Seven Strategies for Ensuring Smooth Audio / Video Systems Integration
By: Catherine Shanahan
If you are thinking about installing a new electronic system (or upgrading an existing one) in your school, follow the advice given to students: do your homework. Of course, with so much information available, this task can prove daunting, even challenging for the most technologically minded. But, if you follow these seven strategies, you will be well on your way to ensuring your system is "a go" rather than a costly blunder.
1. Ask yourself the most important question first: who will be using the space?
The system needs to be user-friendly for everyone who encounters it, from the person who has a lot of high-tech experience to someone who has none. Also, consider how people might use the space in the future. A quality system will have "head room" and will address the fact that technology changes quickly. For example, a big trend right now is wireless technology. While you may not be ready to go that route yet, it makes sense to consider it now so that when you upgrade your system, you can do so in the most cost-effective and efficient manner.
2. Assign a coordinator to see the project through from start to finish.
This coordinator is someone who already exists within your school system. Whether it is the facilities manager or the director of IT, this person becomes an advocate for your school. He or she will be the point person for everyone involved in the project-from architects, to lighting companies, to electronic systems integrators, to everyone on the school side. His or her job involves conveying the school's needs and requests to the vendors involved. Having one point person to ask questions of-and answer to-makes everyone's lives easier.
The project coordinator should review the budget, set the system requirements, accept final systems design, and, at the end, carefully review all invoices while doing a walk-through of the project to make sure everything that was supposed to have happened did. By being involved in the project from the beginning, the coordinator confirms that the school gets what it wanted, needed and, ultimately, paid for.
3. Create a wish list.
The best way to consider the future is getting everyone together who will be using the space and asking them about their wish lists for the room. Do they need video? A podium with a light? Speakers for voice and singing? One mic or 10 mics? They should think about everything they must be able to do, and they should think about everything they dream of being able to do.
Think outside the box. What are some future uses for the room? An example that illustrates this point is the modern "cafetorium"-rooms that are used as cafeterias for students during the day and as auditoriums for assemblies, nighttime and weekends events. The most effective cafetoriums are ones that were slated to be multipurpose rooms from the very beginning, as opposed to those that were retrofitted after the fact with different features or functions added here and there.
Once you have everyone's wish list, the project coordinator will compile it into one readable, workable document. Divide the list into tiers: the must-have items, the would-like-to-have-now items, the future items, and the dream items. You might be surprised to learn that some of those future or dream items might be more affordable than you think, especially if you plan for them now. Those high-quality mics you want may only work with certain equipment. If you get incompatible equipment now, you will have to spend even more when you decide to upgrade the microphones later.
This sort of equipment flexibility might cost more upfront, but it will ultimately save you time and money in the end. First, you won't have to spend more money for new equipment or upgrading existing equipment. Second, you won't have to devote hours to researching what you need and having someone install it (and making sure it's integrated with the existing systems). Do it right the first time. Even if you don't see an immediate need for a particular piece of equipment, consider how much more it will cost to get it now and what that could mean for savings down the road.
4. Interview electronic systems integrators.
After you make your wish list (and get it into a readable, workable document), interview at least three electronic systems integrators. Keep in mind that a systems integrator deals with convergence. Think of all the different things that can go on in one room, such as a classroom or auditorium. You have video, sound, heat, blinds, lights, etc. A systems integrator makes sure all these different systems coordinate-or converge-with one another and work properly together.
For example, picture yourself in a modern classroom with a presentation system. A teacher may be required to lower a projection screen, close the blinds, and turn off the lights before even beginning the video presentation. With proper integration, the teacher could accomplish all of these tasks with the push of one button on a control panel. In other words, all electronic systems would be integrated, which increases their functionality, while making them easier to use.
A quality systems integrator company will take your wish list and help you turn it into a workable project. The systems integrator will assist you in developing a budget, drafting the design, buying equipment, communicating with other vendors, and, finally, installing and testing your system.
How can you find a quality systems integrator? Here are some things to keep in mind:
* See if the company is a member of the National Systems Contractors Association (NSCA) (www.nsca.org) and/or InfoComm International (www.infocomm.org).
* Make sure the company provides experienced technical support.
* Make sure it offers a warranty on the services provided.
* Make sure it is reliable and that it has been doing custom design and installs for awhile.
* Check the quality of those on staff, such as the engineers and technicians.
* Ask about licensing, certification and education.
Make sure you check at least three references, and make sure the references are from projects comparable to yours. For example, you may get glowing reports, but if the references are from a condo complex or a corporate office, how do you know the systems integrator will understand your school's needs?
You want to work with a company that has experience doing systems integration for schools, mainly because ease of use (think teachers, students and staff) and safety are key areas of concern.more so than the boardroom of a large company.
5. Don't jump at the lowest bid.
The lowest bid is not always the best bid. Get at least three bids, and then have your coordinator closely review them. The key is making sure the bids are apples to apples and not apples to oranges-it should be quoting on the same specs and comparable equipment. If you get three bids that are quite different from one another, something is wrong. Revisit your RFP (request for proposal) and make sure it is clear. Get another couple of bids to compare.
When bids come in low, it is often because the company is suggesting cheaper equipment. While affordable equipment does not always mean poor quality, keep in mind that quality equipment is critical to the success of your system. If the bid offers cheaper equipment, ask where the equipment is coming from. You may end up replacing it or fixing it more often, and it is possible that the warranties will not be as good. You want equipment from manufacturers that have solid warranties. This shows they stand by their products, which means that you are less likely to have any problems with it. And, if you do, you have the warranty as insurance.
6. Consider the disruption a build-out and installation will have on your school.
When possible, try to coordinate projects around summer breaks and vacations. But, if this isn't feasible, make sure you work with a systems integrator who is willing to work a flexible schedule, such as weekends and after hours. No system is worth a major upheaval to the school day.
7. Leave the design and installation to the professionals.
It is tempting to have someone from your school with technical knowledge install your system. But, keep in mind the following points:
A systems integrator does this every day and has a better sense of what goes on, how to troubleshoot for problems, and how to handle surprises.
If the school does the installation itself, it will not have a full systems warranty. So, if something goes haywire, the school won't have any recourse.
Systems integrators understand how to integrate and implement everything-from the order certain equipment must be installed to issues with complex wiring.
Getting a new electronic system does require work upfront, but it will be well worth the effort when it ultimately saves you money, time and headaches.
Catherine Shanahan is president of Shanahan Sound & Electronics, www.shanahansound.com .
Product Roundup
ZVOX 325 Audio System
The ZVOX 325 is ideal for use as a classroom audio system. It delivers rich, clear, virtual surround sound with no external speakers, speaker wires, or subwoofer. It can be used with a microphone mixer and/or PC audio output. The ZVOX 325 MDF cabinet is easily secured via threaded inserts. ZVOX Audio is a coalition of long-time veterans of the audio-video industry. They have many years of experience in product development, design, engineering and manufacturing. They use their experience to design quality products that can be affordably manufactured and reasonably priced.
www.zvoxaudio.com
EIKI 7070A Listening Center Available from All Pro Sound
Available from All Pro Sound, the new EIKI 7070A Listening Center is ideally suited for classroom use at all grade levels. EIKI has designed the 7070A using durable, industrial-strength construction that will hold up to the rigors of everyday schoolroom use. Perfectly suited for reading and language classes, this versatile unit can be used in small group learning centers without disrupting the class at large. Up to five students can privately listen to teaching materials at the same time. Using the built-in 7-watt speaker/amplifier, the 7070A can also play audio CDs or cassettes for the entire class.
www.allprosound.com/catalog
Elmo TT-02U Teacher's Tool Available from Long's Electronics
Students are fascinated by digital image technology like the video games they play at home, but how often do they see it used in the classroom? The TT-02U Teacher's Tool enables teachers to bring exciting visual technology into the classroom. Numerous educational white papers have shown that improved student participation and retention are keys to better scores on testing and NCLB reports. The Elmo TT-02U features a 42.4x zoom with auto focus, with a simple control panel for easy operation. The system also has a removable stage and versatile input/output connections, including USB 2.0.
www.longsav.com
WhisperPhone
WhisperPhone is a hands-free, acoustical headset that helps children and adults focus on and hear the individual sounds of words more clearly. This hands-free, acoustical voice-feedback headset helps students hear phonemes, the sounds that compose words. Phonemic awareness is a key predictor of literacy success, according to the National Reading Panel. WhisperPhone helps students with reading, writing, spelling, learning a new language and memorizing lines for the theater. This tool is great for all activities that require increased comprehension and concentration. WhisperPhone qualifies for Title I and Reading First funds. www.whisperphone.com
Peavey PA System Available at Groth Music
New from Peavey Electronics and Groth Music is everything needed for a PA system included in one package. The system includes PVi 4B mixer, two PVi 10 10" speaker enclosures, two PVi 100 dynamic cardioid microphones, speaker cables, microphone cables and two speaker stands. This is an excellent value, 100-watt starter PA system with four channels. It also includes tape/CD inputs, reverb control on each channel and record out for taping. This package is a great choice for schools needing a portable, all-in-one PA system. www.grothmusic.com
CCI Solutions
For more than 30 years, CCI Solutions has been providing audio and visual products, technical systems and consulting to help churches and schools create inviting, captivating worship/performance spaces. The company offers customized solutions, as well as catalog and Web site access to thousands of top-brand products for audio, lighting and video systems. Whether schools need stage sound equipment, A/V presentation gear, video production systems, theatrical lighting systems and fixtures, recording and personal listening products, or any other technology to help "be seen" or "be heard," they can find what they need at CCI Solutions. www.CCISolutions.com
Williams Sound's Personal FM Listening System at ProAVMax
With Williams Sound 's Personal FM Listening System, all students in the classroom can hear, without distraction, at a volume that accommodates their hearing needs. Studies show that students who hear better in the classroom perform better in the classroom. With the system, the teacher wears a small body-pack transmitter equipped with a lapel microphone. Students requiring hearing assistance wear body-pack style receivers and pick up the message directly from the teacher into their headphones by way of an FM signal. Background noise is greatly reduced, and students can adjust the volume of their receivers to a listening level that is comfortable. www.proavmax.com
VERIS by Community
Community's new VERIS ( VER satile I nstallation S ystems) includes a range of small-to-medium-sized loudspeakers that are precisely engineered to handle an enormous variety of applications with ease, while aesthetically styled to meet modern architectural requirements. Whether a school is seeking flawless intelligibility in the chapel, classrooms or recreation areas, there is a VERIS system to suit its needs without taxing the budget. Community has been a leading supplier of professional sound systems since 1968. Headquartered in Chester , Pennsylvania , Community distributes its products to more than 50 countries on six continents. www.communitypro.com
Shanahan Sound
Shanahan Sound and Electronics, Inc. was founded as a family firm in 1951. Since then, Shanahan has grown into one of the premier systems integrators in New England . The company has strong, enduring relationships with clients in religious organizations, schools, corporations, health care facilities, colleges and fitness centers. Shanahan's engineers are degreed professionals, and the company actively pursues industry certifications. Shanahan's customized audio and video solutions are among the top in innovation, excellence and service. Whether schools are looking for a new system or upgrading an existing one, Shanahan works with clients to understand their needs.
www.shanahansound.com
Califone MP3 Player
To ensure that students use safe technology in the classroom, Califone International, Inc. has introduced an MP3 player designed specifically for school use. Califone designed its MP3 player to meet the ASHA recommended decibel-level with its Sentinel technology. The easy-to-use MP3 player has dual headphone jacks, making it ideal for learning centers, language labs and libraries. The company's teacher-tested ambient-noise reducing 3060AVS headphones come standard with the MP3 player. Available this fall, the MP3 player is made with rugged ABS plastic for durability and classroom safety. The unit comes with the Califone warranty, covering school and library use.
www.califone.com
REDCAT from LightSPEED Technologies
LightSPEED Technologies has introduced the new REDCAT InfraRED Classroom Amplification Technology, combining all of LightSPEED's high-tech audio components into one small unit for the wall or shelf. The integrated flat-panel speaker, unique to LightSPEED, provides even distribution of sound and clarifies the vocal range frequencies, critical in literacy and language acquisition. The REDCAT features an 8 band EQ, auxiliary input, and includes a wireless LightMic. The system can be set up in minutes, and comes with a full five-year warranty.
www.lightspeed-tek.com
Audio Enhancement
Technology is the language of today's youth. Panasonic + Audio Enhancement offer the Engaged Classroom technology solution as a powerful new educational tool. Together, they deliver an integrated technology-driven system combining Panasonic's core digital video, computer and display expertise with Audio Enhancement's leading classroom audio systems. The Engaged Classroom solution allows teachers to more efficiently capture students' attention, maintain their interest, engage them in proactive thinking, and instill new ideas, making education more relevant and enjoyable.
www.AudioEnhancement.com
