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Digital communication, room reservation, asset management

Location

Thirty-five conference rooms, eighteen of which have audiovisual equipment in the room and a touch panel on the door and seventeen with just a touch panel for reservations on the door.

Challenge

To devise a clear room reservation and asset management system.

Solution

Reservation system – Due to the large number of rooms, VCS worked out an ingenious reservation system. A touch panel hangs at the entrance to each room. On the panel, the user can read whether the room is occupied and for how long. He can view the room diary and reserve the room via the panel or from his own PC.

Room management – Their room management system gives information on each individual room: The number of burning hours of the lamps, the number of reserved rooms, whether a piece of equipment has been removed from the room… If there is a defect, then the person responsible automatically receives an e-mail message. This considerably reduces the number of physical interventions by the technical department.

Equipment – VCS fitted out a total of eighteen rooms with audiovisual equipment. Each room was provided with a projector with two PC connections and loudspeakers in the ceiling. Some have facilities for audio and video conferencing. Due to the size of the rooms, the tables were equipped with built-in microphones. Each room is operated by a computerised system. Some have a wireless or fixed touch panel; others a wireless remote control.

LCD screens – The entire building now also has LCD screens: In the waiting room, coffee corners, at reception. The screens can be controlled via a link from one or more locations.

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