someone wants to join a Zoom or Meet meeting?

 

I’m looking at the Logitech Android systems with the Swytch to allow the users to plug their own device in quickly for these other vender meetings

[Roberto]

What do you do if someone wants to join a Zoom or Meet meeting?

 

I’m looking at the Logitech Android systems with the Swytch to allow the users to plug their own device in quickly for these other vender meetings

 

Zoom and WebEx are supported natively and there’s also a facility to plug a laptop into the Logitech TAP (desktop meeting controller) to present whatever you like from the laptop screen. I can’t over emphasise enough how much user stress and service desk resources this has already saved, and we’ve not completed the rollout yet.

Edited June 4, 2021 by Roberto

[snagrat]

Zoom and WebEx are supported natively and there’s also a facility to plug a laptop into the Logitech TAP (desktop meeting controller) to present whatever you like from the laptop screen. I can’t over emphasise enough how much user stress and service desk resources this has already saved, and we’ve not completed the rollout yet.

 

Ok that sounds like everything I need.

 

So just how does the Zoom side work? I assume the device is setup as a Room mailbox so if User A receives a Zoom meeting do they just forward to the Room mailbox to join?

[Roberto]

Ok that sounds like everything I need.

 

So just how does the Zoom side work? I assume the device is setup as a Room mailbox so if User A receives a Zoom meeting do they just forward to the Room mailbox to join?

 

Yup, the whole thing works around the room having a teams meeting room licence, which includes exchange mailbox, teams itself, phone system (if you need that, it’s there) and Intune so it’s good to go. Essentially it’s then a room resource in exchange online. You invite it as you would any other person or resource, and it “understands” teams invites (as you’d expect!) but also zoom and webex ones.

 

But you can also use proximity join, which is awesome, e.g. you go into the meeting room and it knows your laptop, tablet or phone is there via Bluetooth beaconing and lets you seamlessly transfer an ongoing meeting to the room or start one in the room that’s scheduled on your personal device/ calendar

Edited June 4, 2021 by Roberto

[snagrat]

Yup, the whole thing works around the room having a teams meeting room licence, which includes exchange mailbox, teams itself, phone system (if you need that, it’s there) and Intune so it’s good to go. Essentially it’s then a room resource in exchange online. You invite it as you would any other person or resource, and it “understands” teams invites (as you’d expect!) but also zoom and webex ones.

 

But you can also use proximity join, which is awesome, e.g. you go into the meeting room and it knows your laptop, tablet or phone is there via Bluetooth beaconing and lets you seamlessly transfer an ongoing meeting to the room or start one in the room that’s scheduled on your personal device/ calendar

 

Do you use the PC based version or the camera in Appliance mode where the PC is not required?

[SamanthaD]

Big TV - £550

https://www.currys.co.uk/gbuk/tv-and-home-entertainment/televisions/televisions/samsung-ue50tu7020kxxu-50-smart-4k-ultra-hd-hdr-led-tv-10213567-pdt.html

 

15m HDMI - £5

https://www.amazon.co.uk/AmazonBasics-High-Speed-Ultra-HDMI-Cable/dp/B014I8SIJY/ref=sr_1_1_sspa?dchild=1&keywords=15m+hdmi&qid=1622751761&sr=8-1-spons&psc=1&spLa=ZW5jcnlwdGVkUXVhbGlmaWVyPUEySTBGVE5HRFNCNlowJmVuY3J5cHRlZElkPUEwNjY4NDIxMUdBR1NUMjY0M1IzVyZlbmNyeXB0ZWRBZElkPUEwOTczMDQ2MU5FV0VWQzBRWTZMUSZ3aWRnZXROYW1lPXNwX2F0ZiZhY3Rpb249Y2xpY2tSZWRpcmVjdCZkb05vdExvZ0NsaWNrPXRydWU=

 

TV Bracket - £20

https://www.amazon.co.uk/Eono-Amazon-Bracket-75x75-400x400mm-PL2361-K/dp/B07S94N2FM/ref=sr_1_1_sspa?dchild=1&keywords=tv+bracket&qid=1622751785&sr=8-1-spons&psc=1&spLa=ZW5jcnlwdGVkUXVhbGlmaWVyPUFaUUhSODRUWFk4QzAmZW5jcnlwdGVkSWQ9QTA4MTIzNjAyNzM0S1VKVjlBQUJIJmVuY3J5cHRlZEFkSWQ9QTAxMjg3NzYxVTZVM0RKVkpRNUpDJndpZGdldE5hbWU9c3BfYXRmJmFjdGlvbj1jbGlja1JlZGlyZWN0JmRvTm90TG9nQ2xpY2s9dHJ1ZQ==

 

 

Audio interface for mics - £90

https://www.gear4music.com/Recording-and-Computers/PreSonus-Audiobox-96-25th-Anniversary-Edition/3IES

 

shure boundary mics x 2 - £612

https://www.canford.co.uk/Products/92-453_SHURE-MX393-O-MICROPHONE-Boundary-omnidirectional-phantom-XLR-black

 

XLR cables - £30

https://www.gear4music.com/G4M/XLR-F-XLR-M-Pro-Mic-Cable-15m/1085

 

Logitech K400 - £24.99

https://www.amazon.co.uk/Logitech-Wireless-Keyboard-Windows-Android/dp/B00XJ3LVPI/ref=sr_1_6?dchild=1&keywords=logitech+wireless+keyboard&qid=1622752043&sr=8-6

 

Logitech c902 - 373

https://www.amazon.co.uk/Logitech-Calling-Recording-Microphones-Adjustable/dp/B006A2Q81M/ref=sr_1_1?dchild=1&keywords=logitech+c902&qid=1622752071&sr=8-1

 

PC of your choice!

First - great example of why not to buy from Currys. The Sony range of professional displays is only a little more than that, but comes with a 5 year warranty (not one) with advanced swap out, meaning you get a loan screen if you have to send yours away for repair. And your warranty won't be void as it would do with Currys as you're using the product in a commercial setting, not a domestic one.

 

Second - for the price of all those individual components you can have a Logitech Meetup - https://www.uk.insight.com/en-gb/productinfo/audio-video-conferencing/0007211962 - and get a better speaker with it. Wider field of view, easy to use remote control, 1 USB connection and much easier setup.

[Roberto]

Do you use the PC based version or the camera in Appliance mode where the PC is not required?

 

We use the Teams Room System, where the room is managed by its own device. This can be an android device or a NUC-style device running a managed build of Windows IoT Enterprise. I’ve not come across the term “camera in Appliance mode” to describe any part of the Teams Rooms setup so not sure how to answer that part, sorry.

[Roberto]

First - great example of why not to buy from Currys. The Sony range of professional displays is only a little more than that, but comes with a 5 year warranty (not one) with advanced swap out, meaning you get a loan screen if you have to send yours away for repair. And your warranty won't be void as it would do with Currys as you're using the product in a commercial setting, not a domestic one.

 

Second - for the price of all those individual components you can have a Logitech Meetup - https://www.uk.insight.com/en-gb/productinfo/audio-video-conferencing/0007211962 - and get a better speaker with it. Wider field of view, easy to use remote control, 1 USB connection and much easier setup.

 

Yes, this is what I was talking about with my “kit vs. ‘Best of breed’” reply, except that list had lots of problem components that aren’t best of breed. The 920 cam is one work gave me for home use when the lockdown started and it’s appalling really, only just adequate for home use with the approximate reliability and picture quality of a potato. The 4K TV is a higher resolution than the aforementioned camera so unless you know you’re meeting with people who are going to be sending you a 4K picture stream while being happy to receive a 1080p stream back, I’d question that. The keyboard will go missing, they always do, which will cause frustration, the “PC of your choice” - needs to be the right choice for an always on room solution so not that easy a choice…

 

I know budgets in education are squeezed but this is a real “buy cheap buy twice” thing for fixed meeting room setups.

[Katy]

Well, lots to think about. We're very much a MS365 school so something certified for Teams might be the way to go, although I think the Round Square conferences we attend are something else (probably Zoom).

 

It'll most likely involve a big LG TV (we go with LG for all our TVs, not had one break yet, ever) from CPC, and my two options to weigh up when I'm back in school are:

 

- Logitech Meetup as I like the look of that, and don't want to just stick a £50 webcam in there. Choice of PC is less of an issue, it wouldn't be an "always on and ready to go" room, it'd be "person doing the meeting logs on and opens Teams", or "person doing the meeting hooks their Surface up to the screen and opens Teams"

 

or

 

- Logitech Teams Room thingy

[SamanthaD]

Morning. Just noticed the Surface requirement and re-read your original post. If it's a requirement to have the VC equipment connected to a Surface as well as a PC that's another whole bundle of hurt. My recommendation is to only connect the equipment to a PC else you're digging a huge support hole for yourself (unplugging of cables and leaving them unplugged is just one scenario that springs to mind).

 

Our normal go to reasoning is we try to keep VC on wired connections for stability, so don't offer connection to the VC equipment for laptops etc as you don't need it.

 

There are cool systems out there that do peripheral sharing, checkout Mersive Solstice for one way to do it. But again it's more expense, for something that probably won't get used all that much!

[chazzy2501]

if you want a casting device for local meetings then this device can be had for cheap on ebay supports miracast and airplay and will work with many interactive TVs. (it also has an HDMI input)

 

https://youtu.be/pC0TUMGLRJc