Conference Rooms

Investment varies based on room size, technology level, and specific requirements:

Small Conference Room (4-8 people):

• Basic: $15,000-25,000 (Single display, video conferencing, soundbar)
• Enhanced: $25,000-40,000 (Dual displays, ceiling mics, better camera, wireless presentation)

Medium Conference Room (8-16 people):

• Standard: $40,000-70,000 (Large display, PTZ camera, ceiling array mics, DSP audio)
• Premium: $70,000-120,000 (Dual displays, advanced camera tracking, zoned audio)

Large Conference/Boardroom (16-30+ people):

• Executive: $120,000-200,000 (LED video wall, multi-camera, advanced DSP, automation)
• Enterprise: $200,000-500,000+ (Custom everything, redundancy, ultimate performance)

What's Included: Displays, cameras, microphones, speakers, DSP processors, control systems, video conferencing platform licenses (Zoom Rooms/Teams Rooms), network infrastructure, cable management, installation, programming, training, and 1-year warranty.

Schedule a consultation for a detailed quote based on your specific requirements.

Zoom Rooms (Best for Zoom-Heavy Organizations):

• • Native Zoom experience with one-touch join
• • Works great with other video platforms (Teams, Webex) via SIP/H.323
• • Requires Zoom Rooms license: $49/month per room
• • Excellent wireless screen sharing
• • Best for: Companies standardized on Zoom

Microsoft Teams Rooms (Best for Microsoft 365 Organizations):

• • Deep integration with Microsoft 365/Outlook calendars
• • Native Teams experience with automatic meeting join
• • Requires Teams Rooms license: $40-50/month per room
• • Works with other platforms but Teams-optimized
• • Best for: Microsoft-centric enterprises

Crestron Platform-Agnostic (Best for Mixed Environments):

• • Works equally well with Zoom, Teams, Webex, Google Meet
• • Enterprise-grade reliability and customization
• • Unified room control (lights, shades, AV sources, climate)
• • Requires individual platform licenses (Zoom/Teams/etc.)
• • Best for: Enterprises with mixed platforms or complex needs

Our Recommendation: For most organizations, we implement Crestron control systems certified for your primary video platform. This gives you platform flexibility while maintaining the native experience your users expect.

We minimize business disruption through careful planning and scheduling:

Single Conference Room Timeline:

• Design & Planning: 1-2 weeks (site survey, equipment selection, drawings)
• Pre-Installation Prep: Run cables during off-hours (nights/weekends)
• Equipment Installation: 2-3 days (displays, racks, furniture integration)
• Programming & Testing: 1-2 days (system configuration, calibration)
• Training & Handoff: Half-day user training session
• Total Active Time: 1-2 weeks (room unavailable ~3-5 days)

Multiple Rooms (3-10 rooms):

• • Phased deployment: One room at a time or staggered schedule
• • Pre-wire all rooms first (nights/weekends)
• • Install equipment room-by-room to maintain meeting capacity
• • Total timeline: 4-8 weeks depending on room count

Minimizing Disruption:

• • Work during off-hours (evenings, weekends) when possible
• • Coordinate with your calendar/meeting schedule
• • Provide temporary meeting solutions during installation
• • Complete messy work (cabling, drilling) before business hours
• • Lock/secure rooms overnight with equipment staged

Best Timing: Many clients schedule installations during slow periods (holidays, summer) or coordinate with office renovations/moves.

Absolutely! Phased deployment is a smart approach—most of our clients grow this way:

Pilot Room Strategy:

• Start with your most-used conference room
• • Prove value and user adoption before wider rollout
• • Refine design based on real user feedback
• • Typical timeline: 3-6 months before expansion

Scalable Design Benefits:

• • We design infrastructure to support future rooms
• • Central equipment rack accommodates expansion
• • Unified control interface across all rooms
• • Consistent user experience (no retraining)
• • Volume pricing improves with each additional room

Phased Expansion Approach:

• Phase 1: Main boardroom (prove concept, executive buy-in)
• Phase 2: Primary conference rooms (2-3 most-used rooms)
• Phase 3: Secondary spaces (huddle rooms, training rooms)
• Phase 4: Office-wide standardization

Budget-Friendly Options:

• • Tier your room designs (executive vs. standard vs. huddle)
• • Share central infrastructure across multiple rooms
• • Reuse compatible equipment from older rooms
• • Finance multi-room projects over 3-5 years

Many clients start with 1-2 rooms and expand to 10-20+ rooms over 2-3 years as budget allows and value is proven.

Conference room AV requires ongoing support—we're your long-term partner:

Included with Installation:

• • 1-year parts and labor warranty
• • Initial user training (admin + end-users)
• • System documentation and diagrams
• • Remote monitoring setup
• • 30-day post-install support (phone/email)

Annual Service Plans (Recommended):

• Silver Plan: $2,000-3,000/year per room
• - Business hours support (8am-5pm MT)
• - 4-hour response time
• - Annual preventive maintenance visit
• - Software updates
• Gold Plan: $3,500-5,000/year per room
• - Extended hours support (7am-7pm MT)
• - 2-hour response time
• - Quarterly health checks
• - Remote monitoring and proactive alerts
• - Firmware/software updates included
• Platinum Plan: $5,000-8,000/year per room
• - 24/7/365 support
• - 1-hour response time
• - Monthly preventive maintenance
• - Dedicated account manager
• - Spare equipment pool
• - Priority parts replacement

What We Handle:

• • System failures and troubleshooting
• • Software/firmware updates
• • Platform changes (Zoom/Teams updates)
• • Hardware failures and replacements
• • User training refreshers
• • System optimization and tuning
• • Network/IT coordination

Most enterprise clients choose Gold or Platinum plans to minimize downtime and maintain productivity.

Yes! Modern conference room AV is network-dependent—we coordinate closely with your IT team:

Network Requirements We Address:

• Bandwidth Planning: Calculate required bandwidth for video calls, wireless presentation, streaming
• VLAN Configuration: Separate AV traffic from general network for QoS and security
• Switch Configuration: PoE+ for devices, port security, multicast for video distribution
• Firewall Rules: Open necessary ports for Zoom/Teams/Webex while maintaining security
• Wi-Fi Coverage: Ensure strong wireless for BYOD presentation

IT Collaboration Approach:

• • We work with your IT team—not around them
• • Provide detailed network requirements upfront
• • Coordinate VLAN setup, IP addressing, DNS entries
• • Document all network-connected devices
• • Test thoroughly before go-live
• • Provide IT team training on AV systems

Common IT Concerns We Handle:

• Security: All devices patched, secure credentials, network segmentation
• Monitoring: Integration with existing monitoring tools (SNMP, Syslog)
• Access Control: Role-based access to AV systems
• Backup/Recovery: Configuration backups, disaster recovery procedures
• Compliance: Meet corporate security and compliance standards

What We Don't Do:

• • Core network infrastructure (switches, routers, firewalls)
• • Internet connectivity or ISP management
• • Corporate domain management (AD/Azure AD)

We bridge the gap between AV and IT—ensuring systems work reliably without compromising network security or performance.