We’ve all been in a conference room that was, well, lacking. When it’s easier for employees to deal with bad audio & video than it is to plug into the in-room system, you know you have a problem.
In this article, we dive into 7 of the most common conference room AV setup mistakes that we’ve seen, and how to fix them.
Poor Display Management
If you’ve ever plugged in a laptop to a TV and it flashes over and over but never fully connects, you’ve suffered from poor display management (…you may be entitled to compensation??). Every time a device connects to a new display (eg: TV, projector, monitor), the device and the display communicate with each other to negotiate things like resolution (eg: 1080 vs 4K), framerate (eg: 60Hz, 30Hz, etc), and a few other odds and ends.
The flashing you see when you connect your laptop is a part of this “display management” process, as that negotiation process takes place.
How Do I Fix Display Management Issues?
There are many parts of a successful display management system. One of the most important keys is EDID Management. EDID stands for “Extended Display Identification Data”, and is the protocol that devices use to negotiate resolution, framerate, color, etc.
In a well-designed AV system, EDID Management is handled by a third-party device, like the Blustream SM11, which monitors and negotiates the displays and devices in real-time to ensure smooth connections and seamless transitions when devices connect and disconnect.
Cables Everywhere
Does this picture look familiar?
DIY conference rooms seem like a great idea, until the cable starts piling up between meetings… HDMI for the TV, Ethernet for internet, 1/8″ for the sound, a couple cords for power, an adapter for the MacBook, and a TV remote lost somewhere in a drawer.
How Do I Reduce the Number of Cables in My Conference Room?
We strongly recommend “one-cable” conferencing systems, like the Biamp MPX 250. The MPX 250 mounts cleanly in the middle of your table, with USB-C cables for up to (4) users at once. This USB-C delivers video to the TV, video & audio from your in-room cameras/mics, guest network connectivity for customers, AND power for your laptop. Check out this simple system we installed at Equity Wealth Partners in Independence, MO.
Echoey Meeting Sound
Tired of your customers saying you sound like you’re in a cave? Laptop microphones might be great for one person, but they’re rarely good for a full conference room of people. If the person talking is far away from the device, is speaking quietly, or is speaking over other noise (like HVAC), audio quality degrades quickly.
How Do I Fix Echoey Meeting Sound?
In small conference rooms, a professional video bar (like the Biamp Parlé VBC 2800) is a perfect choice for resolving audio issues, both in-person and on Zoom. The VBC 2800 has a 27-element microphone array that tracks speakers up to 20 feet, ensuring that every word is heard, and nothing else.
In larger conference rooms, hanging mics or desk mics are required to improve audio quality. These microphones connect to the in-room meeting system (like the MPX 250 we talked about above), and seamlessly act as a single microphone input for your Zoom call.
Complicated Wifi Connectivity
How long does it take your customers to connect to the guest wifi when they show up for a meeting? Do you even HAVE guest wifi? Wifi issues delay meetings, give bad first impressions, and cost valuable employee time.
How Can I Help Customers Connect to the Internet?
When you’re choosing a one-cable conferencing system, make sure to select one that has built-in internet connectivity! Your AV integrator should work with your IT department to set up a secure connection to your conferencing system, and you’ll be ready to go!
Confusing Zoom/Teams Settings
“Hey IT, what’s the mic in Room C called?”
Sound familiar? A well-designed conference room system has consistent naming of cameras and microphones, one-click configuration of TVs, lighting, and speakers, and usage that’s so simple it doesn’t even NEED instructions.
How Do I Simplify BYOD Zoom Settings?
It sounds like a broken record, but the simplest way to simplify your BYOD Zoom settings is with a one-cable conferencing system. When you plug in the single USB cable to your laptop, all the cameras, microphones, and speakers in the room show up in Zoom, ready to go! One cable, one click, and you’re ready to meet.
