Smarter AV Design for Meeting Spaces: Classrooms, EOCs, Conference Rooms, and More!
Broadcast2Post | Podcast by Key Code Media
Modern AV design is no longer just about projectors and screens—it’s about creating intelligent, adaptable environments that enhance communication, support IT teams, and ensure long-term scalability. In our latest Smarter AV Design for Meeting Spaces podcast series, we spoke with two industry leaders tackling unique challenges:
- Jacob Bernhardt, CTS, at UC Davis, who oversees classroom technology upgrades to improve user experience while keeping IT support manageable.
- Diana Rockot from the City of Moreno Valley, who helped transform an Emergency Operations Center (EOC) into a multi-purpose space using AVoIP and smart presets.
Both of their teams works alongside AV systems integrator Key Code Media to develop a strategy for success.Despite different use cases, both projects share a common goal: leveraging AV technology to create more efficient, scalable, and user-friendly environments.
If you are looking to make audio visual upgrades to your facility, the Key Code Media rapid-response team would be happy to help: Contact Us
Creating Campus-wide Classroom AV Standards at UC Davis
At UC Davis, Jacob Bernhardt’s team faces an ongoing challenge—upgrading hundreds of classrooms while ensuring that faculty, students, and IT staff have a seamless, frustration-free experience. But with limited staff and tight upgrade timelines, the process requires a structured approach.
Key Takeaways:
Standardization for Simplified Support
Jacob’s team has worked closely with Key Code engineers to establish standardized AV setups across classrooms. Instead of faculty walking into different rooms with entirely different controls and display systems, each classroom now features a consistent design. This reduces troubleshooting requests and ensures that faculty can focus on teaching rather than figuring out new technology.
Example: A professor used to spend the first 10 minutes of each lecture struggling to connect their laptop to the projector. Now, with a standardized interface, they simply walk in, press a button, and start teaching.
User-Friendly Controls for Faculty and IT Teams
A simplified touchscreen interface means instructors no longer need IT support for basic operations. The learning curve is minimal, and when issues arise, IT staff can remotely diagnose and resolve them instead of making time-consuming trips across campus.
Example: An instructor called IT in a panic before a large lecture. Within seconds, the team remotely accessed the system, identified the issue, and had it resolved before class even started.
Future-Proofing with Scalable AV Design
Rather than installing proprietary systems that lock UC Davis into a single manufacturer, the school prioritizes scalable, adaptable AV solutions. This ensures future technology upgrades won’t require expensive overhauls.
Example: When UC Davis adopted hybrid learning, their modular AV setups allowed them to quickly integrate cameras and microphones into existing classrooms rather than rebuilding the entire system.
Emergency Response AVoIP Upgrade in City of Moreno Valley
Diana Rockot’s mission at the City of Moreno Valley was to take an outdated Emergency Operations Center (EOC) and turn it into a dynamic, multi-purpose space capable of supporting both crisis response and daily government functions.
Key Takeaways:
AVoIP for Seamless Connectivity
Traditional AV systems were limiting Moreno Valley’s ability to rapidly adapt to emergencies. By shifting to AV over IP (AVoIP), the city can route video and audio signals dynamically, eliminating the need for physical rewiring when configurations change.
Example: During a major wildfire, city officials needed to switch from a training layout to a real-time incident command center. With AVoIP, they reconfigured displays and routed news feeds to different rooms instantly—something that used to take hours.
Smart Presets for Instant Room Reconfiguration
One of the biggest game-changers was implementing pre-programmed AV presets that allow the EOC to shift between different operational modes at the push of a button.
Example: A single tap on a touchscreen can transform the space from a council meeting setup into an emergency coordination center—deploying relevant displays, routing feeds, and adjusting microphone settings in seconds.
Multi-Purpose Flexibility Maximizing Resources
Rather than being an underutilized space that only gets used in crises, the EOC now serves as a dual-purpose facility for city operations, training sessions, and live events.
Example: The city needed a better venue for public meetings. Instead of investing in a separate space, the EOC’s AV design allows it to double as a modern, high-tech conference room.
User-Friendly Interfaces Reduce Staff Training Needs
Complex systems often require specialized operators, but Moreno Valley’s AV design ensures that city staff can easily control the technology without advanced training.
Example: An emergency responder who had never used the system before was able to launch a crisis briefing in minutes, thanks to the intuitive control panel.
Key Lessons for Smarter AV Design
Both Jacob and Diana’s projects showcase the importance of strategic AV planning in modern environments. Here’s what we can learn:
- Standardization reduces IT headaches and improves user experience.
- AVoIP and programming smart presets create highly flexible spaces.
- Intuitive control interfaces empower users with minimal training.
- Scalability ensures that today’s investment won’t be obsolete tomorrow.
By focusing on these principles, organizations can build smarter, more adaptable AV environments that support both everyday operations and critical situations.
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