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Microsoft Teams - Conference Room Set Up

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bw-ipim
Contributor

Hi all,

 

We are setting up videoconferencing equipment in our 10-person conference room and wanted some advice.

 

Until now we have been using Vidyo (www.vidyo.com) with our intra-group companies on a laptop connected to the conference room TV, using the laptop mic, speakers and camera, and positioning the laptop at the end of the room so it captures everyone. Not ideal. As such we are going to invest in a a proper set up, but we wanted something that would work with Vidyo and other platforms like Teams, as we will be using this more and more. 

 

Initial idea was to get a mini PC (e.g. from Lenovo), camera (like this one), and a speakerphone (like this one), with a wireless keyboard and mouse. Maybe not the same ease of use as a dedicated device, but flexible so that we can use different services.

 

Anyway, to my point:

Is getting Teams set up on a 'resource' computer straightforward? Would we need a separate E3 license to get the room PC working with Teams? Is there anything you would recommend me to be careful of, from your experience?

 

Many thanks in advance.

9 Replies
Hi,

Devices:
A "Surface Hub" like device that is more open and flexible would be a NEC Infinity Display.
If you want flexibility in your meeting room it requires that you put some effort in choosing the right combo (usb or room devices) while ensuring it still easy to use (e.g. touch, no login, no keyboard/mouse)

Licensing for Teams Meeting Room:
There is a separate Teams Meeting Room license that will cover all the required O365 services:
https://office365itpros.com/2018/12/17/teams-device-meeting-license/

Configuration for Teams Meeting Room:
To configure a Teams Meeting Room you can use this Guide from Jeff Schertz
https://blog.schertz.name/2019/02/creating-microsoft-teams-rooms-accounts/

Regards,

Paul

Hi,

 

You should really check the Skype Room System or Microsoft Teams Room that it is called now. It will give you a great user experience. Users will enter the room and screens will light up and they click one button to join the meeting. It might be more expensive than your original setup but you will quickly save those money on user support.

https://products.office.com/en-us/microsoft-teams/across-devices/devices/category?devicetype=20

 

The Jabra 510 won't be enough for a room with 10 seats, the speaker will work but not the microphone. If you want to use Jabra use two 710 paired together, but I think you will get a better experience with other devices for a room in that size.

Check here: https://products.office.com/en-us/microsoft-teams/across-devices/devices/category?devicetype=16&page...

 

For the license there is a Room device license you can buy, I'm not sure if you are allowed to use it with a regular PC setup used as a conference room device, but it works with the MTR/SRS.

https://office365itpros.com/2018/12/17/teams-device-meeting-license/

That's great, thanks all.

 

Will have a look at those guides, but do you know if those dedicated devices also work with other software/services? I expect we will be using Vidyo 75% of the time, and Teams 25% of the time.

 

I had a look at the dedicated systems but it's hard to tell if any of the sets have wireless mics or tablets. That would be a requirement for us as we don't want to run cables off the end of the conference table (all the existing wires - power/LAN/HDMI are built into the floor already). Will have a look through the links but if you have any recommendations there that would be appreciated.

Hi, 

 

I've not tested with Vidyo but you can join Vidyo calls from Skype for Business client. So you might be able to join from the Room System as well. But it won't be with the simple one-click-join as Skype/Teams offers.

https://support.vidyocloud.com/hc/en-us/articles/235960988-Meet-over-VidyoConnect-for-Skype-for-Busi...

 

Most of the Microsoft Teams Rooms devices are placed on the table and connected with power, lan and 1-2 HDMI (dual screen is recommended for the best user experience). From the device on the table you can connect USB devices for sound. The only i see if you can't add cables to your floor installation is that you don't want the camera to be placed on the table, you want that installed on the wall above or under the screen.

Thanks Linus. Understand the convenience of having a dedicated system but I think a room PC might work better for us, as we then have greater flexibility on apps. It seems the Teams room license is only available for the dedicated room hardware. If we went for a room PC, I guess we would need a regular O365 E3 license with its own login via Azure, or is there a way to set it up as a resource?

 

For hardware - we would probably need the camera to sit on the cabinet under the wall-mounted TV. Unfortunately there is nowhere to run cabling between the table and the TV (only 1x HDMI and 1x ethernet are in the table). Even if we wanted to go with a dedicated system, I don't think any of the kits here would work with our setup, as there would still need to be a cable between the table and the TV cabinet for the camera (as far as I know there are no reliable wireless cameras).

@bw-ipim how did you end up setting this up?

 

We are thinking of doing it the same way you described in the beginning, especially since they already purchased the hardware without asking if thats what we should do, lol.

@Michael Kobrowski actually haven't had time to set it up yet but will definitely share my experience once I do. Good luck with yours!

Hi, @bw-ipim 

I am building concept of Teams Room Systems in our company nowadays and understand your idea.

Long story short. Teams Room System will work also with room resource account enabled as Teams user with E1 license. We do it in our environment as base Teams Room System concept.
You will not have options such as audio conferencing or phone number with phone system, calling PSTN parties, receiving calls from PSTN but for purpose you are trying to build that setup it will be fine I guess. If you do not seek any special and easy user experience like Join button it will be fine to have dedicated user account logged in on your PC, with E1 and enabled Teams.  Btw. there are special softwares which will substitute SRSv2 and dedicated hardware as Teams Room System but it is not worth to do it if you stuck with only Teams as meeting platform anyway because price per unit is like buying special hardware.

@DaveChomiThanks Dave, appreciate the insight. Haven't been able to buy the gear and implement yet but hopefully soon!

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