Modern conference rooms for businesses must be functional and flexible immediately. A space that promotes participation, teamwork, concentration and creativity.
By Max Jaramillo
Internet and accessibility to equipment that has allowed a decrease in costs, are the two factors that marked the growth in the installation of professional video solutions for conference rooms in Latin American companies, something that was previously only possible in large companies.
From large facilities for 200 people in a deliberation room of a congress, or a small room for 10 or 20 people in a company, the common denominator in both cases are the requirements of quality, aesthetic, flexible and easy-to-use solutions for any user.
This is recognized by different companies in the industry, such as the general director of the Mexican company Novotech, Federico Freyria, who said that "people are understanding that ISDN lines are no longer as expensive as they were before, thanks to the internet and the reduction in the cost of equipment. And they are also seeing the benefits with the possibilities of videoconferencing and the reduction of displacements and trips. A video system in a conference room is something basic that you should have in any company."
In the same sense, Montse Romero, of the company Albiral Display Solutions, distributor of the manufacturer Arthur Holm, who also recognized that government deliberative entities such as senates, parliaments, congresses, are an important market niche because they have the need to accommodate a large number of people, and are usually designed for frontal communication, directed from a central pulpit to a wide audience.
"The use of these technologies in discussion chambers, conference rooms and meeting rooms should allow politicians to have a wide range of sources of information and multiple tools that will allow them to optimize their mission. For example, mobile devices and access to the network in cameras and rooms will facilitate continuous and immediate communication," said Montse Romero.
Aesthetics and functionality
The growth of this market segment, marked by the greater growth on the part of the end users of these solutions, has influenced so that the demands on the projects are increasingly greater. Therefore, solutions must be tailored to the needs of the client and the company.
"The main thing when you are designing a conference room is to be able to understand what the client's need is, measuring aspects such as how many people will use the installation or the dismensions of the space and furniture, in this way the size of the screen or display is determined, number of cameras and equipment to view and share documents," said Federico Freyria.
But not only does it talk about technology and accessibility of the installation, also the aesthetic part plays a fundamental role, which can even be in accordance with the institutional image of the company. Not only regarding the exterior design of the equipment, but also aspects such as ergonomics and space optimization.
In this regard, Montse Romero commented: "Our solutions respond to a simple concept: cutting-edge technology that helps the connection between people and that does not represent a physical obstacle for them. Thus, the screens are raised, retracted, opened, closed and even rotated 180 degrees silently, remotely controllable and with a unique and surprising aesthetic. We look for smart, sustainable, and versatile spaces to be used for different uses."
The motorization of video solutions has been one of the novelties that have been presented to the market for conference rooms. In this way you can have versatile and flexible spaces as monitors are installed in each of the available positions in the room, facilitating solutions for information sharing and single-person videoconferencing.
Flexible technology
One of the obstacles that initially had the installation and massification of conference rooms was the communication between the systems of the different manufacturers. If the equipment was not from the same manufacturer it was impossible to establish communication.
But today things have changed. Thanks to the internet, those barriers are over. Federico Freyria explained that "Today there are many brands and equipment that allow video systems to be integrated into a conference room and with the rise of the internet almost all are compatible through IP or other forms. And in turn they can be integrated into a complete automation system with the other required systems, such as audio, curtains, among others."
And it is that in terms of technology in the market abound brands and references of video equipment. Therefore, achieving a correct installation, as in any audiovisual solution, must start from a good design that links the needs of the client and the conditions of the space where it is going to be installed.
Today there are large format displays, touch screens that reach 90 inches, but when a room is very large it may need both types: the electric screen for when you have a complete audience with which you are going to share information that everyone should see and understand and a smaller one for a smaller audience.
"The communication needs of conference rooms depend on each particular case; can include discussion, interactivity, voting, simultaneous translation, biometric identification, video conferencing, always offering participants the opportunity to communicate both individually and to the whole group, can be used both to make the most basic presentations and even allow interaction, voting, the selection of different video sources, and even video conferencing features, Montse Romero added.
In addition to video conferencing, some rooms need recording reinforcement. The possibilities are as wide as the needs of each particular case and the economic capacity of the client allows it. Video technologies are increasingly being integrated with conferencing technologies; they are no longer two separate areas, but go hand in hand.
Mobile Solutions
As companies can not always count on an experience dedicated exclusively to conference rooms, there are mobile solutions that allow the user to adapt a space easily.
The General Director of Novotech, explained that the mobile solutions have a cart in which the screen is installed with a camera above and an encoder, and thus has a videoconference available anywhere in the office. It is a mobile device that converts any room that has an internet connection.
"Most people use in medium or small video conferencing rooms, or for mobile units, ordinary TVs instead of professional monitors, which today come in HD or Full HD and are up to 240 hertz. This is done depending on what the customer wants to spend and their needs. The mobile trolley is very easy to assemble and adapt for any room. Even in small spaces it is not necessary to attach speakers or amplifiers," he said.
To keep in mind
If you want to achieve the installation of a successful conference room, there are several factors that must be taken into account. One is the return on investment, in this way the cost ceases to be the main decision factor, since with a solution that may seem more expensive than others, you could be saving future investments.
Several key factors must be considered, from the calculation of the ROI, including the impact on saving other resources (for example on paper), electricity consumption, ease of installation and technical service to, of course, the correct and meticulous study of current and future needs in terms of functionality.
Also, determine the needs of the user, design the necessary infrastructure and equipment and take into account its installation and subsequent service. Likewise, we must work together with architects and interior designers to obtain a solution in accordance with technological and aesthetic requirements.
Montse Romero concluded that "meeting spaces should promote interaction between people as well as encourage private moments of reflection. They should be multipurpose spaces, whose functionality could be changed immediately and should be equipped with the latest technology in communication."
