Bretford`s Guide to successfully planning a video

Bretford`s Guide to successfully planning a video
BRETFORD’S GUIDE TO
SUCCESSFULLY PLANNING A
VIDEO CONFERENCING ROOM
CONTENTS
Camera Template Directions
1
Tips on Decor
2
Videoconferencing Equipment Required
3
Small Videoconference Rooms
4
Large Videoconference Rooms
6
Lecture Videoconference Rooms
10
Quick Reference Grid
12
CAMERA TEMPLATE DIRECTIONS
Enclosed is a 1⁄4" scaled template for you to use on floor plans that say 1⁄4"=1'-0".
Directions for Use:
1) Place the template over the example to the right to
accurately distance the camera and cart away from
the table.
2) Make sure every participant is included within the
camera’s viewing angle.
3) By using the Template and the example, you
should conclude that the distance from the camera
to the “X” varies with the angle of the camera.
For example: 48° = 9'-0", 66° = 6'-0", 75° = 5'-0"
4) If the camera must be further than 7 feet away, we
suggest using two cameras or a wider angle camera
lens.
X
Check with the manufacturer of your videoconference system to obtain the camera angle it captures when it is
fully zoomed out.
• Most cameras can capture a 48.8 degree angle when completely zoomed out. Other cameras have the capacity
to capture up to 66 degrees which means less space between the users and the camera. In some cases, an
adaptable wide-angle lens can be purchased to capture 75 degrees.
• As the camera angle increases, the size of your VC room can decrease.
• In the beginning of a videoconference, it is best to get everyone in the picture, but if the camera is too far
away, people’s faces will be too small to read.
1
TIPS
ON
DECOR
WHAT SIZE ROOM SHOULD I USE?
•
•
A few general rules remain constant when planning any size room. There are specific color
schemes, lighting, furniture, and acoustics that are standards for videoconferencing.
When getting started, your primary focus should be the number of people that will be
participating in the videoconferences. The number of people will dictate what size the room
should be, what kind of furniture you should use, and the type of system that is required.
WHAT IS
•
•
WHERE
•
•
•
HOW DO I CONTROL
THE
THE
BEST ROOM SHAPE?
For smaller meetings, a square room is acceptable.
For meetings with four or more people, a rectangular room is best.
IS THE
BEST LOCATION FOR AN ENTRANCE TO
THE
ROOM?
Two entrances to the room are ideal so participants are able to enter the room and sit down
without walking in front of the camera.
The entrances should be on the camera wall or the walls perpendicular to the camera. They
should be closest to the camera wall as possible.
The wall behind the participants should not have any doors or windows.
ACOUSTICS?
•
Pay close attention to the ventilation system in the room. Does it create a lot of noise that could muffle the participants’ voices? If the vent
is directly over the microphone, the sound will amplify like a hurricane. Try placing a cover over the vent that re-directs the airflow a
different direction rather than straight down.
• Does the room have a lot of exposed wood or high ceilings? Pad as much in the room as possible to prevent echoed or amplified voices in
a large room. Upholstery on chairs, carpet on the floor, and ceiling tile will absorb most of the reverberations in the room.
• The VC Room should be in a remote area that is away from the cafeteria or other gathering places in the office. It is also a good idea to
place a red light or a sign outside the room to forewarn others that a conference is in process.
DOES COLOR HAVE AN EFFECT ON VIDEOCONFERENCES? YES!
•
The best choice for wall paint color is a light blue or light gray. Bretford recommends Benjamin Moore paint numbers 1627, 829, 996, and
HC-169. The worst wall color to use is white. White creates too much of a contrast and can literally erase the faces of participants with
dark skin tones from the camera’s view.
• A light to meduim colored conference table will reflect light upward and make shadows disappear from the user’s faces. Do not use a white
or black laminate or other high intensity colors that could reflect too much light and wash-out the particupant’s faces. Also keep in mind
that the pattern on the laminate should be camera-friendly. Bretford recommends the following laminate colors by Wilson Art from
Bretfords finish card Featherstone, Pebble, Pewter, Sea Breeze, Bronze Legacy, Grey Tigris, Saffron Tigris, Fusion Maple,Wild Cher ry. If you
plan to use a veneer conference table Natural Cherry, Medium Cherry, and Natural Maple are excellent choices.
• Avoid patterns that are large or repeated on furniture, walls, or clothing.
• The room does not have to be monochromatic, but just keep it simple.
SHOULD I ACCESSORIZE THE ROOM?
• Logos can be placed behind the users as long as they do not reflect or detract from the participants.
• Artwork or plants are okay as long as they are not on the table or in the camera’s view.
• Additional wall clocks are an excellent idea to hang in the room to display alternate time zones.
WHAT KIND
OF
FURNITURE IS IDEAL FOR VIDEOCONFERENCING?
•
Use tables that taper to allow the camera to see all of the participant’s faces. Tables should also have modesty panels and provide access
to power and data.
• Chairs should be padded and comfortable. They should not rock or roll. Wheels squeak when they roll, and the rocking motion provides
a distracting activity for camera-shy users.
• Carts or cabinetry for the video equipment should provide power, cord management, and rear access to fix technical difficulties. A cart
should also lock and have wheels to stow it in the corner when not in use.
WHAT KIND
OF
LIGHTING
IS
RECOMMENDED?
• The room should have indirect fluorescent lighting.
• The light should shine upwards and reflect evenly off of the ceiling. Lights that shine down create shadows on the participant’s faces.
• If there are windows in the room, make sure to use light-blocking shades. Hunter Douglas Light-Lines or Levelor’s Mark One mini-blinds
are recommended because they provide the best light control. You will be amazed to compare the room with and without sunlight. If sun
light is shining directly into the camera, the participants will look like silhouettes.
2
VIDEOCONFERENCING EQUIPMENT REQUIRED
CAMERAS
You will require one to three cameras.
• The first camera is to focus on the participant’s faces.
• The second camera provides an alternate view of the participants. If it is not possible to get everyone in the
view of one camera, have one camera on each side of the room. A button on your remote control will alternate the
views.
• A document camera is used to transfer images of documents or 3D objects that the participants want
to display to the other group in their presentation.
When planning a VC Room, the most important factor is where the camera is placed.
• At the beginning of a meeting, it is nice to see an overall view of the participants. Make sure that the camera is not
too close to the table to capture everyone. Use the template provided on page one.
• Place the camera between 36" and 60" above the floor.
• At 36" high your participants will be seen at eye level, but their feet will also be in the picture. Make sure you
choose a table with a modesty panel if you are placing the camera at this level.
• Place the camera directly on top or in front of the Monitor. If the camera is too far away from the monitor the
participants will seem as if they are not making eye contact with the alternate party.
• If the camera is over 60" high, it will spotlight the follically-challenged users.
• If someone is standing up to make a presentation, adjust the camera height to their height. It is also a good idea to mark the floor with
tape to emphasize the boundary of the camera’s view. This will prevent a mobile
speaker from accidentally walking out of the picture.
MICROPHONES
There are many choices to be made concerning sound transmission. Many video systems have built-in microphones that track
where a voice is coming from 12 to 15 feet diameter and directs the camera to capture the current speaker. This also eliminates
the need for tabletop microphones and the use of a remote control during a conference.
• The best type of microphone to purchase is a boundary microphone. It is able to pick up voices from 14 feet away. It can also be
daisy-chained from one microphone to another. Only 1-2 are necessary for your entire group.
• When a participant is standing up to give a presentation, use a lapel microphone.
• Ask your video conference dealer or sound contractor which solution is best for your facility.
SINGLE OR DUAL MONITORS
You will require one or two monitors. The first monitor is to display the participants you will be conferencing with.or to display documents or 3D objects they want to share with you. The optional second
monitor is to display your own picture. As vein as this may seem, it is very useful to show who the
camera is spotlighting. Most monitors have Picture in Picture(PIP) to display both groups. Groups larger than four people will not be able to see the PIP box so an alternate monitor is recommended.
• When a group of 2-5 people will be meeting, use a 27"-32" monitor.
• For a group of 6 to 12 people, use a 32-37" monitor.
• When a group of 13-20 will be meeting, use two 37"-45" monitors.
• When a group of 21 or more will be meeting, use two projection screens with Data Projector
ceiling mounts.
• You must purchase a monitor, not a TV. Remember, monitor screens are measured diagonally on the glass portion only.
• Offer an additional monitor or screen whenever a document camera, DVD, VCR, Data projector,
white board, or other display equipment will be used.
ISDN LINES (INTEGRATED SERVICES DIGITAL NETWORK)
ISDN lines can be installed and maintained by the local telephone company.
• In each ISDN line there are two channels.
• Your videoconferencing system will require one to four ISDN lines. If only one line is ordered, the user’s voices
and movements could be choppy. If you have ever watched a Kung Fu movie that was translated to English,
you know what one line videoconferencing is like. With the addition of each line, the picture and transmission
will become smoother.
3
SMALL VIDEOCONFERENCE ROOMS
VISTA CONFIGURATION FOR 5
•
•
•
•
•
The latest table configuration for video
conferencing is shaped like the letter
“V” to provide excellent sight lines for
all participants. The taper is mor e
extreme and allows the room to be reconfigured for other activities.
We have used one 66° camera and two
monitors.
One monitor displays the alternate party.
The other monitor can display the
meeting agenda or proposal from the
alternate party’s document camera. The
second monitor can also display what
the camera sees at this location so they
can view themselves while conferencing.
As vain as this may seem, it is nice to
know who the camera is spotlighting
and what image you are projecting to
the other party.
The starter unit VC Center houses the
video system. The other VC Center
houses a VCR and scan converter with
the additional monitor.
Use 3 standard microphones or one
PowerMic on the head table.
ROOM DIMENSIONS
• Y = 14'-9", Z = 18'-9"
• Camera distance: X = 5'=10"
TRAPEZOID CONFIGURATION FOR 6
•
Ten years ago, this was the prime
configuration of tables to use for video
conferencing.
• We have used two 48° cameras and two
monitors. One 48° camera would not fit
everyone in the picture. The users can
switch the camera views from input #1 to
input #2 with the remote control to capture
a different participant speaking.
• One monitor should display the alternate
party. The second monitor should display
what the camera sees at this location due to
multiple camera views. It can also display
documents.
• Use 3 standard or one Boundry microphone
at the head table. A voice-activated camera
is not recommended when using two
camera views.
ROOM DIMENSIONS
• Y = 17'-0", Z = 15'-3"
• Camera distance: XA & XB = 10'-0"
4
SMALL VIDEOCONFERENCE ROOMS
ROUND TABLE CONFIGURATION
•
The round table is perfect for small video
conferences.
• Make sure to place the camera higher to
avoid broadcasting the view under the
table.
• A camera with a 48° viewing angle will
work well.
• The CA2642 Cart will adjust up to 42”
high. The Cart will hold one small monitor,
and the camera can sit on top. It also has a
locking cabinet and wheels.
ROOM DIMENSIONS
• Y = 12'-0", Z = 9'-5"
• Camera distance: X = 5'-0"
THE LUNA FOR 5 PEOPLE
•
Luna Pie Scooters can join to trapezoids
to make the perfect V-shape for video
conferencing. Additional trapezoids cannot
be added on.
• The VTRC30 can be custom finished to
match your Luna™ Tables. It houses a 27"
monitor and locks for security.
• We used one 66° camera video system with
one monitor.
ROOM DIMENSIONS
• Y = 16'-0", Z = 11'-0"
• Camera distance: X = 5'-10"
THE TRAPEZOID CONFIGURATION FOR 3
•
With smaller trapezoids and less people, we
are able to capture everyone in a 66° angle.
• With only one monitor, this group can easi
ly see the party they are conferencing with.
If that party would like to show them a
document, they will temporarily not be
able to see the participants faces while the
document is being presented.
ROOM DIMENSIONS
• Y = 16'-0", Z = 12'-0"
• Camera distance: X = 6'-5"
5
LARGE VIDEOCONFERENCE ROOMS
6
LARGE VIDEOCONFERENCE ROOMS
VISTA CONFIGURATION FOR 9 (shown left top)
• This room was designed for corporate training or distance learning.
• The camera angle at the front of the room is 66° to capture most of the participant’s faces. The camera in the
back is 48.8°. It projects over the back of the participant’s heads to view the instructor at the front.
• The instructor can lecture, write notes on the white board, or project a PowerPoint presentation or video onto
the screen. When a student/trainee asks a question the instructor can switch cameras to spotlight the student.
ROOM DIMENSIONS
• Y = 23'-3", Z = 13'-6"
• Camera distance: 6'-0"
VISTA CONFIGURATION FOR 13
(shown left bottom)
•
Having the camera centered allows everyone
to participate. In the example at the top left,
the camera was off center because the
participants were merely an audience.
• Most cameras will be able to zoom in to view
notes on an easel/white board from this
distance.
• We used a 75° angle camera. The 48.8° would
not work well in this situation.
ROOM DIMENSIONS
• Y = 29'-0", Z = 16'-0"
• Camera distance: 5'-9"
VISTA CONFIGURATION FOR 17
(shown on this page)
•
•
•
•
•
This is the best configuration available for
such a large group. It provides excellent
sight lines and flexibility to re-configure the
room for other tasks. If you have a room that
is wider on the Z axis, the larger Vista PXM
1600 can be used for even better sightlines.
We have used three 48.8° cameras and three
monitors. Your A/V Specialist should be able
to splice the view from 3 cameras onto one
monitor. In essence you have a wide-angle
view of everyone involved without switching
inputs or preset views on cameras. You may
have to just zoom in and out once in a while.
One monitor displays the alternate party. The
second monitor should display what the
camera sees at this location due to multiple
camera views. The third monitor is able to
display documents from the document camera
at this location or from the alternate location.
Additional monitors on TV mounts along
the side walls may be necessary since the
person at the head table is 28 feet away from
the monitor.
Use one microphone per two people.
Bretford’s PowerTrak™ is useful in this
situation to conceal the 9 wires that typically
would be trailing down the center of the
tables.
ROOM DIMENSIONS
• Y = 31'-0", Z = 15'-0"
• Camera distance: X = 4'-6"
7
LARGE VIDEOCONFERENCE ROOMS
8
LARGE VIDEOCONFERENCE ROOMS
CONFERENCE TABLES 8' - 20'
•
On the 8'-0" and 10'-0" conference table, we used the Bretford’s 48/36" EZ View Conference table to provide a slight taper and offer
clear sight lines to all participants. For table sizes 12'-0" and over, we recommend the Bretford 60"/36"Super EZ View Conference table
which provides the maximum amount of taper for larger groups.
• Due to the narrow attributes of most conference tables, a camera with a 48° angle best captures this configuration.
• Use one microphone per 4 people, or one Boundry microphone for tables up to 168" long. For 192" to 240" long tables, piggyback two
Boundry microphones. Bretford’s powered conference tables have a trough to conceal all of these wires and route than to the floor.
ROOM DIMENSIONS
•
As a minimum, the width of the room should be 13 feet. Add more space if the room requires additional equipment.
CAMERA DISTANCE
• 6'-0" will capture a 48" wide table.
• If you have a wider table, use your template to determine the distance between the camera and the table. You may also consider
using a wider camera angle instead of increasing the length of the room since the person at the head of the table is already far away
from viewing the monitor.
9
LECTURE VIDEOCONFERENCE ROOMS
CONFERENCE FOR 40 PEOPLE
•
•
•
•
This room can be used for corporate training, shareholder’s meetings, distance learning and much more.
We have used one 75° camera and two projection screens with ceiling-mounted LCD projectors.
One person would act like a talkshow host and transport a wireless microphone to each participant with a question. The camera would
zoom in on each participant with the use of a remove control or automatic voice tracking.
The three tables are in front to provide modesty panels for the group.
ROOM DIMENSIONS
•
•
29'-0" x 26'-0"
Camera distance: X = 9'-0"
10
LECTURE VIDEOCONFERENCE ROOMS
CLASSROOM
•
•
•
•
•
•
FOR
24 PEOPLE
This floor plan is perfect for corporate training, distance learning, or meetings.
One camera is sufficient for this configuration. It does not capture everyone at once, but the camera can sweep from left to right to
identify the group.
It is best to use a video system with a built-in microphone and a voice tracking feature. You could also use five Boundry mics that are
piggybacked together.
The tables provide writing surface, modesty panels, wire mangement, and power. Bretford’s PowerHouse ™ can supply power and
data directly to the table tops if laptops are necessary.
We have replaced the monitors with a screen and a ceiling-mounted data projector. The group will be able to see their trainer from a
remote location, and he/she will be able to see them.
The trainer’s voice will be heard through the speakers at the front of the room. If you are only using one speaker, place it directly under
the camera. If you have a pair of speakers, it is okay to separate the trainers voice from their face, because it will be in stereo sound.
ROOM DIMENSIONS
•
•
31'-0" x 27'-11"
Camera distance: X = 6'-0"
11
12
T H E C O M M U N I C AT I O N S F U R N I T U R E C O M PA N Y ™
Bretford Manufacturing, Inc.
11000 Seymour Avenue
Franklin Park, Illinois 60131 USA
800.521.9614 Toll Free
847.678.2545 Telephone
800.343.1779 Toll Free Fax
847.678.0852 Fax
www.bretford.com
Bretford Manufacturing, Ltd.
Technology House
7 Lake End Court, Taplow
Bucks SL6 0JQ England
441628 603558 Telephone
441628 604923 Fax
Copyright 1999 Bretford Manufacturing, Inc.
Bretford, WallTrak, TransTable, PowerTrak and Presentation Environments are registered trademarks of Bretford Manufacturing, Inc.
PowerHouse, and Luna are trademarks of Bretford Manufacturing, Inc.
L99VCGUIDE
0899
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