AV and meeting rooms for business
A room is ready when the picture, the sound and the connection all work at the same time. We fit out meeting rooms and events with displays, speakers, microphones and staging, including the network and cabling behind them.
A meeting room fails on the part nobody owns
In most offices the screen belongs to facilities, the laptop to IT, the sound to whoever installed it and the cabling to whoever was there last. That holds up until a room has to be ready at nine for a session that cannot move, and it turns out nobody is responsible for the whole.
We take on the room as one thing: the display, the audio, the microphones, the staging if there is one, and the network and cabling that carry it. One party, one point of contact and one handover moment at which the room demonstrably works.
This is worth it if you host meetings and events, if rooms have to be ready on a date that cannot move, or if you would rather have one supplier for a room than four. One screen in a small room and no events? Then a room kit from your usual supplier will do, and we will say so.
What we take on
- Displays and screens. Mounting, connection and configuration, so a laptop connects without a hunt for the right cable or adapter.
- Sound and microphones. Speakers and microphones matched to the room and tested at the volume the room is actually used at.
- Staging. Including the specification of the stage used and its load capacity, so what may be put on it is known before it is built.
- Installation by trained people. The set-up is assembled by people trained for it, and we sign off after assembly that it is built to the manufacturer’s instructions and safe for use.
- Network and cabling. The connection behind the room, from the socket to the access point, so picture and sound do not depend on the guest network.
- Meetings and events. Set-up, support on site during the event and dismantling afterwards, planned around your programme rather than through it.
From one meeting room to a whole floor
Fitting out one conference room and fitting out twenty is technically the same work, but the question behind it differs. With one room it is about a meeting starting without a fight over cables. With twenty it is about every room working the same way, so nobody has to learn which button does what in which room.
We hand both over the same way: the video conferencing setup fitted, tested with a real meeting in it, and with a short briefing for the people who use the room. With several rooms one standard setup comes on top, so a fault is resolved the same way everywhere.
- Handed over after a real test Not connected and left behind, but tested with a meeting and only then handed over.
- The same controls everywhere With several rooms one setup, so users and support do not have to learn per room.
- Cabling that stays put Concealed and labelled, because most AV faults are loose cables rather than broken equipment.
From walking the room to a signed handover
The lead time depends on the size of the room and whether staging is involved. This is the route we follow as standard.
Walk the room
We look at the space, the sight lines, the power and the network. What works in a square room does not automatically work in a long one.
Specification and quotation
Which equipment, which stage, which load capacity and who is on site. On paper before anything is ordered, including the risk assessment and method statement.
Installation and sign-off
Assembly by trained people, followed by a written sign-off that the set-up is built to the manufacturer’s instructions and safe for use.
Support on the day
Someone on site or reachable during your event, so a microphone that drops out costs a minute instead of interrupting the programme.
The paperwork your facilities team will ask for
Work in someone else’s building only starts once the documentation is in order. These are the components we supply as standard.
- RAMS per projectA risk assessment and method statement for the work, so your facilities team knows in advance what happens in the building and when.
- Verified RI&EOur risk inventory and evaluation is verified by an SKO-certified safety expert.
- Public liability insuranceCovered up to EUR 2,500,000 per claim, with the policy schedule available on request.
- Load capacity on paperThe specification of the stage used, so what may be placed on it is established before it is built.
- Sign-off after assemblyWritten confirmation that the set-up is assembled to the manufacturer’s instructions and is safe for use.
- Trained installersThe people who build it are trained for that work, not borrowed from another job that morning.
- One party for room and networkDisplay, audio and the connection behind it from a single supplier, so a fault has one owner.
- Tested before you need itThe room is tested with the equipment and at the volume it will actually be used with, not just switched on once.
The morning of the event is the wrong time to find a missing cable
Most of what goes wrong in a room is not the equipment. It is an adapter that does not fit, a microphone nobody paired, or a stage that turns out to be in front of a fire exit. All of that is avoidable the day before.
- Built and tested in advanceThe room is set up and run through before the day itself, with the laptops and the connections that will actually be used.
- A run-through with your hostThe person who opens the session knows where the microphone is, how to share a screen and who to call. That prevents the first ten minutes going to technology.
- Spare parts on siteAdapters, cables and a spare microphone are simply there. A failure during a programme is not the moment to start driving.
- Dismantled when it suits youBreakdown after the programme or the next morning, agreed in advance so the room is free when the building needs it back.
What this connects to
A room leans on the equipment and the network around it. These services take care of that base.
Questions we get about this
The ones that come up most, answered briefly.
Why does the technology in a meeting room fail so often?
Because a meeting room trips over the part that belongs to nobody. The screen comes from one party, the audio from another and the network from a third, and during a fault everybody points to the next one. We hand over the room as a whole, including the cabling in between.
What is actually delivered?
A room that demonstrably works, with a signed handover and the paperwork your facilities team asks for. Screens, audio, microphones, a stage if needed and the cabling, installed by people trained for it.
Can you do a one-off event?
Yes. Set-up, staffing during the day and breakdown afterwards or the next morning, agreed in advance so the room is free when the building needs it again. The morning of the event is the wrong moment for a missing cable.
Do you work with Teams or with Zoom?
With both, and the choice follows from what you already use. We supply Yealink, Poly, Cisco and Logitech among others, and which set fits depends on the size of the room and how it is used. A small meeting room asks for something different than a hall.
Does it work with Teams as well as Zoom?
Yes. We supply rooms certified for Teams Rooms or Zoom Rooms, and rooms that work with both plus whatever your guest brings. That last part is usually the requirement that weighs heaviest: the room has to work when someone from outside walks in with a different meeting service and a laptop you have never seen.
Can you upgrade an existing meeting room?
Often, yes. A screen that is still good stays on the wall; what usually has to be replaced is the camera, the audio and the controls, because that is where the complaint lives. We first measure how the room sounds (a room with glass and a hard floor has a different problem from a room with carpet) and the outcome decides whether it is a matter of different equipment or of the room itself.
Who fixes it when the room fails five minutes before a meeting?
The same service desk as for the rest of your IT, with the rooms in the same monitoring. That is the reason not to put AV with a separate supplier: when a meeting room fails, the question is rarely whether it is the screen or the network, and with two suppliers that becomes a conversation instead of a fix. Rooms that are heavily used we watch, so a failed camera shows up before the meeting starts.
The brands above, one page each
What the brand makes, which lines we supply and what we do around it.
Deeper into this subject
Pages that work out a single question from this service.
Our own certifications
ITproposal is certified for ISO 9001 (quality), ISO/IEC 27001 (information security), ISO 14001 (environment) and Kiwa NEN 4400-1 (labour hire and secondment). That says something about how we work and how we have our own processes assessed; it is not a certification you inherit from us.
Have the room working before the first guest arrives
Tell us which room, which date and whether staging is involved. We will walk it and put the specification, the risk assessment and the price on paper.
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