Ministry of Education and Science
The Ministry of Education and Science is one of Poland’s central government bodies, responsible for education, upbringing and higher education. Its main building at 1/3 Wspólna Street in Warsaw houses 7 conference rooms used for on-site sessions and remote meetings. Following a public tender we won, PROAV selected, supplied and installed projection, sound, discussion and signal distribution systems in these rooms, and after the rooms were refurbished we reinstalled and extended them.
The client’s main requirements were to make communication as simple as possible – both internally and with people outside the institution – and to have equipment that needs no set-up time before a meeting. The projection screens were to be matched to the size of the rooms so that every participant could read the content displayed.
Supply and deployment were preceded by numerous consultations with the contracting authority, during which PROAV defined the functionality of the system in each room. PROAV maintained this way of working with the investor in 2021 as well, when the refurbishment of the rooms required all equipment to be dismantled and reinstalled in a new layout.
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Remote and on-site meetings with no preparation. The system was to streamline on-site sessions and video conferences, without spending time configuring equipment before every meeting.
Legibility in rooms of different sizes. Screens, sound and equipment placement had to be matched to the floor area of each of the seven rooms so that content and sound reached all participants.
Equipment built to last. For the client, the refurbishment of the rooms was an opportunity to replace some of the existing equipment with new devices that will maintain high performance over a long service life.
Projectors chosen for the conditions in the rooms. We based the display system on Optoma EH320UST and EH504 projectors with a brightness of 4,000 and 5,000 ANSI lumens respectively, which deliver a bright, saturated image in moderate sunlight. We mounted them on Edbak ceiling brackets.
Ready for continuous operation. The projectors can run 24 hours a day and are controlled remotely via RS232, which works well for regularly held video conferences.
Screens matched to the floor area. The image is displayed on Adeo Screen Professional series projection screens. In each room the projection surface corresponds to the size of the room, so participants can easily read reports and spreadsheets.
Even sound throughout the room. In the conference rooms we designed a ceiling sound system using Apart Audio CM20T 20 W two-way loudspeakers with a 6.5-inch woofer. We matched the number and placement of loudspeakers to the floor area and layout of each room so that sound is distributed evenly.
Signal amplification and mixing. The loudspeakers work with mixing amplifiers from the same manufacturer – Apart Audio MA65 and MA120 – which make full use of their power.
Microphones for running sessions. In selected rooms we installed Audio-Technica System 10 Pro wireless microphone sets.
Wireless infrared delegate units. In the two largest rooms we installed several dozen microphone units of the TAIDEN HCS-5300 wireless discussion system. The units transmit sound by infrared, so they can be positioned without running cables.
One system for sessions and video conferences. To communicate with the units we used IR radiators mounted centrally on the ceiling. We configured the system to serve both local sessions and video conferences.
Signal handled independently in each room. The rooms do not share a central signal distribution point, so in each of them we installed the equipment in robust rack cabinets hidden in the furniture. We built the signal distribution system on Key Digital solutions, valued for their stability and reliability.
Deployment aligned with the refurbishment. The project began in December 2016, and we carried out the first installation stage in 2017. The refurbishment of the rooms in 2021 required all equipment to be dismantled, and the new room layout became an opportunity to reinstall the systems and introduce several new AV solutions.
Ministry staff hold on-site sessions and video conferences in rooms where image, sound and microphones are matched to the size of the room. Projectors, screens and the discussion system are ready to work without time-consuming set-up before a meeting. Screens sized to the floor area make reports and spreadsheets legible from every seat at the table.
Equipment hidden in rack cabinets inside the furniture is protected from damage and does not spoil the look of the rooms. Equipment designed for continuous operation and remote control makes the system easier to run for years to come. The wireless delegate units in the two largest rooms can be arranged to suit the table layout, as they require no cabling. Loudspeakers positioned according to the room layouts provide even sound during sessions and video conferences.
PROAV’s scope of work covered consultation and equipment selection, supply and installation in 7 rooms, dismantling for the refurbishment, reinstallation and extension of the system. We deliver projects that combine several systems in one building as part of our complete AV solutions. This multi-stage deployment shows that PROAV supports an institution’s system over the years: from the first delivery, through dismantling for refurbishment, to extension in a new layout.
Planning to upgrade conference rooms in a public office?
We fit out conference rooms for ministries and public offices – we will discuss with your team how you run sessions and remote meetings and prepare a proposal for each room.
See also our guide: voting systems for council chambers.
