As more people return to working on campus, hybrid meeting rooms will become an asset to make sure teams can continue to collaborate both on-campus and remotely.
Each room and user group has a different set of needs. This document is meant as a starting point to assess those needs and to give general guidance, suggestions, and available options. In all cases, specific needs should be discussed in detail with room users, your IT support team, and an AV integrator. OIT and Facilities Management should also be consulted as appropriate for concerns about network, power, security, or device configuration.
Questions to Consider Before Starting
We recommend gathering your thoughts on the following questions:
- What is the primary purpose of the room and who are the main users? Is this a student meeting room? A multi-purpose conference room? A presentation space? An executive boardroom?
- What is the size and intended occupancy of the room? Do you need a camera to capture 2, 10, or 20+ people?
- Will people always bring their own mobile devices to run and participate in meetings, or do you need a dedicated computer in the room to run meetings?
- If you want a dedicated computer, do you require platform flexibility (Zoom, Teams, Meet, WebEx, etc.), or will one platform suffice (Zoom only, or Teams only)?
- Do you have an IT support team to manage the room and/or devices, or is the space going to be unmanaged, open, or multi-use?
- What peripherals might your users require other than a display and a camera? Additional cameras? Multiple displays? Interactive (touch) displays? Extra microphones or speakers? Control systems? Automation?
- What is your projected budget? Do you have funding for annual license fees for some of the options?
Equipment Packages and Options
The following is a list of sample packages based on budget, room size, and reasonable groupings of equipment. They are meant as examples only, as your needs may vary. All options should be discussed with your IT support team and an AV integrator.
Note: Scheduling may be done through Exchange, Office 365, or Google Calendar. Zoom or Teams rooms should have a room account & meeting calendar set up for them whether or not that is used to manage room scheduling.
Pricing shown is for equipment only, and does not include labor, electrical, data, or other construction costs.
Package A
$5,000-6,000
2-8 people
Small room, dedicated meeting computer, Zoom Room or Teams Room option
Features
- Flat panel display
- Logitech Small Room Bundle, including:
- MeetUp camera/mic/speaker
- Zoom or Teams imaged NUC PC
- Tap tablet
Notes & Options
- All meetings will be on the platform selected (Zoom/Teams/other) and can be started with just a touch on the controller.
- Zoom Room licenses have an annual cost of $250.
- Logitech RoomMate “compute” (upgrade to the NUC) available Summer 2021.
- All equipment requires appropriate IT security, network architecture, and maintenance.
- Management of devices via Logitech Sync and Zoom Device Management
Package B
$6,000-10,000
5-15 people
Medium room, dedicated meeting computer, Zoom Room or Teams Room, additional accessories as needed
Features
- Flat panel display
- Logitech Rally Bundle, including:
- Rally Bar or Rally Bar + (camera, mic, speaker, and “compute” – pre imaged for Zoom or Teams – built in)
- Tap tablet
- Additional microphones and speakers as desired based on room size & configuration
Notes & Options
- All meetings will be on the platform selected (Zoom/Teams/other) and can be started with just a touch on the controller
- Zoom Room licenses have an annual cost of $250.
- Logitech Rally Bar Mini (for smaller rooms) available Summer 2021.
- Consult your AV integrator for appropriate peripherals like microphones, speakers, and additional cameras.
- All equipment requires appropriate IT security, network architecture, & maintenance.
- Management of devices via Logitech Sync and Zoom Device Management
Package C
$10,000+
12+ people
Large room, projector & screen, dedicated meeting computer, Zoom Room or Teams Room, additional microphones and accessories
Features
- Projector and screen
- Logitech Rally Plus Bundle, including:
- Rally pan/ tilt/zoom (PTZ) camera
- Rally speakers
- Zoom or Teams imaged NUC PC or RoomMate “compute”
- Tap tablet
- Pod microphones
- Optional accessories
Notes & Options
- All meetings will be on the platform selected (Zoom/Teams/other) and can be started with just a touch on the controller
- Zoom Room licenses have an annual cost of $250.
- Logitech Rally Bar Mini (for smaller rooms) available Summer 2021.
- Consult your AV integrator for appropriate peripherals like microphones, speakers, and additional cameras.
- All equipment requires appropriate IT security, network architecture, & maintenance.
- Management of devices via Logitech Sync and Zoom Device Management
| Category | Equipment & Description | Rough Cost | Notes |
|---|---|---|---|
| Displays | Flat Panel Display & Mount (commercial quality 55”-85” similar to Samsung QMR) | $1,250-3,500 | Some systems can use 2-3 displays to show shared content on one and participants on another |
| Interactive Flat Panel & Mount (commercial quality similar to Newline RS) | $4,000+ | Could use if there’s a desire for interactive, multi-touch functionality. Check with AV vendor. | |
| Projector (similar to Sony VPL-PHZ12) & Mount | $2,500+ | Only appropriate for large rooms, prefer laser projector with 5,000+ lumens | |
| Projection Screen (Draper, Da-Lite) | $500-2,000 | Only appropriate for large rooms | |
| Cameras | Retail webcam (similar to Logitech C920) | $60-120 | Not recommended, but if necessary could work in the smallest, most budget conscious room |
| Logitech MeetUp (camera, mic, speaker) | $900 | Conference camera system appropriate for small rooms | |
| Logitech Rally Camera | $1,250 | Pan/tilt/zoom (PTZ) camera for medium and large rooms, to be integrated with other devices/control systems | |
| USB document camera (similar to Elmo MX-P2, IPEVO VZ-R, or HoverCam Solo 8Plus) | $200-600 | Document cameras stand on a table/desk and aim down. These should be used with an installed computer or user laptop and shared as an alternate camera source. | |
| Conference Camera Systems & Accessories | Logitech Rally Bar Mini (camera, mic, speaker, “compute” appliance) | $2,750+ | All-in-one video bar (with built-in computer) for small rooms. Can work with additional accessories. Available Summer 2021. |
| Logitech Rally Bar (camera, mic, speaker, “compute” appliance) | $3,850+ | All-in-one video bar (with built-in computer) for medium rooms. Can work with additional accessories. | |
| Logitech Rally Plus (includes camera, 2 speakers, 2 mic pods, and hubs) | $2,500+ | Modular system for large rooms. Can be used with many accessories based on room needs. | |
| Logitech Rally Mic Pod | $300+ | Additional microphone for Rally systems | |
| Logitech Rally Speaker | $250 | Additional speaker for Rally systems | |
| Separate Computers & “Compute” Appliances | Logitech-bundled NUC mini PC, or owner furnished laptop or computer | $750-2,000 | Logitech has partnered with Intel, Lenovo, HP, and Dell, which all offer mini and micro form factor computers that can be mounted behind a display. This helps connect room accessories, enables room controls, and allows the room to be a dedicated Zoom or Teams Room. Consult with your IT support on selection of any computing devices. |
| Logitech RoomMate | $1,000 | New computing appliance specifically made for video-conference rooms. Available Summer 2021. | |
| Mersive Solstice Conference Pod | $1,500+ | Wireless presentation system for users to “bring your own meeting” (BYOM) on mobile devices. Use any conferencing platform, download the Solstice app, and have the room devices wirelessly bridged in to your device. Your IT support will need to configure the pod, and it must be on the same network that wifi users will be on. | |
| Control & Switching Devices | Logitech Tap tablet & mount | $1,000+ | Must work with an in-room computer, and can be pre-configured for Zoom, Teams, Meet, or another platform. This offers one-touch join, calendar integration, content sharing, and more |
| Owner furnished iPad & mount/security | $1,000+ | Must work with an in-room computer, and your IT support will need to configure & manage the device for optimized use. Always consider security and mounting options. | |
| External room control (similar to Extron MLC or WallVault) | $800-3,000 | This type of control system may not be needed in all room types, and may include other audio, processing, or switching components. Consult with AV vendor for an appropriate system for your room and use case. | |
| Licensing | Zoom Room license | $250/yr | Annual license fee for a Zoom Room |
| Mersive Solstice license | $250/yr (after initial coverage) | You should budget several hundred dollars per year after the initial coverage ends (1-5 years based on purchase) to keep the Solstice license current & updated. |
Approved AV Vendors
One Diversified – www.diversifiedus.com
Corporate Headquarters: Kenilworth, NJ — Local Office: Anaheim, CA
System Integration (based in San Diego)
Mike Gaffrey – Account Executive
O: 858-762-8755 M: 858-997-3389
mgaffrey@diversifiedus.com
AVI-SPL – www.avispl.com
Corporate Headquarters: Tampa, FL — Local Office: Cypress, CA
Integration, Installation, Services (Southern California)
Mary Kay deJesus – Account Manager
T: 949-525-1378
marykay.dejesus@avispl.com
Mitchell Smith – Sales Manager
T: 714-799-7166 x15033
mitchell.smith@avispl.com
Avidex/Digital Networks Group – www.avidex.com
Southern California Headquarters: Lake Forest, CA
Account Management
Carl Blum – Account Executive & Design Engineer
O: 949-428-6333 M: 562-260-1982
cblum@avidex.com
Sales Support – quote generation, etc.
Lisa Young – Sales Support Supervisor
T: 949-428-6354
lyoung@avidex.com
Key Code Media – www.keycodemedia.com
Corporate Headquarters: Burbank, CA
Account Management Team
Greg Gorian – Primary Account Manager
T: 949-428-4190 T: 949-428-4198
UCI@keycodemedia.com
ggorian@keycodemedia.com
Kelsey Darden – Inside Sales Representative
T: 818-303-3940 T: 818-303-3900
UCI@keycodemedia.com
kdarden@keycodemedia.com
Lightwerks Communication Systems, Inc. – www.lightwerks.com
Corporate Headquarters: Hawthorne, CA Local Office: Irvine, CA
Account Management Team
Main Representative for UCI & UCI Health
Alonzo Vargas – Account Executive
O: 424-675-2600 x238 M: 323-552-8473
avargas@lightwerks.com
Inside Sales (backup to main rep)
Andrew Beckman
T: 424-275-2600 x214
abeckman@lightwerks.com
Rachel Vanderlinde
T: 858-565-6323 x511
rvanderlinde@lightwerks.com
Additional Contact Information
OIT Classroom Technology Support
O: 949-824-5128
smartclassrooms@uci.edu
OIT Desktop Support & Help Desk
O: 949-824-2222
oit@uci.edu
Facilities Management
O: 949-824-5444
fm-servicedesk@uci.edu