Friday, 9 October 2020

Meeting Room & Events AV in restricted times

This year the situation we find ourselves in is unprecedented.  We at CGA know that as a result, Hospitality venues have very little budget at present, so we thought that some ideas and tips on how to make the best of your current AV may be helpful. 

As the Covid situation changes, we all know that Government advice is constantly changing and varies throughout the UK.  Currently the general guidelines reflect the need for gatherings in small groups, (rule of six), no shouting or singing, and keeping your distance.  These rules pose challenges when it comes to delivering quality face to face meetings or important conference calls, but with carefully planned technology and AV, these difficulties are not insurmountable.

Facilitating better calls

Are your clients currently making business calls from their spare room, kitchen or lounge?  Do they feel their home is not delivering the correct ambience for meetings, or do they find themselves not in a ‘business state of mind,’ (as they still have their slippers on!)  Coming to your venue could help them to get into work mode, focus better and present the best version of themselves.  Wearing their business attire and presenting themselves in a meeting room that sounds great and has a better camera than their laptop, could increase their productivity.

All the design elements you have invested in; great decor, soft carpets, comfortable chairs and quality AV can come together to create an optimum environment for a video call.  The presence of soft furnishings helps to eliminate echo and reverberations, often too prevalent in kitchens and modern minimalist homes, which detract from the quality of sound in virtual meetings.

Ensuring delegates can be heard

To effectively get your message across in a room of socially distanced delegates, you need what is called a "Sound reinforcement system."  This is best done with multiple ceiling speakers spread through a room, as each speaker gently reinforces the sound of the delegate speaking and saves them from shouting, delivering even sound throughout a room without the aggression and front of room energy generated from a PA system. Many of your function rooms will already have ceiling speakers for background music, and with care, these can be retasked without decoration, to make a vocal reinforcement system to help your delegates deliver safe and effective presentations.

Delivering Hybrid meetings

Even if we are only allowed to have a small number of delegates in our rooms and they have to be socially distanced, it is still possible to enable them to successfully meet with distanced colleagues via a ‘call’ if you get the AV in the meeting room right.  Current AV allows your existing radio microphones to be linked to a call, or for a dedicated ceiling microphone to be deployed to cover a whole room to more effectively bring together delegates who are both at the meeting in person with those dialling in remotely.

Enabling large scale virtual events

Although it is no longer possible to gather everyone together into one room for key presentations in an old-style company conference, did you know that your lectern or radio mics can be linked to a ‘call’ with an HD camera to make a live stream to remote delegates, at the same time as presenting in your function room?  A small group of individuals can reveal the big-ticket items and key corporate messages to everyone in the company, without geographical bias, from your venue.

Whatever type of meeting you are facilitating, we are here to help.  If you would like to find out how your current AV system can be modified to address the issues we face in these current times, please give us a call, we’d be happy to help.

CGA Integration … Making hospitality sound great!