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| March 2008 |
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| Conference Center Implementation |
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| High-tech conference rooms and state-of-the-art video conferencing continues to grow in leaps and bounds thanks to advances in high-definition equipment and high-speed broadband networks. In the past, companies have been deterred by the limitations of videoconferencing – blurry images, jerky movement, and a delayed display resulting in the video not matching the audio. It wasn’t much better than using the webcam on your home laptop. Today, conference room solutions are expanding to suit the needs of small to enterprise-size companies to the extent of offering everything from mobile solutions to telepresence systems.
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| Mobile Conferencing |
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So, you think you need to have a conference table surrounded by a dozen wingback chairs in order to have a meeting? Thanks to developments in gadget-sized devices, several companies have recently unveiled mobile projectors. Microvision’s Pico Projectors include the Microvision SHOW – a hand-held, battery-powered laser projector that attaches to your cell phone or other mobile device and projects your image or presentation onto any surface. According to Microvision, it’s "capable of producing full color, high-resolution images but small enough and low power enough to be embedded directly into an accessory pico projector that connects to mobile devices."" Samsung is following close behind with their recent announcement of the MBP-100 mobile projector which connects to mobile devices and, according to iTechNews.net, can project images and videos in an area up to 20-inches. What does this mean for businesses? Conferences anytime, anywhere. For your next meeting, you’ll be able to simply upload your PowerPoint to your Blackberry and attach your mobile projector to make your case.
Microvision also offers manufacturers PicoP display engines they can build into their cell phones or other mobile devices – meaning that eventually we’ll no longer need the attachment – our mobile devices will offer projector capabilities.
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| State-of-the-Art Conferencing |
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Somewhere between hand-held, mobile conferencing devices and high-end telepresence systems, lies traditional conference room choices. The options in this arena are wide and growing. From portable options to those rivaling a cinematic presence, there is a selection of projectors, screens and audiovisual devices to fit every need and budget.
The first step to setting up a conference room is to determine the usage. How will it be used? For small meetings, large meetings, as a boardroom, for events, or will you need mobile devices that could be used for tradeshows or off-site meetings?
For in-house meetings, lecture halls, or other environments that do not require audio or video conferencing, you’ll need a screen and projector. There are a variety of screens available, and size will be the first factor to consider – your screen needs to be large enough for those sitting in the back to be able to see presentations without squinting. The second factor to consider is resolution – different screens project different resolutions and can mean the difference between an unreadable presentation and a crisp, clear one. Your screen should also work with your selected projector to produce the appropriate brightness, contrast and color accuracy.
Next up is the projector. Like televisions, high-definition projectors are also available, making it possible to project a 1080p image that’s many times larger than that 60” plasma TV you’ve had your eye on. This is why many consumers have turned to projectors and screens to setup their home theaters. For conference rooms this means your projector can display your presentation materials, or even access the internet, and display information in high-quality, high-definition format. Gone are the days of slide and overhead projectors. Today’s technology has produced a range of computer, video, home theater and multimedia projectors.
To take meetings a step further, videoconferencing has made great strides thanks to high-definition video equipment and high-speed networks. The choices range from something as simple as Microsoft’s RoundTable to high-end Telepresence systems. Used in conjunction with the Microsoft Office Communications Server 2007 or the 2007 version of Microsoft Office Live Meeting, the RoundTable device “provides a 360-degree view of the conference room, high-quality audio, and video that tracks the flow of conversation among multiple speakers,” according the Microsoft’s site.
Other video conferencing solutions include foregoing the projectors and pull-down screens for high-definition televisions connected to a video network and a series of speakers and cameras which capture and project both your staff and the office or location with which you’re collaborating. Of course, to conduct this two-way audio and visual communication, both locations need to be fitted with the required equipment.
For the best video conferencing results, the first and primary necessity for a seamless, digital presentation is a quality video network. Without a fast network, picture and audio will suffer and you’ll end up with degraded video results that do not match up with the audio. For best picture quality, high-definition televisions should be used in conjunction with high-end speakers and cameras. The number of screens and speakers is dependent on your room size and your usage. Large meeting areas in which offices are collaborating with a large staff may require several screens, multiple cameras, and a network of speakers to both capture audio in the current location and project audio from the virtual party. For those interested in investing in a seamless, virtual meeting design, telepresence systems are also an option.
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| Telepresence |
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For enterprise-size companies looking to save time and money in traveling expenses, Telepresence is the videoconferencing system that will convert your conference room into a virtual meeting. One of the most popular is HP’s Halo line, which now also includes a less-elaborate, less-expensive version. Following closely behind is Cisco’s Telepresence videoconferencing system and LifeSize Communications’ new line.
The telepresence system typically utilizes several high-definition television screens working seamlessly together (much like dual monitors), an additional screen for the presentation materials, high-quality audio speakers, and small, hidden cameras capturing and projecting your staff. The result is a conference room with half of the table seated with your staff and the other half with your virtual conference members for a real-time, full-scale, virtual meeting. Members of the meeting can even plug in their laptops and share data.
The benefits of such a system can be seen in enterprise-size companies whose staff travels frequently, particularly if those traveling expenses include expensive trips to offices in other countries. Education, medical fields and other industries also stand to benefit from the telepresence system. So what are the drawbacks? Mainly the price tag. Most telepresence systems cost between $100,000 and $350,000. And remember, the office you’re conferencing with has to have the system as well. In addition, there are typically additional fees for video signals or other services that can run from $10,000 to $20,000 per month. What’s the good news? The interest in telepresence systems has prompted manufacturers to begin offering less-expensive versions. LifeSize Communications has systems for under $100,000, and even HP announced last year a model that will cost $100,000 less than their high-end version.
Over the next several months we will be taking a more in-depth look at projectors, high-powered screens, and plasma monitors and other devices to help you determine the best combination to fit your needs. Specialists, such as The Brookfield Group’s division for audio/visual products can also analyze your conference room and business requirements and determine options best-suited for your space. For more information, check out our resources below.
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| Resources |
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| For more information on setting up a high-tech conference room, check out these resources:
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Links:
Cisco Telepresense
HP Halo
Microsoft’s RoundTable Data Sheet
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White Papers:
Learn more about the components necessary to achieve the highest quality videoconferencing and telepresence systems in this selection of white papers presented by LifeSize (free, registration required).
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About The Brookfield Group
The Brookfield Group has become a leader in IT, ISP, ASP and web solutions by providing next level technology solutions managed by experts who give you peace of mind without the tech-talk. The company's services are customized to fit any enterprise-size businesses and include: IT project management; hosting solutions and maintenance; systems security and patches; telecommunications services, server and desktop setup, repair and applications; network infrastructure design; audio visual products; surveillance and security solutions; as well as a variety of other software, hardware, services and accessories. Located in Carmel, Indiana, more information about The Brookfield Group products and services is available at www.thebrookfieldgroup.com or by calling 317.524.6000.
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