Steps for designing a meeting room
In this chase study we will look into what is needed and how is the process, when you are designing a meeting room, for a client.
The first thing you need is to make a needs analysis, to make sure you know what it is that the client wants. ask the client what will be the purpose of the room, or what it is they need to use the room for, don’t talk about specific equipment at this time, Examine if they just need to show powerpoint, or do they also need videoconference, do they want wireless connection for their laptops, maybe from more than one laptop at the time.
When you are meeting with the client, you need to visit the room and measure it, you can use this ponts for inspiration , it is important that you know the following:
Meeting room inspection points
-Which type of wall will the screen be mounted on
If you are going to mount a heavy screen, you need to know that the bracket and screws will hold the screen, also you need to know if the wall can withstand the weight, maybe you need to support the wall in some way.
-Is there power for the screen
Av equipment needs power, and you might need an electrician to install power outlets, to avoid visible cables
-Is there network for the screen, or videoconference
If there will be videoconference it is a good idea to provide cabled network for stability, in bigger institutions they might monitor the use of the AV equipment, so network behind the screen is many times a good idea
-If needed, is there tube for cables from screen to table or above ceiling
If installing videoconference you might need a ceiling microphone or a touch panel on the table for controlling the system, you might want to have cable tubes for hidding the cables
-Distance from farthest seat, to the screen (from the back row to the screen)
You want to make sure that people can see what is going on at the screen, therefore you need to know to distance to the farthest viewer, for calculating the screen size
-Distance from front row to monitor
This is to know if the closest viewer can see the screen
-Ceiling height
If you are installing something in the ceiling you want to know the height, if you are installing speakers you need this to calculate the spacing between the loudspeakers, if installing ceiling microphones you also need the height, it is also important for the technician installing to know if he needs a special ladder for working
-If ceiling is submerged, distance submerged ceiling to ceiling, and ceiling type
This is important if there will be ceiling speakers, or if you are ceiling mounting a projector, also remember to measure the distance from submerged ceiling to ceiling
-Measure of the room (length, width and height)
This might be the most important measure you get, when you are designing AV for a room, this information you need to decide on screen size, loudspeaker placement, placement of furnitures etc.
-Measure ambient light on the monitor
Ambient light from windows or lamps might interfere with quality of the picture, you might get reflection on a screen, og to little light when using a projector, sometimes it can be adjusted by turning off some light or using curtains
-Measure ambient noise level, is there noise from corridor or street
This is specially important if you are designing a meeting room for video conference, the microphone will pick up any noise and amplify it to the people participating, it might also disturb meetings if there is to much noise, sometimes it is better to find a another location for the room, or work on some acoustics in the room
-Take photos of the room (they are handy when designing the room)
This is one of the best tools you have when you are designing the room, sometimes we tend to over see things when we are in a room, or you can use the photos to draw placing of AV for the technician
-Which type of furniture will there be (can you mount something to or on the table)
When designing a meeting room, you might want to place a control panel on the table, and have the cables coming up through a cable hole, or you might want the cable to come the same way, ask the client if that is possible, and decide where you may cut holes in the table.
When you have gathered all the information it is time to calculate and describe the room, where is the screen going to be mounted, how high will it be mounted, how the cable are going to be wired, where are loudspeakers and the rest of the AV equipment going to be installed, and most important you need to write a report to the client on what the system will do, you also need to make the technical drawing for the technician, so they know were the AV equipment has to be installed, how they configure the system, and a budget for the client so they can decide if they want the system.