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Definition of a hybrid meeting

A hybrid event is hosting a live meeting online. The same information is being relayed and presented online as it is in-person – some attendees join in-person and some participate remotely. This is something that will occur more frequently within the University as we adapt to the new working environment and have increased access to, and demand for, collaboration technologies.

 

Recommended set-up with estimated costs

The recommended University set-up is Cisco Video Conferencing software integrated with Microsoft Teams.

The advantages of all departments and University buildings using this recommended set-up include:

  • a tried and tested solution
  • compatibility between meeting rooms
    – avoids the risk that meeting rooms may not talk to each other if different systems are being used
  • improved usability by integrating scheduling and room booking
    – calendar integration lets people easily find and book meeting rooms when scheduling meetings in Microsoft Teams
  • a consistent user experience across meeting rooms and buildings
    – avoids the painful experience of having to get to grips with different kit across rooms and buildings
  • access to technical support and assistance from UIS.

 

Notes

  • We anticipate a room set-up to last for 5 years.

  • The minimum lead time for installation is approximately three weeks.

  • The screens specified below are commercial display screens and not consumer TVs hence the apparent high cost compared to the high street.

 

Small room – 2 to 5 people (approx. £5K)

Item

Cost

Screen (55” or 65”) ~ £1,000
Cisco RoomKit Mini ~ £2,250
Installation (assumes a suitable network point nearby in the room) < £1,000
Total ~ £5,000 +VAT

 

Medium room – 6 to 10 people (approx. £8.5K)

Item

Cost

Screen (86”) ~ £2,300
Cisco RoomKit ~ £5,000
Installation (assumes a suitable network point nearby in the room) < £1,000
Total ~ £8,500 +VAT

 

Medium Plus room – up to 16 people (approx. £11K)

Item

Cost

Screen (86”) ~ £2,300
Cisco RoomKit Plus ~ £7,500
Installation (assumes a suitable network point nearby in the room) < £1,000
Total ~ £11,000 +VAT

 

Bespoke rooms – over 16 people, unusual layouts or multiple rooms.

These need to be discussed and will be quoted on a case-by-case basis, please contact phones@uis.cam.ac.uk.

 

Additional information

 

Technical support and assistance

  • All queries and requests for support with the set-up of hybrid meeting rooms using the University’s recommended solution detailed above should be directed to phones@uis.cam.ac.uk.
     
  • Please note UIS will not offer technical support and assistance for other set-ups, for example, Owls.