Setting Up and Optimizing Conference Systems

The first stage of developing an efficient conference system is the choice of suitable equipment. At ARVOX, we have immersed ourselves in professional conferencing equipment which includes microphones, speakers and control units. When selecting the conference system equipment, allow consideration for the size of the room and the number of participants. For example, larger rooms may need extra speakers and a few more microphones so that all people can be heard attended to.

The understanding of acoustics is important in determining the sound quality during the conference. The acoustics of the room also need to be measured before fixing any conference system equipment. For instance, echoes, rebops and other audio noises can distortion the conference considerably.

Make sure that besides installing the conference systems, other well coordinated support streams are installed. Moreover, it is important that your conference system is compatible with other systems, both wired and wireless. This makes it possible to connect files from different sources such as laptops, mobile phones or tablets to the system, making it easier for users to work.

Optimization is not only limited to the physical aspect of setting up the rig; there is the incorporation of software that will complement the operation of your conference or meeting system. That is, the software should be able to perform such tasks as screen sharing, recording, and attending the conference remotely. As much as a high-tech conference system is needed, software applications are also important, hence the conference system should be compatible with applications such as Zoom, Webex and Micrsosoft Teams.

Undertake extensive testing of your conferencing system equipment, carrying it out well before the called meeting commences. Adjust the microphone's sensitivity, monitor the volume levels in the speakers, and check for the general audio balance. Redefine or change the system parameters and configurations, all of which shall enable you achieve maximum effectiveness in that particular area.

In order to make the most out of your conference system, training sessions should be conducted for the end users. Such training would help in the prevention of technical issues during crucial meetings by educating users of the system’s operation.