At a glance
- Client: DNV, energy assurance and risk management
- Location: 101 Station Landing, Suite 520, Medford, Massachusetts
- Scope: 4 rooms — 1 Microsoft Teams Room, 2 BYOD conference rooms on mobile carts, 1 training room with dual 85-inch displays — plus a room scheduling panel at each door
- Platform: Microsoft Teams Rooms in Conference Room 1, a Poly base kit with a TC10 controller in the training room, and BYOD over USB with Barco ClickShare C-10 in Conference Rooms 2 and 3
- Timeline: Site survey 5 August 2025, proposal 23 June 2026 — design stage; no closeout or as-builts on file
The situation: what a meeting room looks like when nobody has designed it
DNV runs an office at 101 Station Landing in Medford, Massachusetts. We surveyed it on 5 August 2025. The photographs from that day are the clearest before state we have on file for any project this year.
In the main conference room, the AV lived on a folding side table: a webcam screwed to a gooseneck stand, a USB speakerphone puck, and a Polycom conference phone with its cable wound around it several times. Underneath the table sat a cardboard box holding three more conference phones and a tangle of cables. A consumer amplifier sat next to the phone. Nothing was mounted. Nothing was labelled.
The training room had a projector hanging from the ceiling grid, a whiteboard wall, and a camera on a stand pushed against a side table. The guest Wi-Fi name and password were written on the whiteboard in marker, which is what happens when joining a meeting in a room is harder than it should be.
What made it hard
Four rooms, four different jobs, one building, and a live office around them. The rooms are small: 9-foot ceilings throughout, roughly 17 by 11 feet in the two small conference rooms, and a wider training room. Existing conference tables and credenzas stay in three of the four rooms, so the design has to fit furniture that was already there.
Two exclusions shaped the work more than anything in the equipment list. Low-voltage rough-in and cable pull to each room scheduler location is by others. Network switch configuration and VLAN setup is by others. That means the schedulers cannot be commissioned until somebody else's cable arrives, and the Teams devices cannot be brought onto the network until DNV's IT has prepared it.
How we designed it: three tiers, not one standard
A four-room office does not need four identical rooms. It needs a standard for each job, and the smallest number of standards you can get away with.
Conference Room 1 is the real meeting room. A 65-inch Samsung BE65FX-H commercial display on a Chief AS3LD Tempo wall mount, a Logitech Rally Bar mounted to the display, and a Poly base kit with a TC10 touch controller and an HP mini PC running Microsoft Teams Rooms. One room, one platform, one button to join.
Conference Rooms 2 and 3 are BYOD rooms on wheels. The same 65-inch Samsung display, but on a Heckler AV cart rather than a wall, with a Logitech MeetUp 2 USB camera and audio bar and a Barco ClickShare C-10 for wireless sharing. No room PC, no appliance to license. Whatever platform someone's laptop is on, the room supports it.
Putting the displays on carts rather than the wall was the right call for these two rooms: the small conference rooms at the building's curved end have power and data in a floor track rather than in the walls, and a cart reaches the floor track without cutting into anything.
The ClickShare was not our idea. Our survey notes from 5 August record it plainly: client requested Barco ClickShare for conf. rooms 2 and 3. We priced it and put it in.
The training room is the only room that needed engineering. Two 85-inch Samsung BE85FX-H displays side by side so sightlines work from every seat, six Crestron Saros IC6T in-ceiling loudspeakers on a Crestron AMP-X300 amplifier, one Shure MXA920 ceiling array microphone covering the seating area, a Logitech Rally Camera at the front, and a Poly base kit with a TC10 wall-mounted at the entry. Active equipment mounts in an enclosure behind the displays rather than in a rack room, because there isn't one.
One ceiling array instead of table microphones, in a room where the tables get rearranged for every class, is the obvious trade — the microphone coverage does not change when the furniture does.
Equipment by room type
| Room type | Count | Display | Codec / platform | Camera | Audio | Control | Notes |
|---|---|---|---|---|---|---|---|
| Conference room (Teams Room) | 1 | Samsung BE65FX-H, 65-inch, Chief AS3LD Tempo mount | Poly base kit (A3LU8AA) with HP mini PC (99T55AA), Microsoft Teams Rooms | Logitech Rally Bar 960-001308, 4K, 15x zoom | Rally Bar integrated; Biamp Liso room processor | Poly TC10 touch controller; Biamp Liso scheduler at the door | Logitech video bar TV mount 952-000041 |
| Conference room (BYOD, mobile) | 2 | Samsung BE65FX-H, 65-inch, on Heckler AV cart (H714-BG with H702-BG device panel) | BYOD — laptop over USB; Barco ClickShare C-10 for wireless | Logitech MeetUp 2 960-001691, all-in-one USB | MeetUp 2 integrated | Biamp Liso scheduler at the door | Power and data from floor track; display on cart, not wall |
| Training room | 1 | 2 × Samsung BE85FX-H, 85-inch, on Chief AS3LD Tempo mounts | Poly base kit (A3LU8AA) with HP mini PC (99T55AA) | Logitech Rally Camera 960-001226, 4K PTZ, 15x zoom, with USB extension kit 952-000217 | Shure MXA920W-S ceiling array; 6 × Crestron Saros IC6T in-ceiling loudspeakers; Crestron AMP-X300 amplifier | Poly TC10 on HP 874P8AA wall mount; Biamp Liso scheduler | Equipment enclosure behind the displays — no rack room on this floor |
Network and IT: what happens when the network is somebody else's job
This proposal excludes network switch configuration and VLAN setup, and excludes the low-voltage rough-in to each scheduler. That is a common and perfectly workable split, but it has to be managed rather than assumed.
A Teams Room, a ClickShare, four schedulers and two USB video bars all want the network at different levels. The Teams appliance needs to reach Microsoft 365 and a room account. The schedulers need calendar access, which means internet, which means a decision about which VLAN they sit on. ClickShare needs to be reachable by a laptop without giving that laptop the run of the corporate network. None of that is AV work, and all of it blocks AV commissioning.
The practical answer is to agree the addressing, VLANs and firewall rules before the trip, not during it. On a survey form the VTC connectivity section asks for IP, subnet, gateway and whether the lines are live; on this survey it was marked N/A because the floor was not ready.
Support from here
Equipment pricing on this project ran $8,716.44 for the Teams Room, $4,803.73 for each BYOD room and $16,106.24 for the training room, with $24,480 of professional services on top. The hardware is the smaller half of the story, and it is the half that stops mattering on the day the rooms go live.
What matters afterwards is that four rooms run on four different combinations of firmware: a Teams appliance, two USB bars, a ClickShare, a Crestron amplifier and a Shure ceiling array. Each has its own update cadence and its own way of breaking. A Teams Rooms device that falls out of compliance stops joining meetings. A ClickShare button that misses a firmware update stops pairing. Neither announces itself before the meeting.
Creation Networks covers this under CreationCare: remote support with your documentation in front of the technician, on-site dispatch when remote will not do it, RMA handling, firmware guidance, and scheduled maintenance sweeps.
Rooms drift. Firmware moves, a room account password rotates, somebody borrows the ClickShare button for a different room, and the cart gets wheeled somewhere with no floor track under it. A room stays in spec because somebody checks it on a schedule.
Frequently Asked Questions — Microsoft Teams Rooms, BYOD Rooms and Office AV Fit-Outs
Answers to the questions IT directors, facilities managers and office leads ask most often about Microsoft Teams Rooms, BYOD meeting rooms and multi-room office fit-outs. Last updated: September 2026.
What is a Microsoft Teams Room, and how is it different from a normal conference room?
A Microsoft Teams Room is a dedicated appliance and touch controller permanently signed in to a room account, so joining a scheduled meeting is one button rather than a laptop, a cable and an adapter. Conference Room 1 here runs a Poly base kit with an HP mini PC and a TC10 controller.
A normal conference room has no identity of its own — the meeting belongs to whoever plugged in. A Teams Room appears in the calendar, can be booked, answers on its own hardware and updates on Microsoft's cadence. See our conference room AV solutions.
What is a BYOD conference room?
A BYOD room supplies the camera, microphone, loudspeaker and display, and the laptop supplies the platform. Conference Rooms 2 and 3 here use a Logitech MeetUp 2 all-in-one USB bar and a Barco ClickShare C-10, with no room PC and no appliance licence to renew.
Whatever someone's meeting is on — Teams, Zoom, Meet or Webex — the room supports it, because the room is not making that decision. The trade is that every meeting starts with a cable or a share device rather than a button.
Do all the meeting rooms in an office have to run the same platform?
No, and they usually should not. This four-room office runs three tiers: one dedicated Microsoft Teams Room, two BYOD rooms, and a training room with its own distributed audio system. Mixing tiers costs less than four identical rooms and matches how people actually meet.
The rule we apply is simple. Buy a platform for the rooms where meetings are scheduled and external guests join; buy hardware only for the rooms where people mostly plug in. See our corporate AV solutions.
Why put a display on a mobile cart instead of mounting it on the wall?
Because of where the power and data are. In these two small conference rooms the services run in a floor track at the building's curved exterior wall, and a Heckler AV cart reaches that track without new conduit or wall penetrations. A cart also moves when the room gets reconfigured.
The trade is tidiness. A cart is only as neat as its device panel, which is why the H714-BG here carries an H702-BG panel rather than loose kit on a shelf. Browse AV carts and equipment cases.
Why use one ceiling microphone array instead of table microphones in a training room?
Because the tables get rearranged for every class. A single Shure MXA920W-S ceiling array covers the seating area from the grid, so microphone coverage does not change when the furniture does, and there is nothing on a table for someone to move, mute or unplug.
In this room the array pairs with six Crestron Saros IC6T in-ceiling loudspeakers on a Crestron AMP-X300 amplifier, so reinforcement is distributed across the ceiling rather than coming from one point at the front.
Can we keep our existing conference tables and credenzas?
Usually yes. Three of the four rooms here keep the existing conference table and credenza, recorded on the 5 August 2025 survey form. The two checks are whether the furniture can take the cable routing, and whether a credenza has usable rack depth.
Both get answered on the site walk rather than on install day. Furniture that cannot take a cable grommet is a delay discovered at the worst possible moment.
What does the IT and security review involve for a Microsoft Teams Room?
Typically five things: which VLAN the device sits on, what it needs to reach in Microsoft 365, how the room account is provisioned and managed, which firmware baseline is approved, and who holds admin credentials after handover. None of it is AV work and all of it blocks commissioning.
On this project switch configuration and VLAN setup sit with the client's IT, so those answers have to be agreed before we mobilise rather than during the install week.
What happens when network switch configuration is excluded from the AV scope?
It becomes a schedule risk rather than a cost saving. This proposal excludes network switch configuration and VLAN setup, and the low-voltage rough-in to each scheduler location. Both exclusions are workable, and both mean AV commissioning waits on somebody else's trade.
The practical answer is to agree addressing, VLANs and firewall rules before the trip. On the survey form the VTC connectivity section — IP, subnet, gateway, whether the lines are live — was marked N/A because the floor was not ready.
Which devices in a meeting room actually need to reach the internet?
Three kinds. The Teams appliance needs Microsoft 365 and a room account. The scheduling panels need calendar access. The wireless presentation receiver needs to be reachable by a laptop without giving that laptop the run of the corporate network. Cameras, USB bars and amplifiers do not.
Separating those three from everything else at design stage is what turns a security review into a checklist. See the wireless collaboration devices we specify.
What does a four-room office AV fit-out cost?
On this project: $8,716.44 of equipment for the Teams Room, $4,803.73 for each BYOD cart room, and $16,106.24 for the training room, plus $24,480 of professional services and freight.
The training room carries the cost because it needs distributed loudspeakers, an amplifier, a ceiling microphone array and two 85-inch displays, where a BYOD room needs a display, a USB bar and a share device.
What does an AV support contract cover?
CreationCare covers remote troubleshooting with your documentation in front of the technician, on-site dispatch when remote will not resolve it, RMA handling, firmware and software guidance, and scheduled maintenance sweeps. Coverage hours, response times and sweep frequency vary by tier, on a one-year minimum term.
It matters most in a mixed estate like this one, where a Teams appliance, two USB bars, a share device, a Crestron amplifier and a Shure array each have their own update cadence. See AV maintenance and support.
What happens when one of these products is discontinued?
Room hardware turns over faster than the room does. Keeping the rooms tiered helps: a BYOD room is a display, a USB bar and a share device, any of which can be swapped without touching the others. The documentation is what keeps it cheap.
An equipment list with serial numbers and MAC addresses recorded at closeout turns a replacement into a swap rather than a redesign. Browse current video conferencing systems.
What should I ask before hiring a commercial AV integrator?
Four questions: who holds the CTS-D on your project, what the closeout package contains, what happens in year two, and which parts of the network and low-voltage scope are excluded. The last one causes more delays than any equipment decision.
If your rooms still run on a webcam on a stand and a box of conference phones under the table, we will walk the floor and tell you which rooms need a platform and which just need a camera and a cart. Book a site walk or room assessment, or call 1.888.230.3661.
MULTI-ROOM OFFICE FIT-OUT • TEAMS & BYOD
Let's Talk About Your Meeting Rooms
Tell us how many rooms and what platform you're on, and we'll tell you which rooms need a Teams standard and which just need a camera and a cart. A CTS-D engineer replies within one business day — no charge, no obligation.
Protected by hCaptcha — its Privacy Policy and Terms of Service apply.
Technology partners on this project
Related reading: our conference room AV and training room AV standards, corporate AV solutions, and two comparable multi-room builds: one meeting room standard carried across four European offices and 31 rooms across two floors of an Austin HQ.
Creation Networks, Inc. — nationwide commercial AV integrator, CTS-D certified, based in Concord, CA and Incline Village, NV. Design, engineering, programming, installation, and support from a single point of contact since 2006. Call 888-230-3661 or email sales@creationnetworks.net.
