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Conference Room Standards Guide

Overview

This document will describe the differences between potential conference room upgrades in University of Wisconsin System Administration (UWSA) and UW-Shared Services (UWSS) 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, UWSS 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.

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.

Room Sizes

  • Huddle Room – Designed to support 2-5 people.
  • Small – Designed to support 5-8 people. 
  • Medium / Large Conference Room – Designed to support 8-25 people.
  • Specialty Room – Specialty rooms may have additional features that add to the complexity of a room setup. Specialty rooms, although often more feature rich or unique, still adhere to the features of UWSS conference rooms.

The following is a list of things that can greatly affect the cost of a space. Other factors may apply.

  • Rooms that seat more than 30 people.
  • Divider walls
  • Local amplification
  • Blocked sight lines
  • Solid floors or walls
  • Walls that cannot bear the weight of wall-mounted equipment

1.  Huddle Rooms

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

Real Examples – Regent St. rooms 121, 130, 118

Layout Examples

2. Small Rooms

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

Real Examples – No Examples in UWSA/UWSS

Layout Examples

3.  Medium/Large Rooms

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

Real Examples – Regent St. rooms 126, 123

Layout Examples

4.  Specialty Rooms

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+

Examples – No Examples in UWSA/UWSS

More Information

For more information, please reach out to helpdesk@uwss.wisconsin.edu.