VIDEO CONFERENCE STANDARDS - blogs.deakin.edu.au · Audio Visual & Network Services Page 1 video conference standards Version 2018-05 deakin.edu.au Deakin University CRICOS Provider

VIDEO CONFERENCE STANDARDS

AUDIO VISUAL & NETWORK SERVICES

VIDEO CONFERENCE STANDARDS VERSION 2018-05

Deakin University CRICOS Provider Code: 00113B

Audio Visual & Network Services Page 1 video conference standards Version 2018-05 deakin.edu.au


Contents 1 Terms Used in This Document ....................................................................................................... 2 2 Contacts ....................................................................................................................................... 2 3 Scope of Document ...................................................................................................................... 3

3.1 Purpose ............................................................................................................................ 3 3.2 Document Access ............................................................................................................. 3 3.3 Associated Documents ..................................................................................................... 3

4 Accountability .............................................................................................................................. 4

4.1 Contractor Responsibility ................................................................................................. 4 4.2 Conflict of Information or Clarification. ........................................................................... 4 4.3 Conformity to Relevant Standards ................................................................................... 4 4.4 Non-Conformance ............................................................................................................ 4

5 Purchasing Requirements ............................................................................................................. 5

5.1 Standard Manufacturer and Model Range....................................................................... 5 5.2 Maintenance Contract ..................................................................................................... 5 5.3 Standard Options ............................................................................................................. 5

6 Functional Requirements .............................................................................................................. 6

6.1 Telepresence-grade Solutions .......................................................................................... 6 6.2 Audio ................................................................................................................................ 6 6.3 Video ................................................................................................................................ 6 6.4 General Functionality ....................................................................................................... 7

7 Installation and Configuration ...................................................................................................... 8

7.1 Compliance with Deakin Audio Visual Technical Standards ............................................. 8 7.2 Compliance with Cisco Specifications .............................................................................. 8 7.3 Codec Standard Configuration ......................................................................................... 8 7.4 Codec Settings to Suit the Room ...................................................................................... 8 7.5 Camera Placement ........................................................................................................... 9 7.6 Camera Pre-sets ............................................................................................................. 10 7.7 Microphone Placement .................................................................................................. 11 7.8 Meeting Room Table ...................................................................................................... 12 7.9 Displays .......................................................................................................................... 13 7.10 Loudspeakers ................................................................................................................. 15 7.11 Mounting of Codecs ....................................................................................................... 15 7.12 Power Protection and Distribution ................................................................................ 15 7.13 Protection from Elements and Tampering ..................................................................... 15 7.14 Network .......................................................................................................................... 15

8 Room Requirements ................................................................................................................... 17

8.1 Fit for Purpose ................................................................................................................ 17 8.2 Acoustics and Acoustic Treatment ................................................................................. 17 8.3 Lighting ........................................................................................................................... 19 8.4 Interior Design ................................................................................................................ 20

9 Codec Selection Guidelines ......................................................................................................... 21

9.1 Cisco Spark Room Kit ...................................................................................................... 21 9.2 Cisco Spark Room Kit Plus .............................................................................................. 22



9.3 Cisco SX80 ...................................................................................................................... 23 9.4 Cisco DX80 ...................................................................................................................... 23 9.5 Room types .................................................................................................................... 23

1 Terms Used in This Document Within the context of this document, various phrases have specific meaning. Such phrases are defined below.

Word or Short-form Definition

AVN AV and Networks Unit, responsible for the design installation, operation and maintenance of the University’s audio visual facilities. This group is part of the Deakin University IT Services Division

AV Engineering Deakin eSolutions AV Engineering Team Leader or their delegate

DeS Deakin eSolutions (Deakin University’s information technology services division, previously ITSD)

In writing Traceable/auditable correspondence. E.g. written document, email.

Left Left side of the room, or left display, as viewed by the audience

Luminaire A lighting assembly

Rear The end of the room furthest away from the display surfaces

Right Right side of the room, or right display, as viewed by the audience

2 Contacts An AVN Representative will be assigned for all projects or tasks that impact the Deakin ICT network. This person shall be the first point of contact for all queries. If this person is not available to answer queries, the Deakin eSolutions Network Engineering Team Leader is to be contacted for alternative representation.

Refer to https://blogs.deakin.edu.au/avn-docs/standards-documents/av-standards/ for Audio Visual Engineering Team Leader contact information.

Refer to https://blogs.deakin.edu.au/avn-docs/standards-documents/vc-standards/ for video conferencing key contact information.

https://blogs.deakin.edu.au/avn-docs/standards-documents/av-standards/

https://blogs.deakin.edu.au/avn-docs/standards-documents/vc-standards/



3 Scope of Document

3.1 Purpose This document is an authoritative reference for all video conference works undertaken at Deakin. All video conference works within Deakin must conform to the standards and principles outlined in this document, regardless of whom is requesting the works.

Where the work deviates from these standards, approval in writing from the Deakin eSolutions AV Engineering Team Leader or their delegate, hereafter referred to as AV Engineering, is required before works commence.

Technology changes are a frequent occurrence in the AV/IT industry. This document will change over time when such technology changes become relevant to Deakin's AV strategy. AV consultants, installers, integrators, contractors and sub-contractors must ensure they have the most current version of all standards prior to engaging in any work.

3.2 Document Access All Deakin eSolutions staff and contracted personnel are provided access to this document. The most recent version is available at:

https://blogs.deakin.edu.au/avn-docs/

To ensure large-scale AV support can be provided to the Deakin community across multiple campuses and off-site locations, Standard Schematic Designs must be followed wherever possible. These are available at:

https://blogs.deakin.edu.au/avn-docs/schematics/

3.3 Associated Documents Many aspects of the system design requirements are specified in other companion documents within the Deakin ICT Technical Standards. These documents must be read together to constitute the complete ICT Standard.

• Deakin Audio Visual Technical Standards

• ICT Network Standards series of documents

o Network Standards – Overview o Network Standards – Communications Rooms o Network Standards – Communications Cabling o Network Standards – Power Provisioning o Network Standards – Wireless LAN

• Cisco Reference Material Deakin University adheres to the Cisco Standards where possible, the following sites are available for reference.

o Cisco Project Workspace: https://projectworkplace.cisco.com/#/scenario

o Cisco Best Practices for Video Conference Spaces: https://www.cisco.com/web/telepresence/collateral/pr.pdf

The Deakin Video conference standards contain excerpts of material from Cisco published documentation, used with permission, to outline manufacturer recommendations within the Standards.

https://blogs.deakin.edu.au/avn-docs/

https://blogs.deakin.edu.au/avn-docs/schematics/

https://projectworkplace.cisco.com/

https://www.cisco.com/web/telepresence/collateral/pr.pdf



4 Accountability The term “contractor” refers to any consultant, installer, integrator, contractor or sub-contractor hired to provide products or services to Deakin

4.1 Contractor Responsibility Contractors shall fully self-inform and not rely on representations.

Contractors shall ensure a safe working environment at all times.

Contractors will supply all materials and tools required to complete installation and testing.

Contractors shall visit the site prior to providing a response, to familiarise themselves with access requirements and site conditions, existing installations and all work required to complete the works. Ignorance of the existing conditions, requirements or installations will not be accepted as justification for subsequent variation to contract conditions or cost.

4.2 Conflict of Information or Clarification. Whenever a conflict of information occurs or clarification of instruction is required, all queries shall be made to AV Engineering.

For all projects or tasks that include video conferencing work, an AV Engineering representative will be assigned. This person will be the first point of contact for all queries. If this person is not available, such enquiries should be directed to the AV Engineering Team Leader.

4.3 Conformity to Relevant Standards All work shall be installed in strict compliance with relevant industry standards and to the latest standards listed below and the latest applicable TE Connectivity, Enterprise Networks warranty specification (available at www.te.com/enterprise-au ). International standards shall be referred to where there is no applicable Australian Standard.

Deakin University’s ICT Standards take precedence over such standards and the applicable TE Connectivity specification. The relevant Australian Standards take precedence over any international standard unless otherwise specified in this document.

The latest versions of the following standards and specifications are to be complied with unless otherwise specified in this series of document. In all cases, where there is a discrepancy or clarification is required between this document and the following standards and specifications, clarification and approval in writing by AV Engineering and shall be obtained prior to submission of tender. No variation will be allowed after tender submission.

• AS/NZS 2017:2000 Acoustics—Recommended design sound levels and reverberation times for building interiors

4.4 Non-Conformance Any deviation from the standard specification must be approved in writing by AV Engineering prior to commencement of any work.

Non-standard AV equipment requires an approved non-conformance in writing from AV Engineering on a case by case basis. Approval must be obtained prior to scoping and purchasing of such items.

Requests for non-conformance can be lodged via https://blogs.deakin.edu.au/avn-docs/non-conformance/

https://blogs.deakin.edu.au/avn-docs/non-conformance/



5 Purchasing Requirements

5.1 Standard Manufacturer and Model Range Deakin has standardised on Cisco Video Conference endpoints. No other brand or configuration options of video conferencing equipment shall be deployed. Appropriate models will be specified in Tender and/or Scope Documentation.

All AV equipment used at Deakin must be approved for use by AV Engineering. Hardware is regularly evaluated by AV Engineering for potential use at Deakin.

Non-standard AV equipment requires an approved non-conformance in writing from AV Engineering on a case by case basis. Approval must be obtained prior to scoping and purchasing of such items.

A list of approved hardware is available at: https://blogs.deakin.edu.au/avn-docs/approved-hardware/

5.2 Maintenance Contract Three years’ full maintenance support with the Deakin selected vendor partner must be purchased at the time the unit is purchased.

Maintenance Type: Cisco SmartNet Maintenance ECDN 8x5xNBD & SW Updates Maintenance Term: 3 Years (36 Months)

Special discounted bundle pricing, negotiated for supply to Deakin, only applies when the correct bundle of options, as set out in “Standard Options” below, is selected. This includes 3 years full maintenance support. A unit will not be installed or supported by Deakin if it is not under an initial 3-year maintenance contract. The maintenance for the hardware must be aligned to start coinciding with the installation date and not prior.

5.3 Standard Options Special discounted bundle pricing negotiated for supply to Deakin only applies when the correct bundle of options, as set out below, is selected. All videoconference units shall be purchased with the following options configured.

• 3 years maintenance included at time of purchase (refer section “Maintenance contract” above) • Remote Monitoring Option • Do NOT Purchase Multisite Option • All Standard Inclusions as per Manufacturer Parts List

https://blogs.deakin.edu.au/avn-docs/approved-hardware/



6 Functional Requirements

6.1 Telepresence-grade Solutions Immersive telepresence-grade solutions are encouraged. The Deakin Standards recognise that the key attributes of immersive telepresence-grade videoconference facilities are:

• Well positioned High Definition Cameras to deliver high resolution, life-like video from cameras mounted at flattering angles with camera positioning and frame rate which creates a feeling of natural communication

• Room acoustic treatment and audio systems to deliver quality sound with high intelligibility and clarity which allows natural communication

• Room lighting, colours, interior decoration treatment and video systems to deliver uniform, standardized, high quality images

• Ease of use intuitive, simple, user interfaces, including simple dialling

• Seamless global reach System interoperability and connectivity

i.e. ‘Telepresence’ is a package that delivers a standards-compliant ‘life-like’ experience like being in the same room

6.2 Audio

• All audio must be set at appropriate volume range and be clean and free from excess distortion, noise or audio artefacts.

• Audio shall follow best practice rules for Audio Gain Structure.

• Audio shall be full duplex.

• Audio volume range must allow comfortable listening for the participants, with even distribution in the participant area.

• Audio system latency must be within the latency tolerances of the Echo Cancellation Digital Signal Processor.

• The audio shall be free from Far End Echo.

• Placement of microphones must clearly cover the conference participants when speaking at a normal conversational volume.

6.3 Video

• All video must be clean and free from excess distortion, video noise, video artefacts or shaking.

• Video displays must be sized and placed to conform with the Deakin Audio Visual Technical Standards.

• All conference participant seats must be within the optimal horizontal and vertical viewing angles of the video displays.

• Participants must have a clear, ergonomic, unobstructed view of the displays.



• Camera angles and placement must allow telepresence-grade framing, and the feeling of natural communication. If the camera position differs significantly from the video display location, you will obscure the feeling of natural communication.

• All conference participant seats must be within the horizontal and vertical field of view of a camera.

6.4 General Functionality

• Video conference calls shall have

o Camera video and Microphone audio in both directions simultaneously (transmit and receive) o Presentation (video and audio) sharing o Call control o Ability to mute and un-mute local microphones o Stable call connection

• Touch Panels and control interfaces must be ergonomically placed

• Energy efficiency: Systems (including codecs, LCD and projector displays and other components) shall automatically power up/down (or leave/enter stand-by mode) at session-start and after session-end

• Privacy: LCD and projector displays and audio system must automatically power up on receipt of a video (or voice) call to indicate session active

• Full HD 1920x1080p30 end-to-end (camera, codec, screen) on the primary ‘live’ video stream

• Auto-focus motorized zoom full HD system-integral cameras

• Full frame rate on both the ‘live’ and ‘content’ video streams simultaneously

• Support for single and dual displays

• Where dual screens are provisioned:

o Screen 1 (the primary screen) is the Left screen (as viewed from the audience) and typically displays the ‘live’ video stream from the far-end Screen 1 supports up to at least Full-HD (1920x1080)

o Screen 2 (the secondary screen) is the Right screen (as viewed from the audience) and typically displays the ‘content’ video stream from the local or far-end Screen 2 supports up to at least Full-HD (1920x1080) and preferably WUXGA (1920x1200)



7 Installation and Configuration

7.1 Compliance with Deakin Audio Visual Technical Standards Installation and configuration shall be in compliance with Deakin Audio Visual Technical Standards.

7.2 Compliance with Cisco Specifications Installation and configuration of Cisco conference hardware shall be in compliance with Cisco specifications.

7.3 Codec Standard Configuration

7.3.1 Codec configuration Base Templates

Application of Deakin Configuration Base Templates and registration to internal servers will be performed by eSolutions Staff.

• Each video conference unit will have a Deakin standard Base Configuration Template applied to it.

The Base Templates include settings such as o SIP and H.323 Registration o Directory (Phone Book) server registration o DNS Servers o Call Rates o Quality of Service o Auto Answer mode

• Other configuration includes

o Registration to Deakin management servers o Application of Deakin Wallpaper

7.3.2 Codec unique registration properties configuration

Codec unique registration properties will be applied by eSolutions staff.

• Each video conference unit will have some unique configuration, this includes

o System Name o SIP Display Name o SIP URI o H.323 ID o H.323 Alias

7.4 Codec Settings to Suit the Room The AV Integrator shall adjust settings on the inputs and outputs of the Codec to suit the room.

These include

• Calibration of audio and video to ensure consistency in the Deakin environment • Setting Default Volume level • Setting Audio Inputs and Outputs for correct Audio Gain structure, making audio DSP adjustments • Setting Microphone channels to the appropriate type (Mic/Line) • Disabling any unused Audio Channels • Patching Audio and Video inputs and outputs to match the design approved by AV Engineering and

provided at project initiation



• Configuring Audio and Video routing to match the design approved by AV Engineering and provided at project initiation

• Assigning Camera Serial to the relevant camera input on the codec (without this the camera assignment may swap after a codec reboot)

• Camera Pre-sets as specified below • Tracking Camera configuration

7.5 Camera Placement

7.5.1 General Rules

• Camera angles and placement must allow telepresence-grade framing, and the feeling of natural communication. If the camera position differs significantly from the video display location, you will obscure the feeling of natural communication.

• To help ensure the most natural meeting environment, position the camera on the top centre of the receiving monitor(s). The camera should point directly at the meeting participants to guarantee eye contact with those at the far end. Check this by means of the self-view feature of the video system. The self-view settings show what the remote party can see from the local site (the outgoing video).

• Keep the horizontal and vertical field of view in mind while designing the room.

• The table should be placed so that all participants are in frame when the camera is in full wide view (not zoomed in).

• Where tracking cameras are utilised, tracked area must cover the conference participants.

• Lecturer area must have camera coverage.

7.5.2 Mounting Height

• Camera mounting height is measured from centre of the lens to the floor.

• For standard meeting room environments, where the local participants will mostly be sitting down

o The camera height must be more than 1120mm AFFL (Above Finished Floor Level).

o A modesty panel is required at low camera mounting heights, or if the camera is mounted below the display

o The camera height must be less than 1830mm AFFL 72". Going higher will result in a birds eye view for the remote participants, as well as the closest participants might be out of frame (below the vertical field of view).

• For Lecture theatres and larger special rooms

o it is possible to mount the camera higher than the recommended maximum as local participants generally tend to sit further away from the camera and screen.

o In general, the higher the camera is mounted, the further away participants must sit to get a favourable camera angle. The further away the camera is, the greater optical zoom is required to achieve suitable camera framing.



7.6 Camera Pre-sets Camera pre-sets depend on the layout and purpose of the room. The following table is to be used when setting camera pre-sets. Each pre-set records Pan, Tilt, Zoom and Focus settings along with Mic Mute status at the time of programming. Therefore, pre-sets are always to be programmed with microphone active.

Type of space Standard camera arrangement

Meeting room (single/dual screen)

(1 camera assumed)

Pre-set 0 – Same as Pre-set 1 [where available]

Pre-set 1 – Default shot following start-up from standby: Central Tight shot (covers 2-3 people in primary seating area)

Pre-set 2 – Central Mid shot (covers 4-6 people in primary seating area)

Pre-set 3 – Left Table/Room

Pre-set 4 – Right Table/Room

Pre-set 5 – Wide view to cover all participants

NOTE: Meeting rooms with two cameras will default to Camera 1 and Camera 1 shall be the camera that provides best coverage of the primary seating area.

Teaching space / Lecture Theatre (2 cameras assumed)

Pre-set 0 – Same as Pre-set 1 [where available]

Pre-set 1 – Default shot following start-up from standby: CAM 1 – Wide shot of audience

Pre-set 2 – CAM 2 – Mid shot of lecturer, covers the lecturer desk

Pre-set 3 – CAM 1 – Audience Left

Pre-set 4 – CAM 1 – Audience Right

Pre-set 5 – CAM 1 – Wide shot of audience (camera is tilted so that projector lenses also in shot for eSolutions troubleshooting purposes)

Pre-set 6 – CAM 2 – Wide shot of lecturer, covers the projected images too (for far-end monitoring/checking)

Deakin Learning Centre type spaces with push-to-talk student microphones shall in addition have one Audience Cam (CAM 1) pre-set for each push-to-talk station. Pressing the push-to-talk button will activate the associated pre-set.

NOTE: Teaching Spaces and Lecture theatres will default to Camera 1 Pre-set 1.



7.7 Microphone Placement

7.7.1 General Rules

Placement of microphones must clearly cover the conference participants when speaking at a normal conversational volume.

Place no obstacles between participants and the microphone. Participants should have a free view to the microphone at all times.

Do not put equipment with noisy fans close to the microphone.

7.7.2 Cisco Telepresence Omnidirectional Microphones

For the Cisco Telepresence omnidirectional microphones:

• Fix the microphones along the centre line of the table.

• One microphone generally covers four people.

• The microphone closest to the system should be placed approximately 130 - 500 mm from the end of the table.

• Spacing between microphones should be about 1150 - 1500 mm, and a maximum of 1150 mm from participants.

• The maximum spacing should only be used in acoustically dampened rooms. In less-dampened rooms, the spacing should be decreased.

• If using a codec with built-in internal microphone (example: Spark Room Kit) in addition to an external table microphone, the table microphone can be moved slightly farther from the Endpoint codec.



7.8 Meeting Room Table

• Participants must have a clear, ergonomic, unobstructed view of the displays

• All conference participant seats must be within the horizontal and vertical field of view of a PTZ camera.

• To enable everyone at the table to see the screen, the table width should be slightly wider than the system/screen(s).

• The Field of View (FoV) of the cameras dictates that the distance (D) between table and system should not be less than 0.7 times the width (W) of the table front.

• Use a slanted table when there are three or more participants seated on the long side of a table. It should be wider on the end closest to the system so that everyone can see the screen and be seen on camera.

• Choose a table colour that is light but not reflective. A light natural wood is a good choice.



7.9 Displays

7.9.1 Viewing Distances

Viewing distances must conform with the Deakin Audio Visual Technical Standards.


7.9.2 Delays

Use displays with lower delay to increase the naturalness of communication. Delay through most displays is often very high (>100 ms) and is therefore detrimental to real-time communication quality. In some cases, activation of “Game” or “PC” mode, deactivation of motion smoothing and/or changing to a different HDMI input can reduce the delay.

7.9.3 Number of Displays

By default, all video conference systems are to be deployed as dual-screen deployment.

Dual Screen

In dual-screen deployments:

Both displays shall ALWAYS be of the same type and size

The Right screen (as viewed from the audience) shall be the (2nd) ‘content’ display

The Left screen (as viewed from the audience) shall be the (primary) far-end ’live video’ display

Triple Screen

Large conference spaces may utilise the 3rd output display of the SX80 codec as a source for a video foldback monitor.

The 3rd monitor displays

• Presentation source when not in conference

• Far End Camera when in conference

Single Screen

Single screen deployments may be accepted in some cases, but must be requested for review.






7.10 Loudspeakers The choice of loudspeaker does not only affect the sound quality in the local room, but a poorly performing loudspeaker can cause echo and audio artefacts for remote participants.

The loudspeakers must reproduce voice accurately, be free of echo, and have high speech intelligibility.

7.10.1 Loudspeaker Performance Requirements

• Sound pressure level (SPL): At least 80 dB at all listening positions.

• Frequency response: Within ±3 dB in the 70 Hz to 13 kHz range.

• Total harmonic distortion plus noise (THD+N): Lower than 1 percent.

• If using a speaker-tracking system, loud speakers should be as far away from the tracking module as practically possible.

• Loudspeakers must supply adequate coverage at all participant locations. In larger spaces like lecture theatres, this can mean distributed systems with delay zones.

• To avoid attenuation, loudspeakers must be placed at a height such that all participants have a clear line of sight to the high-frequency drivers. The directionality of loudspeakers in different frequency ranges must also be taken into account to cover all participant areas.

In rooms with separated Program Audio and Voice Reinforced Audio, the Far End audio shall be sent to the (Front-of-House) Program Audio speakers only

7.11 Mounting of Codecs Videoconference units shall not be installed in a roll-about or portable fashion.

Where codecs are free standing, and not placed into a rack, they will be mounted as per manufacturer specifications.

7.12 Power Protection and Distribution Power distribution and protection for all video conferencing equipment shall be as specified in the Deakin Network Standards.

https://blogs.deakin.edu.au/avn-docs/standards-documents/network-standards/

7.13 Protection from Elements and Tampering All components of the installation shall be adequately protected from vandalism, mechanical damage, and the ingress of moisture, corrosive fumes, dust, high temperature or any other circumstance under normal operating conditions which may expose the system to unreliable performance.

7.14 Network

7.14.1 Network Standards

Refer to the Deakin Network Standards for details regarding network requirements. https://blogs.deakin.edu.au/avn-docs/standards-documents/network-standards/

7.14.2 Underlying Network

The underlying network must be fit for the purpose of video conferencing.





7.14.3 Connectivity to Deakin Private Network

Deakin University operate a number of remote sites, these sites may be co-located in Hospitals, TAFE’s or Councils. External sites with AV Hardware are expected to report back to centralised systems on campus and as such are required to operate on and be able to reach Deakin’s Private IP Addresses. Network engineering will be engaged to ensure system designs and external networks are able to provide the necessary connectivity for AV Hardware prior to installation. All installed Network devices must be able to communicate within the Deakin Private Network prior to accepting hand-over.

7.14.4 Ethernet network point

Dedicated Ethernet network points shall be provisioned for the networked video conference hardware.

7.14.5 Network configuration

• Cisco video conference codecs must be on the video conference VLAN.

• Cisco Touch Panels in network mode must be on the same subnet as the video conference codec.

• In rooms with multiple Cisco cameras: Additional cameras (2nd, 3rd, nth camera) require Ethernet network connection to allow for remote software upgrades. Camera must be on the same subnet as the codec.

IP Address/Network configuration will be performed by Deakin staff.

• The network point will be configured onto the correct video conference specific VLAN and subnet.

• A DHCP Reservation will be made for the video conference components on the network. This configuration binds the IP address and Hostname to the MAC address of the device.

7.14.6 Pre-configuration Requirements

• The party supplying the video conference hardware must provide Deakin with the MAC Address of the networked video conference components before the DHCP Reservation configuration can be completed.



8 Room Requirements

8.1 Fit for Purpose The room must be fit for the purpose of video conferencing.

8.2 Acoustics and Acoustic Treatment

8.2.1 Acoustic isolation

Video conference rooms must provide conference audio privacy.

Acoustic isolation works both ways, in addition to reducing the amount of outside noise, it also enhances the privacy of the video meetings.

The overall acoustic design shall provide a minimum 45 dB (preferably 50 dB) attenuation of sounds into or out of the room. Note this is the total over all paths, whether through walls, doors, ceilings, windows or direct transmission through floors or building fabric.

Wall insulation must take into consideration sound bleed through ceiling spaces above walls – suitable ceiling insulation and/or sound blankets in the ceiling space above walls must be fitted so as to preserve overall isolation requirement.

For example, if there are two equal dominant sound paths through wall and ceiling each must achieve 53 dB on its own so as to preserve an overall attenuation of 50 dB.

8.2.2 Noise

Ambient sound in the room shall not contain any distinctive characteristics such as tones or fluctuations. Air conditioning, external noise and other plant noise shall not exceed NR35 as defined by AS 2107 2000.

Openable windows are unacceptable; if unavoidable these are to be fitted with heavy curtains, and both the windows and curtains shall be kept fully shut during videoconference sessions.

Background noise level should ideally be ≤ 30 dB(A). However, a background noise level ≤ 35 dB(A) will be acceptable. This includes both noise from technical installations (air conditioning, in particular) and outdoor traffic noise etc.

In particular, noise floor target range, to be measured with HVAC systems running, is 30 to 40 dBA and must not exceed:

• 45 dBA anywhere in the room; and

• 40 dBA at any of the microphone locations.

A natural noise floor above 50 dBA is unacceptable and cannot be rectified electronically.

8.2.3 Reverberation

Reverberation times are defined at AS 2107 2000.

In particular, reverberation time target range is 0.3 to 0.4 s in the octave bands 125-4000 Hz and must not exceed:

• 0.6 s for controlled spaces with both fixed furniture and fixed microphones • 0.5 s for uncontrolled spaces with flexible furniture and/or movable microphones



8.2.4 Acoustic treatment

Acoustic dampening is required in rooms that have significant echo, exceeding the above reverberation limits.

Sound absorption and diffusion is needed to reduce the influence of flat reflective surfaces like polished floors, windows, ceiling, flat walls, etc.

This is done by introducing sound absorbing materials such as a wall-to-wall carpet, absorption panels on the walls and/or the ceiling, and medium to heavy weight curtains in front of windows. The latter may also help to keep natural light out.

Sound diffusion is improved by making surfaces less flat. Drapes and furniture, in particular of the soft upholstered kind, will also help.

The improvement of sound absorption in the room contributes to the reduction of reverberation effects which tend to make sounds very lively and confusing. In general terms a 10% or more coverage of the total surface of the walls and ceiling with quality sound absorption panels can greatly improve the sound quality.

If you are in the position to choose, keep in mind that irregularly shaped rooms are acoustically better than the commonly encountered shoe-box shape.

Opposing parallel surfaces may cause flutter echoes stemming from the sound bouncing back from the parallel surfaces over and over again. A very practical test to check for this is to stand in various positions in the room and clap your hands loudly once in every position.

If the clap sound is crisp, clear and distinguishable then the acoustics of the room are good enough for video conferencing.

On the other hand, if you hear diffusions as though more people are clapping their hands at the same time, there is flutter echo present and this will affect the sonic quality of the room. This will call for absorption on the parallel surfaces. Sound absorbing materials work better if they are mounted at a distance from the wall—typically 0.2 m (8”). This may interfere with the architectural ideas behind the look of the room.

• The acoustic absorption should to the extent possible, be distributed on the walls in addition to the ceiling to avoid flutter-echo effects from parallel walls.

• If you are not going to put absorption on all walls, put the absorption on non-opposing walls to minimize flutter echo effects in all directions.

• Distribute the absorption elements about the walls, avoid absorption clusters.

• The ceiling is recommended to have an absorption factor ≥ 0.9 in the octave bands 125-4000 Hz. This will normally require a mineral wool ceiling of good quality.

• The walls should preferably have sound absorbing fields at the side, front and back walls. If perforated or slotted panels are used, the opening area of the panel must be at least 20 % of the panel area.

• Sound absorption on walls could also be made with mineral wool wall panels, curtains or other absorptive materials.

• Carpet on the floor is strongly recommended.

• All walls around the room should have a sound insulation of R'w ≥ 48 dB (≥ STC 50).

• The door should have a sound insulation of Rw ≥ 38 dB (≥ STC 40).



8.3 Lighting

• Lighting in the room must be even and diffuse, with brightness and colour temperature to allow natural looking video on camera.

• Use diffuse light on people and presentation materials. Direct light tends to create harsh contrasts and shadows.

• Do not point lights at the camera lens.

• Lighting in the room must be uniform in brightness, colour temperature, and light source. Do not mix different light types (e.g. fluorescent and LED)

• Light intensity must be 400 to 500 lux on faces. A common problem is insufficient light on people's faces. A glare-free luminary producing directive light at an angle of 45 degrees is optimal for video, but may be challenging to achieve.

• Try to keep the contrast less than 1:1.5. For example, 500 lux on faces implicates maximum 750 lux on the table and surroundings. While there are several concepts popular with designers, one key design parameter appears throughout most recommendations. To eliminate shadows, a combined lighting arrangement ratio of 60/40 for ceiling and wall lighting is recommended.

• Be aware that video is sensitive to high contrast levels in the room. Most luminaries are made to avoid glare thus focusing the effect on the work area rather than people's faces.

• Wall lighting must be indirect. The key here is to equalize the available light on the participants and eliminate shadows, dark backgrounds, and bright spots in the center of the conference table. Avoid illuminating the surrounding walls too much. This only makes the faces appear darker.

• "Daylight" type lamps are most effective. Do not use coloured lighting that might tint the camera image.

• Eliminate natural light from entering through windows. Sunlight is very different in nature from artificial light in terms of colour temperature, and creates sharp contrasts in the room, which in turn may confuse the automatic adjustment mechanisms of most cameras for video conferencing systems. Use curtains or opaque blinds to cover the windows.

• Do not use highly reflective or glossy surfaces behind people, or where lighting may reflect and cause glare.

• Colour-rendering index (CRI) must be 80 or better.

• Avoid completely white walls or tables, a colour with reflection value (LRV) of 50 percent is recommended.



8.4 Interior Design When considering the interior design of the video conferencing space, the primary goals should be to make the room as comfortable as possible, putting less emphasis on the technology. Specific colours are recommended for backgrounds and walls to enable better recognition of the participants without straining the capabilities of the video cameras.

Recommended colours are soft, textured wall coverings, but smooth painted walls will work if colours are muted earth tones and the lighting is adjusted to suit. When considering furniture and walls be aware of colour and physical characteristics that may make your video or audio input have to work harder.

• The camera background has a strong effect on the overall image. Use a calming background with a

neutral colour, medium contrast and soft texture.

• Do not use patterns on walls.

• Do not use venetian blinds.

• Do not face the camera at moving backgrounds such as curtains in a draft or people walking behind you. This may reduce image quality and distract the attention of those on the far end.

• Do not place frosted glass in front of a camera, as this causes problems for the camera auto-focus.

• Do not place the camera facing a doorway.

• Choose a table colour that is light but not reflective. A light natural wood is a good choice.

• Do not use highly reflective or glossy surfaces within camera view.

• Fine grid-patterns (e.g. on fabrics, blinds, curtains and table tops) must be avoided (these generate unacceptable interference patterns in the camera – due to aliasing between the fabric grid and the image sensor’s internal grid structure)

• Avoid unnecessary furniture or clutter in the room.



9 Codec Selection Guidelines

9.1 Cisco Spark Room Kit For a Cisco Spark Room Kit (CSRK)

• The room can seat up to 7 people

• Users need to be within the 83 degree field of view of the camera

• Recommended room size 550cm (5500mm) deep x 550cm (550mm) wide

• The CSRK is a Soundbar with built-in Codec, Camera and Microphone

• CSRK soundbar should be mounted no higher than 180cm (1800mm) AFFL

• CSRK has a inbuilt microphone. If users are further than 220cm (220mm) from the CSRK, additional Cisco CTS-MIC-TABL20 microphone(s) should be used.

• The CSRK allows up to two additional microphones.

• The CSRK has a Single tracking camera

• The CSRK has Dual HDMI video display outputs



9.2 Cisco Spark Room Kit Plus For a Cisco Spark Room Kit Plus (CSRKP)

• The rooms can seat up to 14 people

• Users need to be within 83 degree field of view of the camera

• Recommended room size 730cm (7300mm) deep x 500cm (5000mm) wide

• CSRKP should be mounted at least 120cm (1200 mm) AFFL

• The CSRKP has cameras built into the Soundbar. The Codec is not built into the soundbar.

• CSRKP requires additional microphones (The CSRKP does not include conference microphones)

• Standard microphone to be used is the Cisco CTS-MIC-TABL20 microphone.

• The CSRKP allows up to three microphones.

• The CSRKP has Quad (four) in-built tracking cameras

• The CSRKP has Dual HDMI video display outputs



9.3 Cisco SX80 A Cisco SX80 is used for integration into lecture theatres and larger teaching and meeting spaces, where the inputs and outputs of the CSRK or CSRKP are not sufficient.

The SX80

• Does not ship with microphones. The Cisco Table Microphone 60 is compatible with the SX80

• Available packages include

o Codec o Codec with Precision 60 Camera and Touch Ten o Codec with Speaktrack60 Tracking camera and Touch Ten

9.4 Cisco DX80 The standard approved desktop video conference solution at Deakin is Skype for Business.

A Cisco DX80 is an all-in-one desktop video conference system.

The SX80 is approved for use in Executive Offices only, for a single person seated in front of that unit.

The display size and in-built audio system are designed for single person use, with that person seated close to the DX80.

The DX80 is NOT suitable for multiple persons.

The DX80 is NOT suitable for coverage of meeting rooms seating more than 1 person.

9.5 Room types This table is a guide on the typical codec per room type

Room Type Size/Capacity Codec

Meeting Room – Small Up to 7 Capacity Cisco Spark Room Kit

Meeting Room – Medium Up to 14 Capacity Cisco Spark Room Kit Plus

Meeting Room – Large More than 14 Capacity

Cisco SX80

Conversational 30-40 Capacity

2m/Student

Cisco SX80

Collaborative 80-60 Capacity

2.5m-3m/Student

Cisco SX80

Converged 40-120 Capacity Cisco SX80

Instructional 120+ Capacity

1.5m/Student

Cisco SX80

Experimental Varied Cisco Spark Room Kit or



Room Type Size/Capacity Codec

Cisco Spark Room Kit Plus or

Cisco SX80

Informal Varied Cisco Spark Room Kit or

Cisco Spark Room Kit Plus or

Cisco SX80

Executive Office 1 Person Cisco DX80