UBIT Conference Room Standards

VPCIO classroom technology specialists can provide guidance to IT leadership and staff, AV project planners and peer institutions who are looking to add or upgrade their audio and video conferencing and presentation capabilities.

On this page:

Entry-Level Conference Room (1-10 seats)

The bare minimum technology that UBIT Customer Service supports for modern, collaborative conference rooms.

Estimated cost: ~$4,000 – $9,000 (Add ~35% for outsourced labor)

Basic Technology includes:

  • Present from BYOD device via wired or wireless
  • Video conferencing (camera/microphone/speakers) with assisted listening
  • Wireless presentation (Add ~$1,500 for Mersive Solstice instead of AirMedia)
  • Single wall mount display
  • All-in-one conference camera and speakers

Small Conference Room (6-10 seats)

All capabilities of the Economy option, with an added touch screen control, bigger and better quality display, and an internal room PC as an alternative to BYOD devices for presentations.

Estimated cost: ~$18,000 - $21,000 (Add ~35% for outsourced labor)

Standard Technology includes:

  • Equipment cabinet with touch panel
  • Windows computer with wireless keyboard & mouse
  • Video conferencing (camera/microphone/speakers) with assisted listening
  • Wireless presentation
  • Single wall mount display or projector
  • VOIP phone for web conferencing audio backup and help desk

Medium Conference Room (10-20 seats)

The primary driver moving to different tiers of the standard is seating capacity. The larger the room, the greater need for supporting visuals and sound support. The second is driven by room layout. If a room is long and narrow, two projectors and screens at opposite ends of the room is the recommended configuration.

Adding seats can increase the viewing and hearing distance between the furthest occupant and the displays or speakers, requiring more speakers and mics.

Estimated cost: ~$25,000 - $35,000 (Add ~35% for outsourced labor)

All of the above Standard Technology PLUS:

  • Additional cameras, microphones, and speakers
  • Some conference rooms may require dual monitor; add $5000

Large Conference Room (20+ seats)

For spaces holding more than 20 occupants, increasing the size and brightness of the display is the most cost-effective solution to ensure visibility. This tier of display and signal support can require multiple control devices that are best managed in an equipment rack, adding some cost and complexity.

Larger conference rooms also require more speaker/mic and camera quantities.

Estimated cost: ~$55,000 - $92,000 (Add ~35% for outsourced labor)

All of the above Standard Technology PLUS:

  • Additional cameras, microphones, and speakers
  • Larger and brighter projection/display/viewing area
  • Some rooms may require multiple projectors/monitors
  • Additional AV infrastructure (behind the scenes)
Still need help?

Contact the UBIT Help Center.