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Conference Rooms Standards Guide

OVERVIEW:

This document will describe the differences between potential conference room upgrades in University of Wisconsin System Administration (UWSA) office spaces. As we propel our organization into the future, our spaces need to be easy to operate, consistent and dependable. To create that experience, UWSA Information Technology has created the below standards to be used across all conference spaces supporting our internal operations. Standardization allows us to book any space in our organization without having to worry about getting "the good room," or "the one that works" and have confidence upon arrival.
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Features of Conference Rooms

All newly designed UWSS conference rooms have the following features:

  • Cisco RoomKit – All new or redesigned rooms use Cisco RoomKit series to serve as the “brains” of the conference room. Utilizing the Cisco Touch 10 control panel, the user can share content, adjust volume, and start and end their audio and video conferences.

  • Monitors – Monitors ranging from 40-85” depending on space needs. Larger spaces use dual monitors to repeat content across two screens in local content sharing or utilize one monitor for far end video while in a video conference.

  • Built-in Microphones – Microphones are built into the conference unit or ceiling so tables and chairs can be moved around without worrying about cords or microphone location.

  • Content Sharing – Rooms are designed to be “bring your own device” settings. This means any laptop, tablet or phone you bring should be able to be plugged into the provided port to share your content on the screen.

  • Video Conferencing – Integrated cameras, speakers and microphones are included in all UWSS conference spaces. Other video conference providers may work, but the guaranteed functionality is through Cisco WebEx. Please feel free to reach out to UWSS HelpDesk if you have any questions.

  • Plug and Play – Laptops issued by UWSS will be 100% operational with these spaces without having to download additional software, drivers, or purchase additional hardware.

  • Integrated audio conferencing– With UWSS IT, all conference spaces are issued phone numbers to dial out of or into. Integrated speakers and microphones are utilized for audio and video.

  • Wake on Touch – All technology (monitor, video conference unit, in-room PC) turns on upon touching the control panel.

  • Auto detect source – Content auto shares as soon as your laptop is plugged into the panel. If room supports a built in PC, device auto switches between built-in PC and your own device when plugged in/unplugged.

  • Wireless Content Sharing – With Cisco WebEx services, users may share their screen without the use of cables.

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Huddle Rooms (2 to 5 people)

  • Real Examples – Regent St. rooms 121, 130, 118
  • RoomKit Unit – Cisco RoomKit Mini
  • Seating – 2 to 5 people
  • Number of Monitors – 1
  • Monitor Size – 40-65”
  • Microphones – Integrated in unit
  • Speakers – Integrated in unit
  • Camera – Single. Integrated in unit
  • Auto Camera Tracking – A.I. finds best angle at start of video call and stays for duration of call
  • Control Panel – Cisco Touch 10
  • Phone Integration – Yes
  • Option for built-in PC – Yes
  • Additional Features – The Cisco RoomKit Mini can be utilized as a generic plug and play webcam for any PC/Mac. This allows the RoomKit mini to be used for software video conference services such as Skype, Zoom, Teams, GoTo Meeting, etc.
  • Price – $6,000-$16,000
  • Layout Examples

    Huddle Room


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Small Rooms (5 to 8 people)

  • Real Examples – No Examples in UWSA

  • RoomKit Unit – Cisco RoomKit

  • Seating – 5 to 8 people

  • Number of Monitors – 1-2

  • Monitor Size – 40-65”

  • Microphones – Integrated in unit

  • Speakers – Integrated in unit

  • Camera – Single. Integrated in unit

  • Auto Camera Tracking – A.I. finds best angle at start of video call and stays on single shot for duration of call.

  • Control Panel – Cisco Touch 10

  • Phone Integration – Yes

  • Option for built-in PC – No

  • Price – $16,000 – $20,000

  • Layout Examples

    Small Room


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Medium / Large Rooms (8 to 25 people)

  • Real Examples – Regent St. rooms 126, 123
  • RoomKit Unit – Cisco RoomKit Plus
  • Seating – 8 to 25 people
  • Number of Monitors – 2
  • Monitor Size – 60-85”
  • Microphones – Ceiling mounted
  • Speakers – Integrated in unit
  • Camera – Cisco Quad camera. Integrated in speaker bar.
  • Auto Camera Tracking – A.I. finds best angle at start of video call, and “speaker track” changes viewing angle automatically throughout call.
  • Control Panel – Cisco Touch 10
  • Phone Integration – Yes
  • Option for built-in PC – Yes
  • Price – $22,000 – $25,000
  • Layout Examples

    MedLarge Room

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Specialty Rooms

  • Examples – No Examples in UWSA
  • RoomKit Unit – Cisco RoomKit Plus/Pro
  • Seating – 25+ people
  • Number of Monitors – 1-2
  • Monitor Size – 60-85”
  • Microphones – Ceiling mounted
  • Speakers – Integrated in unit
  • Camera – Cisco Quad camera integrated in speaker bar. Additional camera for lecture may be added
  • Auto Camera Tracking – A.I. finds best angle at start of video call. “Speaker track” changes viewing angle automatically throughout call. “Presenter track” follows speaker in front of room
  • Control Panel – Cisco Touch 10
  • Phone Integration – Yes
  • Option for built-in PC – Yes
  • Other Considerations – Rooms may require reinforced audio, removable walls to subdivide the space, accommodations for hearing/visually impaired
  • Price – $60,000 – $120,000+
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Keywords:
Information,Technology,Applications,Software,Audio,Video,Conferencing 
Doc ID:
103047
Owned by:
Eric B. in UW–Shared Services
Created:
2020-06-15
Updated:
2023-10-31
Sites:
UW–Shared Services