Planning your Next Web-Conferencing RoomMake professional Webinars and Web-Conferences using

your favorite Web-Conferencing Software

A Guide for Organizations who are ready to implement Professional Web-Conferencing and Webinar Ready Conference Rooms

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Contents

Understanding your Business Drivers 2Webinar Best Practices 2A Guide to Web-Based Video Solutions 3-4Choosing your Space 5Web-Conferencing Cameras 6Web-Conferencing Microphones 7Acoustics – The  ABC’s  of  Acoustical  Solutions 8Lighting 9Furniture 10Facility Preparation 10Conference Room Standards 11Preparation and Pre-Launch 12Ensuring your system will have Zero Down Time 13About Haverford Systems 14

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Understanding your Buisness DriversWho will be using the system the most?CEO, Sales, Marketing, Management, Clients…What are they going to be using it for?Training, Presentations, Conferencing...Are most Presentation Local, Web-Based or Remote?Can you save time meeting with vendors, customers and prospects using video conferencing?What type of Software is your organization using?Does your organization need to share your screen? Is collaboration on a single document important?What Hardware will run your A/V System? A Dedicated PC, multiple laptops, Soft or Hard Video Conferencing Codecs.

Webinar Best PracticesTailoring your Presentation to your Audience:Start with a compelling title that is both relevant and exciting.Email Notifications:Make sure you have a attractive email invitation that is well thought out.Present with Confidence:Understand the technology you will be using and make a test call so you are familiar with structure.Enthusiasm is Contagious:Your already ahead of the curve because you are presenting over the web saving everyone time and money. Use this to your advantage and keep your presentation enthusiastic.Use the right type of camera: Understand the HD PTZ USB camera available on the market. Set presentation presets if needed to demonstrate products, move quickly to a primary or secondary speaker and have a remote controller if necessary.

Hosted

Services

Hosted

Services

Unique Features:Super Easy to Use Interface

Powerful Free FeaturesWidespread use and easy

integrationWorks with MAC, PC, Windows

7, iPhone and Android

Unique Features:Webinar and Event Style Video

ConferencingProfessional Cisco Foundation

Unique Features:Complete Mobile to Mobile

and eLearning PlatformOn-Demand available

conferencesWorks virtually any device

Unique Features:Host Unlimited amount of

webinars and conferences for fair a price

Webinar and Training Session Integration

Unique Features:Eliminates barriers to Codec Video

Conferencing systems such as Polycom and Cisco.

Dial from SIP, H.323, Skype, Google Talk and WebRTC

Unique Features:Instant messaging style

collaborationCollaborate from anywhere

with any device

Video Conferencing

Unique Features:Universal Connectivity with Enterprise

Control. Optional Scopia Content center for centralized video recording and on-

demand access.

Unique Features:Complete Microsoft Platform integration with: Sharepoint, OneNote, Outlook and more.

Unique Features:Hardware Based Solution for

hosting and centralized control. 180 degree telepresence features at a fraction of

traditional prices.

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Cloud Based Video Conferencing Services

Cloud Based Video Conferencing Services

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Service ComparisonService Comparison

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Choosing your SpaceHow many people are typically invited to each meeting?If your company usually works in small groups of four people or less a square table is preferable.

Which room would be most effective for your system?Boardroom areas are usually reserved for top level executive meetings. The type of technology required can be very different from a typical Training Room.

Location and Placement:Be mindful of areas around the conference room. Is it a busy or noisy area that could be distracting during meetings? Think about camera and display placement. What will be the distance from the farthest viewer to the screen?

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USB Camera ReviewConference Room Solutions:

Desktop Solutions:

USB Microphone ReviewConference Room Solutions:

Desktop Solutions:

Desktop Solutions:

Usually have built-in Microphones. We always suggest wearing a USB Headset if audience

members will be participating in the conversation.

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Room Acoustics

Suspended acoustical tile systems or “Clouds”  are  the  most  common  form  of  acoustical absorption. High grade wall and  ceiling  treatments  reduce  echo’s  and  “soak”  up  unwanted  sound.

Acousticians recommend barriers of at least 60" tall. Higher cubicle partitions, demountable walls, and interior walls all block sound from traveling into un-wanted areas or at un-desirable levels.

The  ABC’s  of  Acoustical  Solutions

A. Absorb

B. Block C. CoverSound masking acoustic treatment for covering un-wanted sound. Sound masking makes conversations less intelligible reducing distractions in a given area and increasing privacy between private offices.

Remember that everything inside the conference room will affect the acoustics. The most important factors are the size of the room, the shape of the room, the furniture, the walls, the ceilings and the flooring. Sound will reflect off of hard-surfaces just as light reflects off a mirror. Consider using materials that absorb sound such as carpeting and acoustical ceiling tiles.

If privacy/productivity becomes a issue follow these easy to remember ABC’s  of  Acoustical  Solutions.

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Lighting

Improper Lighting Proper Lighting

Things to remember1. Avoid natural lighting within the field of view of your camera.2. Keep overhead lighting consistent throughout the room. If the fluorescent lights are giving you trouble look into energy efficient LED light bulbs.3. Proper lighting includes a key, fill, backlight, and wash.4. Consider the background of your setting. It is often the most important element.

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Furniture

Facility Preparation

Choosing a Conference Room TableConsider using a matte finish to avoid distracting

reflections on camera. Plan to integrate the correct amount of Power, Data

and A/V connections. This information will be helpful when selecting Audio Visual cubbies

We  have  found  “U”  and  “V”  shaped  tables  work  best  for Video Conferencing

Plan on running conduit and determine what size will be needed. Normal 2" conduit is more than enough for most conference rooms.

Determine if additional backing support will be needed for larger displays

Determine where dedicated electrical connections will be needed. (Displays, Projectors and Racks)

Today almost everything needs network connection. Make sure you have Static IP addresses pre-assigned for your equipment.

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Conference Room Standards

Choosing a Web-Based Video Conferencing StandardHaverford Systems offers pre-built Conference Room

Standards that a tried and true solutions for audio and video conferencing

Standards can range from $4,000-$80,000Ask your Account Executive for a comprehensive

walkthrough

Just a example of our popular web-conferencing standards

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Preparation & Pre-LaunchA/V Technology Adoption Plan

Several Months Before Launch: Identify the Potential Champions of the technology and discuss plans

for using the technology Review Business Case for installing system with Top-Level Executives Set-Up brainstorming session for establishing top goals and determine

how success will be measured

2-3 Weeks Before Launch: Make user tips and training manuals available Make information available around the office including: posters and/or

monthly emails Send out emails and invitations to schedule training

1 Week Before Launch: Set-up training room and ensure all facilities requirements have been

met Set-up  “Do  it  yourself”  information   Send out reminder notifications for training

After Launch: Initiate Training Sessions and use surveys to identify effectiveness Report results and success stories Send out reminder notifications for training

HavaCareTM Complete Coverage ORAccruing Budgeted Service

HavaCareTM Complete Coverage Benefits:

Priority Troubleshooting and Repair Service – 24 Hour On-Site Response TimePriority Technical Support on Toll Free Phone Line – 1 Hour Response TimeConsumable Replacement LaborAnnual System Preventative Maintenance, Cleaning, Testing and TuningFacilitation  of  Manufacturer’s  WarrantiesFacilitation of Manufacturer Provided Loaners and ReplacementsLocal authorized display repair service performed by Haverford Systems.

*If you system was installed by Haverford Systems all workmanship is supported for 1 full year

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Panasonic TH-65PB1U Infocus MondoPad

Haverford Systems is a design/build integration company focused on customer service and support. We are available for Web-Conferencing test calls and demonstrations.

We has been in business for over 25 years designing technologies solutions that stand the test of time. Visit our web-site for client testimonials and case studies that explain why Haverford Systems is a turn-key solution for your next Web Conferencing System.

The above pictures feature Armstrong World Industries Video Conferencing System installed by Haverford Systems.

Visit our web-site for more information and interactive case studies.

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