Transformed boardroom meeting experience at Raukawa Charitable Trust

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Raukawa Charitable Trust (RCT) is the social services arm of the South Waikato-based iwi – Raukawa.

The organisation has provided quality environmental, health, social and cultural development initiatives throughout South Waikato since 1987.

For their new boardroom in the building, RCT needed a completely new fit-out.

From a substantially large table with chairs to a display screen and whiteboard. A video conferencing system that can host large in-room and hybrid meetings and comms that can pick up the voice of the speakers from all corners of the table.

RCT approached their OfficeMax account manager Sue Stephens for advice.

Sue arranged for our furniture and Technology specialists to meet the customer, understand their requirements, and plan an end-to-end solution.

The Challenge

One of the critical challenges for RCT was hosting video conference calls with people in the room and having guests join the meeting virtually.

In their existing meeting room, audio and video calls were a recurring issue as often somebody would unplug the mics or get cables tangled, and the mics won't function during the meetings.

RCT needed a seemingly giant leap from a complicated system of cables and buttons to a simple plug-and-play video conferencing system.
RCT also required a large display screen (100 inches) and a similar-sized whiteboard in the boardroom for demonstrations and notes.

An interactive TV seemed like a great solution to cover both, but it was beyond the scope of the budget for the project.

The Solution

1. Epson Interactive Projector:

OfficeMax suggested opting for the Epson Interactive Projector that fulfils three of their primary needs:

First, it projects a large display (up to 100 inches from just 12 inches away) as it was an essential prerequisite for their large boardroom.

Second, it also works as a virtual whiteboard with an interactive pen. The content written on the virtual board can be shared as an image or a document.

Third, it fits well within the budget of RCT and does the job it requires. The RCT team also arranged a demo session to show the technology and its ease of use.

2. Modular Logitech Rally Video Conference System:

OfficeMax recommended the Modular Logitech Rally, a world-class video conferencing system with two high-definition speakers, an omnidirectional mic pod, and an Ultra-HD 4K video camera.

The VC system reduces clutter with its smart cabling system to keep the room and the table neat and organised.
The adaptive pan, zoom and tilt camera work with an AI-trained auto-adjusting lens to ensure all participants are in view.
The VC system also has a remote to control the meeting (volume/mute/end call etc. functions) from the boardroom table.
We also installed two additional table-mounted Rally mic pods to expand the audio coverage across the room.

The Results

The intelligent video conferencing solution is easy-to-use and works as a simple plug-and-play.
The equipment and technology serve the purpose of hosting seamless meetings with no disruptions or downtime and keeping members and staff connected.
OfficeMax provided the complete projection system installation, video conference equipment and all furniture assembly.

What started as fittings for their boardroom ended up with OfficeMax's Furniture and Technology specialists providing an end-to-end solution, tech installation and furniture assembly.