Process | Audiovisual Anatomy of a Boardroom

A well-designed boardroom uses brilliant images, clear and balanced sound, and easy-to-use control systems to deliver the presenter’s message with minimal effort. Videoconferencing systems link the boardroom to other places. The end result is an environment that facilitates communication. Ã,  Designing such a room requires a clear understanding of user needs, sensitivity to the architecture of the room, and careful attention to the technology and its placement. The architectural and interior details require equal attention, from lighting, acoustics, window to door placement, and the board table itself. Integrating technology components and infrastructure into the room’s architectural shell makes the space attractive. Nothing says “amateur” like bundles of wires, cable, and power strips. Putting the room together A fully outfitted multimedia boardroom includes presentation, audio, archiving, videoconferencing, and information technology systems. The images used in a presentation originate from computers, cable television, DVDs, videocassettes, and other sources. Display technology plays a key role in the success of the room. Regardless of the format—front or rear projection, plasma or LCD displays—the image must be crisp and bright to the furthest viewer, otherwise the room fails. Sound quality is as important as visual effects. During the design process, the sound system configuration is matched to the size and shape of the room—with all its acoustical idiosyncrasies. Loudspeakers are placed adjacent to the display. If the room is large, additional loudspeakers may be installed in the ceiling. Microphones can also be incorporated into the board table. Cameras—broadcast quality when needed—may be located at the front, sides, and rear of the room to provide complete coverage for videoconferencing as well as videotaping of special events. Once captured, boardroom events can be archived or streamed over the Internet. Videoconferencing technology is less costly than ever, making it accessible to more users. It’s challenging to incorporate in a boardroom, where the primary focus is communicating around the table, not with a camera at the front of the room. Multiple cameras solve this problem, but add a level of operational complexity and expense. Still, most boardrooms contain at least one camera, microphones, displays, and the necessary infrastructure to link to far-flung board members. Boardroom presenters may include employees, consultants, and clients who use their computers to show PowerPoint presentations, photos, movies, or notes. A well-designed boardroom supports quick hookups for wide-area network, Internet, intranet, and other types of access. It can also easily tie in any type of computer system to the presentation equipment. Custom table ports or hatches hide all the connectivity while making it readily accessible. These ports may hold power, data, control, and connectivity to the audiovisual system for laptops or any other required device. Portable equipment Sometimes, if the budget is tight or the room is rarely used, it’s best to use portable equipment. These systems load various components on a cart that can be rolled from room to room. In some cases, a boardroom might include a fixed projector and screen, but the videoconferencing equipment is on a cart so it can be used in other spaces. This solution is often very practical and cost effective, but the quality of sound and image, ease of use, and functionality are less than that of permanent equipment. If clients opt for portable equipment, make sure there is plug-and-play capability in the rooms where systems will be used. That means users have easy access to adequate power supplies, information technology infrastructure, and, in some cases, phone lines—all needed to run the equipment just as if it was permanently installed. Control issues There’s a lot of activity during a typical presentation. Lights are dimmed, presentation screens come to life, sound systems are turned on, and laptops are fired up. Behind the scenes, sources are selected and controlled, volume is adjusted, and links are made to remote locations. These events need to be orchestrated smoothly, even though each occurs in a different technical subsystem. Control systems serve this purpose. The best ones are easy to use, thereby reducing the burden on the presenter. Options include wireless or wired touch panels, a resident laptop or desktop, or simple buttons. These can be programmed to run anything in the room including lighting, displays, videoconferencing, audio, VCR/DVD, projectors, window shades, and room dividers. A room that’s easy to use yields more effective presentations and better communication. Consultant or not? There is no right way to design a boardroom. Much depends on the budget, the needs of the user, the equipment selected, the shape and design of the room, and other variables. For this reason, designers often rely upon multimedia or audiovisual (the terms are used interchangeably) consultants to fill their knowledge gap. These consultants specify the technology components and supporting systems, and design their placement within the room. They also solve coordination and interoperability issues that may be present when different brands of equipment are used. The consultant is, in effect, the team advocate for technology. He or she weighs the technological options available and interfaces with users, designers, vendors, and other team members, to specify the best design for the space. Independent multimedia consultants—those who are not affiliated with a manufacturer—bring a broad view and depth of understanding of the client requirements, while avoiding “special interest groups.” They are also more familiar with the many choices of equipment from different manufacturers. J. Steven Emspak is a partner at Shen Milsom & Wilke, a technology consulting practice with 11 offices worldwide. The 20-year old company offers multimedia, information technology, building security, and acoustic design.

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