50 Moments From 50 Years of ET Group

50 Moments From 50 Years of ET Group

With roots in Toronto dating back to 1976, we’ve grown alongside the technology that shapes how people communicate, collaborate and connect.

Over five decades, a lot has changed — the technology, the projects, the places we work and the scale of what we do. Along the way, we’ve welcomed new people, built lasting relationships and continued to evolve with the needs of our customers.

Behind every milestone are the people, projects and ideas that have helped move us forward.

To celebrate our 50th anniversary, we’re looking back at 50 moments that have shaped our story — and helped create the foundation for what comes next.

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Our Roots and Evolution

1. Our Story Begins in 1976: Our history traces back to Pistil Enterprises Ltd., founded in 1976, and its later evolution alongside Sound Power Luminescence. In 1991, Pistil Enterprises Ltd. took over Sound Power Luminescence, helping create the foundation for who we are today. That history is why 1976 remains the starting point in our story — marking 50 years of growth, change and evolution in 2026.

2. From Traditional AV to More Connected Technology: In our earlier decades, our work included installed sound systems, amplifiers, speakers, wired microphones, projection screens, slide and film projectors, and early video and television systems. As the technology advanced, meeting and presentation spaces began bringing more of these tools together. Projection gave way to digital displays, laptops became part of the meeting experience, and interactive presentation and collaboration technology created new ways for people to share and work with content.

3. Expanding Into Hospitality and Entertainment: Our portfolio also grew across Toronto’s restaurant, nightlife and entertainment scene. We supported recognizable hospitality brands with audio, video, displays and control systems designed around the guest experience. From walls of screens showing sports and entertainment to custom AV control behind the scenes, these projects showed how technology could become part of the atmosphere and experience of a space.

4. Growing Into Integrated Corporate AV: As workplace technology evolved, our corporate projects evolved with it. Boardrooms and meeting spaces increasingly brought together videoconferencing, displays, presentation technology, room control, tabletop connectivity and dedicated AV infrastructure. Rather than operating as separate pieces, more of the technology in the room began working together as one integrated system.

5. From Individual Installations to Enterprise Scale: As our capabilities and customer base grew, the projects got bigger too. What might once have involved a single system or location can now mean designing, deploying and supporting hundreds of spaces across offices, campuses and multiple locations. At that scale, consistency matters — from how rooms are designed and deployed to how they’re supported long after installation.

6. Our Toronto Roots: Our home has changed a few times over the years, with each location marking a different chapter in our growth. Our Toronto and Etobicoke addresses have included 500 King Street West, 90 Thorncliffe Park Drive, 500 and 524 Front Street West, 29 Booth Avenue and, since 2022, 130 North Queen Street in Etobicoke. From our earlier downtown locations to where we are today, the spaces we’ve worked from have grown and changed right alongside us.

7. Built on Long-Standing Relationships: Some of the relationships behind our work have lasted for decades. Several team members have built long careers here, with some approaching 40 years with us, while customers and technology partners have continued to grow alongside us. That shared history has created a depth of knowledge and familiarity that can only come with time.

8. Trusted in Complex and Mission-Critical Environments: Over the years, we’ve built deep experience in justice, government and other environments where technology simply has to work. Courtrooms, correctional facilities, command centres and other highly regulated spaces come with requirements around security, reliability and day-to-day performance that go well beyond a typical meeting room.

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Building a National Presence

9. Growing Beyond Toronto: We started in Toronto, but our footprint has steadily grown across Canada through acquisitions, new offices and a more distributed team. Today, we have employees based in British Columbia, Alberta, Ontario, Quebec, Prince Edward Island, Nova Scotia and New Brunswick.

10. Welcoming CONTI and Forte: In September 2022, we acquired CONTI Electronics’ audiovisual design and integration business assets, including the CONTI and Forte brands. The acquisition brought CONTI and Forte employees into our team and established a Vancouver presence, supporting our continued growth in Western Canada.

11. Expanding into Atlantic Canada: In 2023, we opened a new office and technology demonstration facility in Fredericton, New Brunswick. Now known as the Fredericton Experience Centre, it gives customers and partners a place to experience workplace technology firsthand across collaboration, personal, social and justice spaces.

12. Extending Our Reach Through Ricoh Canada: Joining Ricoh Canada in 2026 added a broader Canadian office and service network to the footprint we had already built, giving our teams access to additional resources and support across the country.

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Behind the Work

13. A Home That Reflects the Work We Do: Our current North Queen headquarters is more than office space. It brings together people working across different parts of the business with areas for collaboration, staging, service and the hands-on technical work that happens before and after a system reaches a customer site.

14. Building and Testing Before We Reach Site: A lot happens before an installation ever reaches a customer. Our in-house staging and pre-build process gives our teams space to build, configure, label and test systems ahead of deployment, helping catch issues early and making onsite work more predictable.

15. The Service Work Customers Don’t Always See: Installation is only one part of the lifecycle. Behind the scenes, our service and onsite support teams troubleshoot issues, prepare equipment, maintain systems and help keep technology working once it is in use. Some of that happens at customer sites, while some happens from our own service and support areas.

16. Different Specialists, One Project: A finished space can involve people across strategy, design and engineering, programming, project delivery, installation, unified communications and ongoing support. Each sees a different part of the project, and complex environments often depend on several of those disciplines working together from the earliest design conversations through deployment and support.

17. Thinking About Virtual Work Before It Became the Norm: Flexible and virtual work were already part of the conversation well before hybrid work became commonplace. In 2017, Dirk Propfe was featured on the cover of Ivey Business School’s Intouch magazine for a story on “Virtually Virtual,” reflecting on virtual teamwork and why it could work for organizations. It’s an interesting snapshot of how early questions around remote collaboration, trust and the workplace were already becoming part of our story.

18. Bringing Human-Centered Thinking Into Our Technology Work: The way we thought about our own workplace also began influencing how we approached technology for customers. Rather than starting with products or equipment, the focus increasingly shifted toward the people using a space — how they work, how they need to collaborate and what the technology needs to make easier. Dirk later shared that approach through Human-Centered Technology Design for a Hybrid World at WORKTECH Toronto.

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Recognition Along the Way

19. Seeing the Transformation Take Hold: The changes weren’t limited to organizational structure. Collaborative workshops, ET Connects and other opportunities for people to contribute ideas became a more visible part of how we worked together. By February 2022, we reported a 95% employee retention rate and an employee Net Promoter Score consistently above 50. We also reported profitability at 2.5 times the industry standard and four times the growth we had experienced in 2016.

20. Recognized for a Different Business Strategy: In 2018, we received an NSCA Excellence in Business Award in the Differentiating Strategies category, recognizing our move toward design thinking, participatory leadership, self-management and a more consultative approach to workplace technology.

21. Named Pexip’s Most Agile Partner: In 2021, we were named Pexip’s Most Agile Partner of the Year at the Pexip Americas Partner Leadership Summit, recognizing our ability to adapt quickly and find collaboration solutions around specific customer needs.

22. Receiving the Inaugural Tony Hsieh Award: In December 2021, Dirk accepted the inaugural Tony Hsieh Award in Las Vegas on our behalf. The award recognized the work we had done to explore more empowering and participatory ways of working. (Read the story behind the transformation and its impact.)

23. Taking Our Story to a Global Stage: In 2024, we received the Zero Distance Excellence Award for Emergent Excellence. Mark Chen represented us at the Zero Distance Excellence Summit in Qingdao, China, where he accepted the award and joined organizations from around the world in conversations about self-management, decentralization and customer collaboration.

24. Building a Multi-Year Record as a Best Workplace: Since becoming Great Place to Work® Certified in 2023, we’ve received recognition across several workplace categories. In 2025, our growth placed us among Canada’s Best Workplaces for organizations with 100 to 999 employees, where we ranked #15 in Canada. We were also recognized among Canada’s Best Workplaces in Technology, for Mental Wellness and with Most Trusted Executive Teams. In 2026, we ranked #30 and received the Fairness Award, alongside recognition for Inclusion, Technology and Most Trusted Executive Teams. (Explore our workplace awards and recognition.)

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Projects Across the Years

25. Supporting Justice Environments at Scale: We have designed, implemented and supported secure AV systems across courtrooms and correctional environments, and by the end of 2026 that footprint is expected to exceed 1,000 justice spaces. The work supports remote appearances, interpretation, evidence presentation, accessibility and other functions where reliability and security are critical. (Explore our justice technology solutions or see the case study behind this work.)

26. Growing with GreenShield Across Seven Cities: Since 2017, we have completed 57 AV projects with GreenShield across seven Canadian cities. The relationship has grown across executive boardrooms, hybrid rooms, multipurpose environments and other workplace spaces while supporting greater consistency across locations.

27. Building a Nationwide AV Standard with Sobeys: In 2024, we partnered with Sobeys on more than 12 AV projects across Canada. Through discovery sessions and stakeholder engagement, we developed repeatable designs for executive rooms, training spaces, huddle rooms and town halls, creating a more consistent hybrid meeting experience across locations.

28. Supporting Hybrid Learning and Collaborative Research: Our work in education has included a range of approaches to teaching, learning and collaboration. At BCIT, we helped connect existing video technology with newer collaboration platforms to support campus-wide hybrid learning. Our work with York University’s Lassonde School of Engineering included an interactive virtual classroom, while at OCAD University we supported collaborative research spaces designed around accessibility and participation.

29. Technology Across the Campus Experience: Our education work also extends beyond traditional classrooms. At the York University Student Centre, technology helped create a more connected social and community space for students. Our work with a leading Canadian independent school has grown across more than 25 projects and two campuses, spanning classrooms, gymnasiums, a swimming pool, boardrooms, multipurpose spaces and shared areas.

30. Bringing the Cisco Innovation Centre to Life: At Cisco’s Toronto Innovation Centre, we helped create a flexible environment for demonstrations, training and global collaboration. The project brought together cross-platform videoconferencing, intelligent cameras, ceiling microphones, touch control, wireless content sharing, digital display pillars and a multi-panel video wall.

31. Creating an Immersive Digital Experience at B6: At Bentall GreenOak’s B6 building in Vancouver, we helped transform a large architectural surface into an immersive digital canvas combining a large-scale video wall, custom content and discreet audio. The installation also created a platform for showcasing work from local artists.

32. Designing Around Sagamok Anishnawbek’s Council Circle: We partnered with Sagamok Anishnawbek on a hybrid-ready Council Chamber built around the Nation’s circular Council layout and governance practices. Microsoft Teams Rooms, Televic Plixus and individual uniCOS units were brought together alongside custom nameplate overlays and VR design work to support the unique environment.

33. Standardizing 176 Rooms Across 40 Locations: For a leading Ontario utility, we designed and deployed AV across 176 rooms spanning 40 locations. The work ranged from smaller collaboration spaces to executive environments, with standardized room templates, centralized conferencing and remote monitoring helping make a large distributed environment easier to deploy and support.

34. Connecting Technology Across an Entire Headquarters: For a leading Canadian dairy provider, we helped create a Toronto headquarters where technology extends across huddle rooms, boardrooms, collaboration spaces, digital signage and larger Town Hall and streaming environments. The project also used CAD and VR planning and incorporated existing equipment where it continued to serve a purpose.

35. Supporting Infrastructure Teams Across Eight Locations: Since 2022, we’ve delivered more than 10 AV projects across eight locations for a leading Canadian infrastructure organization. Standardized meeting environments connect executive leadership, regional offices and project teams whose decisions can directly affect active job sites.

36. Building an 8K Centrepiece at GreenShield: At GreenShield’s downtown Toronto office, we helped deliver a 10-foot-high, 27-foot-wide video wall with 8K native resolution. People-tracking cameras add an interactive element, allowing content to respond as people move through the space. The installation is another chapter in our long-standing work with GreenShield.

37. Modernizing Secure Collaboration at RBC: Our work with RBC has included modernizing executive and meeting environments to create more intuitive, hybrid-ready collaboration while meeting the reliability and security needs of a major financial organization.

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Learning and Staying Connected

38. Bringing Global AV Insights Back from ISE: Our teams attended Integrated Systems Europe in Barcelona in both 2025 and 2026, meeting with global manufacturers and partners while exploring developments across unified communications, LED, audio, workplace management, immersive AV and smart-building technology.

39. Staying Close to the Collaboration Technology Ecosystem: Enterprise Connect and Cisco WebexOne have given members of our team a closer look at developments in AI, collaboration platforms, room systems, security, governance and interoperability while strengthening relationships with the partners behind many of the technologies we work with every day.

40. Sending Our Largest Team Yet to InfoComm: In 2026, we sent our largest team to date to InfoComm in Las Vegas, with people representing Growth and Innovation, Design and Engineering, Customer Engagement, Project Delivery and Vendor Relations. It gave people from different parts of the organization a chance to explore new technologies, meet partners and bring ideas back into their own areas of work.

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Supporting the Full Lifecycle

41. Managing More Than 200 Rooms Proactively: For a major Canadian financial institution, we introduced Remote Monitoring and Management across more than 200 meeting rooms nationwide. The program reduced average issue-detection time by 98.7%, lowered support-ticket volume by 75% and produced more than $100,000 in annual support and energy-related savings.

42. Embedding Technicians Across 135+ Spaces: Our Meeting Room Technician programs place dedicated AV specialists directly within customer workplaces. For one global financial client, our embedded technician team supports more than 135 spaces across Toronto, London and other global locations, including executive boardrooms, hybrid classrooms and mission-critical environments.

43. Expanding Our Work in Justice and Corrections:  As our justice work grew, so did the range of environments we supported — from courtrooms to correctional facilities. That included purpose-built solutions such as Video Remand Cabinets, designed to support secure virtual appearances and communication, alongside courtroom collaboration, remote monitoring and ongoing AV support.

44. Seeing a Space Before It Exists: We’ve used immersive VR design reviews to let customers experience proposed spaces before construction or installation begins. Stakeholders can walk through layouts, assess displays and sightlines, review camera coverage and make decisions while changes are still much easier to make.

45. Connecting Old and New Technology: Not every modernization needs to begin with replacing everything. Across projects in education, energy and enterprise environments, we’ve helped customers connect existing video systems with newer platforms such as Microsoft Teams, Zoom and Webex. For one Ontario energy provider, interoperability allowed existing systems to work with newer cloud collaboration platforms without requiring an immediate rip-and-replace.

46. Building Sustainability Into the AV Lifecycle: Our approach has included maintaining and reusing equipment where it still has value, replacing individual components where possible, reducing unnecessary site visits through remote support and directing end-of-life equipment toward responsible reuse or recycling. (Read more about our approach to a more sustainable AV future.)

47. Staying Involved After the Installation: Many of our customer relationships continue long after a room goes live. Help desk support, onsite technicians, preventative maintenance, remote monitoring and ongoing optimization all play a role in keeping spaces working as technology, workplaces and customer needs continue to change.

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The Next Chapter with Ricoh

48. Beginning Our Next Chapter with Ricoh: On February 2, 2026, we announced that we had joined Ricoh Canada as a wholly owned subsidiary. It marked one of the biggest changes in our 50-year history and the beginning of a new chapter — one that allows us to build on what we’ve created while becoming part of a much larger organization.

49. Preserving Who We Are: We continue to operate under our existing brand and leadership team, with customers working with the same people and teams they already know. As we move forward with Ricoh, we’re continuing to build on the relationships, experience and specialized expertise developed over the past 50 years.

50. Combining Our Expertise with Ricoh’s Scale: Our next chapter brings our AV design, integration, unified communications and managed workplace expertise together with Ricoh’s broader resources, digital capabilities and service coverage. Together, we can support more of the workplace technology lifecycle while continuing to bring the hands-on approach our customers know us for.

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Looking Back — and Moving Forward

Our story has been shaped by five decades of people, projects, customer relationships and turning points.

Some of that history can be seen in the finished spaces. Some of it lives behind the scenes — in old project photos, equipment racks, design drawings, staging work, service calls and the people who have spent years learning how to make increasingly complex systems work.

Together, these milestones show just how much has changed, from our early Toronto roots and individual AV installations to projects spanning hundreds of rooms and locations across the country.

As we begin our next chapter with Ricoh Canada, we’re carrying that experience forward. Technology will keep changing, and the spaces where people work, learn and connect will change with it.

The next 50 years will build on the projects, relationships and people who brought us here.

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InfoComm 2026: Modernizing AV Design, What’s Driving Technology Decisions & the Shift to Digital

Summary 

• ET Group attended the annual InfoComm AV showcase and conference, hosted in Las Vegas, to learn about the latest technology insights, trends and innovations 
• InfoComm 2026 highlighted several key shifts shaping the future of AV and workplace technology.
• AI is becoming more embedded in room design, deployment, optimization and support.
• Manufacturers are expanding beyond traditional hardware to offer more complete room ecosystems that include devices, software, monitoring and management tools.
• Google meeting room solutions are gaining momentum, while Microsoft Teams Rooms continue to drive major innovation across certified devices and platform experiences.
• Interoperability is becoming more important as businesses continue to rely on multiple meeting platforms.
• Security, AV-over-IP, workplace data, sustainability and flexible room design are becoming bigger considerations in how businesses plan and manage their technology.

What is InfoComm? 

InfoComm is the biggest annual pro-AV showcase and conference in all of North America, catering to technology designers, integrators, consultants, distributors and more. This massive event features specialized trainings, jaw-dropping keynotes and of course, two large halls full of booths and demos from vendors all over the world. 

The 2026 show took place in fabu-Las Vegas, surrounded by amazing entertainment, culture and unimaginable architecture (buildings shaped like spheres or guitars, anyone?)

This year we sent our largest group ever to seek out the latest trends, newest tech and modern methods to bring back to our team, so we can make sure we are only offering the best to our customers. 

In attendance were members from our Growth and Innovation team, Design and Engineering, Customer Engagement, Project Delivery and our ever popular Vendor Liaison (and top-notch show coordinator who kept our large group in line and on schedule!) to ensure we stay innovative across all stages of our organization. 

Here’s what the team learned: 

Key Trends from the Show Floor

Manufacturers are building more of their own UC engines

AV is no longer just Audio-Visual anymore, but has grown to encompass the entire collaboration experience, which is both exciting and complex. Today, businesses don’t just need to consider the quality of a camera or clarity of a speaker, but also the compatibility between their hardware, meeting platforms, far-end experience, network and any other applications that may be running in their environment such as digital signage or monitoring software. Most often, collaboration environments are made up of many parts from many vendors in order to account for every part of the experience. 

Until now. 

Many manufacturers known for selling traditional AV hardware are expanding their scope to incorporate UC compatibility. Over the last several years we have seen increasing convergence between AV and IT as collaboration continues to shift from analog to digital, which means more platforms, applications, security, network and management requirements to consider.

What does this mean?

A lot of manufacturers seem to be moving beyond just hardware peripherals and are now building deeper compute platforms so they can better control the experience, support their own ecosystem, and tie everything into proprietary remote monitoring and management licenses.

This looks like brands such as Crestron, Logitech and Biamp offering full, all-in-one solutions that include audio and video devices, control systems, DSPs (digital signal processors), cable solutions, design assist software, and space monitoring and management systems from one consistent provider. 

Why this matters:
One the one hand, this streamlines design and deployment processes, ensures compatibility and consistency, and makes support more seamless by removing typical frictions seen in multi-vendor environments, while also creating more predictable lifecycles. 

However on the other hand, this may be leading to more segregation across the industry, meaning it will be harder to integrate third party devices or platforms and could cost businesses more by requiring additional solutions such as interoperability licenses or more complex software integrations to fill any gaps not resolved by these one-and-done vendors.

Increasing demand for Google solutions

Meeting rooms designed for Google Meet are on the rise, and many manufacturers are ready to accommodate. Video conferencing vendors like Logitech, Neat, HP Poly and Sharp were promoting Google room systems and devices, while platform vendors such as Synergy SKY and Pexip are making it easier for non-Google rooms to connect through solutions such as interoperability. 

At Sharp’s offsite showroom, they showcased their latest LB3 Series AQUOS BOARD, offering multi-UI support which includes the option to run Google EDLA (Enterprise Device License Agreement). This means that instead of operating from an unofficial “open source” model, this device is Google certified, guaranteeing access to Google Support, an embedded Google Play Store, integrated Google Workspace apps and native Google Android UI.

Though solutions for platforms such as Microsoft Teams and Zoom still took up the majority of the show, Google’s presence was certainly felt and we expect to see more throughout the rest of 2026 into the next few years. 

Why this matters:
Unlike many of the collaboration platforms on the market, Google is a web-first meeting solution that does not require additional software or infrastructure changes, while still offering a holistic, integrated suite of workspace applications such as Gmail, Docs, Sheets (Google’s version of Excel), Calendar, Chat and Drive, as well as access to Google Play Store for additional tools such as whiteboards. 

This means that Google ecosystems are easy to access and scale, making it an increasingly popular choice for businesses who have limited IT resources, small-to-medium businesses that can take advantage of lower-tier storage and call capacity without requiring additional licensing expenses, or businesses that work in extremely large scale industries that cater to many audiences such as education that want easy scale and customization.

Expansions in the Microsoft ecosystem

Even though platforms like Google Meet are increasing their footprint in the collab space, Microsoft Teams is still where we are seeing the most innovation from vendors trying to remain relevant and competitive in 2026. 

There were two key Microsoft insights that stood out at the show: 

Q-SYS Room Bar running Microsoft Teams Rooms on PC
Q-SYS is evolving what it means to offer an all-in-one room bar (camera, mic and speaker all in one device) for Microsoft Teams Rooms. Their new RoomSuite Collaboration Bar runs on a built-in Windows PC, which will allow for faster access to new Teams features as they release, simplify room deployment and offer greater design flexibility that has been previously harder to achieve with traditional application-based deployments.

This is because this new device eliminates the need for a separate compute appliance (such as a mini PC) in order to pair peripheral devices which was historically required, since most room bars are android-based, forcing Teams-Rooms-on-Windows users to rely on more complex device configurations. 

MDEP is expanding to include more device categories
Microsoft Device Ecosystem Platform (MDEP) coming to scheduling panels is another important shift. 

MDEP is a Microsoft-built operating system for Teams Room systems and devices such as in-room hardware, collaboration endpoints and digital signage solutions. It’s based on Android but replaces much of the standard Android software stack with Microsoft-managed components that are optimized for enterprise devices.

MDEP represents a large shift in Android-based collaboration devices, because it gives Microsoft much greater control over how Teams-certified Android hardware is built, secured, and managed.

By having MDEP-certified scheduling panels available, this opens the door to expanding Teams Rooms designs—improving consistency, security, and manageability across Android-based Teams peripherals, where previously there were security and compatibility concerns about incorporating non-certified devices. 

Why this matters:
Microsoft Teams Rooms are being designed with more secure, reliable devices, built using certified solutions that provide more seamless and feature-full collaboration experiences for end users, while still offering flexibility for both Android and Windows users. Over time, we will see better scalability, manageability and support for long-term growth.

AI and software are becoming part of room deployment

AI is no longer just a meeting feature. It is showing up in setup, tuning, camera framing, audio optimization, diagnostics, and support workflows — all things that can help make deployments faster and easier to manage.

While over the past few years we’ve gotten familiar with in-meeting AI features like auto-framing and speaker tracking, it’s now being incorporated into even earlier stages of room design and deployment, and continues to enhance how we support spaces. 

Manufacturers like Crestron and HP have introduced AI design applications that assist with the whole process: 

• Validating room layouts
• Device recommendation 
• Placement, zoning and POV verification 
• Pre-deployment equipment prep and configuration
• Installation alignment tools
• Post-deployment room tuning, optimization and support

Another new standout solution we saw at this year’s show was Pleneo, an AI room deployment platform that can cut down project delivery time from what can sometimes take multiple days into a handful of hours. Pleneo’s platform is an AV and UC vendor agnostic software that leverages AI to design, deploy, monitor and manage rooms for several different collaboration platforms (Microsoft Teams, Zoom, etc.) at scale. 

“Every product shares one operating system, one cloud, and one goal: make big rooms feel small.”

Pleneo works by removing manual time and labour from the process, leveraging their RoomOS platform to speed up device selection, automate hardware placement based on room size and shape, auto-generate equipment BOMs (bill of materials), and reduce deployment time by pre-registering device MAC (media access control) addresses that come online the moment they’re connected to power. 

This easy deployment is powered by their proprietary on-prem RoomHub box, which performs onsite local audio/video processing, edge computing, communication with RoomOS and coordination between all connected devices. 

Pleneo also offers post-deployment room monitoring for support and management. 

Why this matters:
For integrators, AI design and deployment assistance will lead to faster device selection, better design validation and make solutions easier to deploy, adjust, manage and support. This will allow us to be more productive by delivering solutions sooner, increasing customer satisfaction and boosting the number of projects we can successfully complete.

For businesses, it means better, more intuitive collaboration solutions that actually save time and money on design and delivery—so you can use your new tech sooner while saving on labour.

Interoperability and platform flexibility are more important than ever

Manufacturers are heavily focused on providing all-encompassing room solutions that enhance platform experiences. Intentionally designed devices and workflows for Zoom Rooms, Microsoft Teams Rooms and Google Meet rooms that are tailored to each individual platform. When used to collaborate within their designated platform, these rooms provide a seamless and productive experience. However, as these platform-specific builds become more popular, another issue has become more apparent: 

Businesses still require flexibility to join meetings on other platforms, and leaning too far into differentiation is causing friction due to incompatibility or even complete lockout. 

This is why we are seeing a rise in popularity for solutions like Pexip and Synergy SKY that provide interoperability software that unlocks these platform-specific room systems to enable multi-platform connectivity seamlessly, and without unnecessary device workarounds. 

We also saw some standout BYOD solutions, like Barco ClickShare’s latest wireless BYOD solution for Microsoft Teams Rooms. Their new next-generation platform enables users to launch and participate in alternative meeting platforms, such as Zoom and Webex, directly from their laptops while seamlessly leveraging the room’s camera, microphones, and speakers. This provides greater flexibility for end users without requiring additional cabling or room configuration changes. 

Why this matters:
For manufacturers, there should be more consideration of the need for platform flexibility when bringing devices to the market, before they find their customers looking to competitors who offer the interoperability capabilities they need. 

For businesses, when looking to enhance their primary platform experience, it’s important to choose an AV partner that understands the need for added flexibility and delivers solutions that enable that desired friction-free experience. 

Security as foundational: 

Security is no longer an afterthought to be resolved later. It’s a major consideration that needs to be built into the design from the start. With so many digital, AI and cloud-based solutions, the possible risks are increasing with every new device or platform that hits the market. 

Today, more and more businesses are expressing the need to know how security and privacy will be managed and protected before signing off on room designs, and citing specific requirements for certifications from manufacturers such as SOC 2 or GDPR, and data residency concerns. 

This adds a whole new layer to how AV designers must navigate how we build rooms, adding considerations such as authentication, compliance and encryption to the process, further solidifying the growing convergence of AV and IT across the industry. 

Why this matters:
AV design is no longer just about meeting hardware requirements, but also ensuring that everything we deliver aligns with IT expectations. The most important question has shifted from “does the system work?” to “is the system secure and network-ready?”

AV-Over-IP is becoming standard

Not only are AV designs becoming simpler due to single-vendor systems, but IP-focused solutions are also becoming more common. 

Also known as AV-over-IP, manufacturers are prioritizing cleaner installation, simplified cabling and easier scalability by leveraging internet connectivity over traditional LAN or WAN configurations. IP configuration allows for video control, audio control and other data to flow through one single connection point rather than more complex USB or proprietary cabling. 

Why this matters:
One connection point is easier to configure, control and collect data from, while leveraging internet makes it simpler to add and/or oversee your devices without complicated matrix switches, fixed endpoints or manual routing.

This allows businesses to cut costs, grow or change environments quickly and promotes more flexibility. 

Some other quickfire trends to watch

The workplace is becoming measurable
There continues to be a major shift toward data. Everything in our AV environments is generating insight now—how spaces are used, how meetings run, how systems perform. Businesses are gaining more and more visibility into what’s actually happening in their spaces. 

For AV providers, this provides us the ability to be better business partners by making data-backed decisions based on real, validated information. The expectation is no longer that we are just designing and installing equipment, but acting as ongoing technology advisors that deliver long-term success for our clients. 

The Smart Workplace
End users have higher expectations of their workplace technology. It’s no longer about whether individual devices work as intended, or how sleek and modern the room is, but how every component comes together to work as one complete, intuitive system. Hardware, platforms, control systems and workflows should be so well integrated they aren’t even noticeable. Businesses want minimal user-interaction with their tech, with rooms that adapt to their users—not the other way around. 

Sustainability is at the forefront of decision-making
More and more businesses are evaluating solutions based not only on how well they solve their desired collaboration experience, but are also considering which ones offer the most longevity, lowest energy consumption and highest ROI. 

At the rate that new technology is being produced, there is a real desire from businesses to prolong the lifecycle of their technology; both to gain maximum usage and to lower carbon footprints. 

We are seeing an increase in solutions on the market that have a more positive impact across the board, offering more sustainable practices from design and install, to support and lifecycle planning.  

AV-specific furniture and flexible mounting solutions are becoming more popular
While technology is the engine that makes rooms work, it shouldn’t be the focal point of the space. Businesses want to be able to personalize their spaces and have flexibility when their hardware tools are not in use. 

Brands like Leon and Salamander are designing sound equipment and AV furniture solutions such as cabinets, tables and credenzas that bring style and character to the room without compromising the usability or accessibility needed to install and control technology. 

And vendors such as Global Mounts Group, Peerless AV and rp Visual Solutions provide mounts, carts, stands and more that make spaces more modular and easier to adapt to other use cases when needed. 

But it’s not just about the tech…

All the innovation on the show floor was inspiring and delivered tons of insights to bring back to our team, but what’s most memorable is always the time we get to spend with each other and connecting with members of our extended AV family. We had a great time attending several partner hosted events, which included a night at the famous Las Vegas Sphere to experience the Wizard of Oz in a whole new, immersive way at a VIP event hosted by Crestron, as well as a wonderful private dinner with our friends at Sharp Canada.

 

And of course, we can’t stop talking about the amazing Nu Disco night hosted by Peerless AV, featuring an amazing blend of retro and modern music, talented dancers, pyrotechnics and everyone dressed in fun, disco fashion.

The ladies on the team also attended the AVIXA Women’s Council Breakfast, featuring keynote speaker and Peabody Award-winning journalist Mariana Atencio. Her presentation, “Real Matters: Building Trust in an Unreal World,” explored the critical role of empathy, authenticity, and meaningful human connection in a world increasingly influenced by artificial intelligence and digital transformation. Mariana shared powerful insights on how organizations and individuals can foster trust, strengthen relationships, and remain genuinely connected while navigating rapid technological change. 

Outside of scheduled events, we enjoyed lots of great food (shoutout to the best giant cinnamon roll that was so good we ordered it two days in a row), friendly competition at the Formula 1 Las Vegas Grand Prix F1 Drive Experience and just taking in the exciting vibe of the famous city. 

What’s Next? (Conclusion)

Each day began at approximately 7:30 a.m. and extended well into the evening, reflecting our commitment to maximizing every opportunity for learning, networking, and relationship-building. The event provided an exceptional platform to strengthen partnerships, deepen industry connections, and collaborate as a team while gaining valuable insights from across the AV industry. 

Now that we’re home, it’s time to turn these insights into actions as we continue to design and refine the best AV solutions for our customers. 

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AV Managed Services vs. AV Support: What’s The Difference?

Summary:

AV managed services and on-demand AV support aren’t the same. Managed services come with both proactive and reactive monitoring, maintenance, and updates. Providers use remote management tools to detect, diagnose, and fix issues before they can cause disruptions and charge a predictable monthly rate that may also cover 24/7 support and strategic guidance to improve uptime and scalability. On-demand AV support operates on a break-fix model, which means you only get help when you call and pay each time.

AV Managed Services vs. AV Support: Which is Right for You?

Modern businesses rely on audiovisual (AV) equipment for everything from daily communication to virtual team-building exercises and global client presentations. Systems like these have a powerful ability to bring people together and streamline workflows when everyone can rely on them.

Like any technology, your AV systems can’t stay operational in a vacuum. You need to have the right supports in place to maintain and fix it if you want to keep benefiting from it long-term. Most businesses will outsource at this step because it’s easier and more cost-effective than hiring in-house AV experts.

Managed AV and AV Support can both add value, but it isn’t really about having one or the other. We’ll walk you through why it makes more sense to have both models in place at once below.

What Are AV Managed Services?

Managed services create an ongoing partnership between your organization and your provider. Instead of calling a number for help when something goes wrong, you get a more comprehensive set of services that cover both proactive and responsive care for your entire AV ecosystem.

This typically includes:

• Remote monitoring and management (RMM) 
• Real-time alerting and incident response
• Preventative health and security checks
• Automated testing for meeting rooms and other spaces
• Technology lifecycle management

Managed Services save businesses money over time by reducing the need for on-site visits and the amount of incidents that turn into serious disruptions.

How Do AV Managed Services Work?

Every provider is a little bit different, but here’s how it works at ET Group. We start by installing secure remote monitoring and management (RMM) software across your network. The program runs invisibly in the background without disrupting day-to-day operations.

Once the RMM is in place, our support experts can:

• Detect issues in real time. The RMM alerts our support team whenever devices like cameras, microphones, or digital signs go offline so we can take action to resolve it.
• Diagnose problems remotely. Technicians can often pinpoint what’s wrong and fix it at the source from a distance, which means you don’t need to wait for a visit.
• Automatically restore or reset devices. If your device and network infrastructure are compatible, the RMM can send out a command to reset or restore the equipment when it detects a problem.
• Keep uptime high. Automated health checks and proactive maintenance, including software and firmware updates, ensure your AV stays online, operational, and ready for use.
• Track data and trends. Reviewing factors like usage, performance, and capacity helps us provide tailored advice for getting the most out of your systems.

You’ll also be assigned an account manager as a single point of contact who understands your AV environment, your needs, and how they evolve over time.

Read More: 5 Ways Managed Help Desk Services Support Your AV

What Are AV Support Services?

Support services provide reactive assistance when something goes wrong or your AV equipment goes down. Essentially, if it breaks, you call us, and we assign someone on our team to take ownership of the case, diagnose the problem, and fix it.

How Do AV Support Services Work?

At ET Group, support and maintenance services are typically handled through Service-Level Agreements (SLAs). What this means is that we set up a contract that spells out your exact needs as well as factors like how and when to reach out, when you can expect us, and what’s included under your agreement.

This typically includes:

• 24/7 access to our help desk and/or ticketing system
• Basic troubleshooting over the phone for teams
• On-site fixes when your hardware, software, or network stops working
• Preventative maintenance, scheduled checkups, and routine updates
• Asset management, including coordinated procurement, RMAs, and hardware replacements

We do occasionally provide break-fix services for one-off situations. However, most organizations prefer an ongoing partnership under a contracted SLA for the reliability, speed, and consistency it provides. 

Comparing AV Support and Managed AV Side-By-Side

 

How Managed and Support Services Work Together

Imagine that a 200-person firm with offices in Toronto, Ottawa, and Calgary relies heavily on video conferencing for client meetings and cross-office collaboration. They have 12 meeting spaces in total and rely on their unified AV during tax season, when they see a sharp uptick in client presentations.

A ceiling microphone array fails to connect in Toronto minutes before a 2:00 p.m. presentation with a major corporate client. Key stakeholders are dialed in and waiting. All other rooms are currently full.

Here’s what happens next:

• At 1:58 p.m., ET Group’s Managed Services platform detects the microphone failure and alerts the support team.
• At 2:00 p.m., a remote technician logs in, identifies a firmware error, and pushes a fix. The microphones reconnect, and the meeting continues after only a brief delay.
• At 4:45 p.m., the same microphone array disconnects again. The RMM platform identifies the problem as a physical issue that can’t be fixed remotely and escalates it for on-site service. A technician is immediately scheduled to arrive on-site at the start of business hours the next day.
• At 4:47, an administrator calls ET Group’s help desk, but the Managed Services platform has already flagged the issue for follow-up and made the appropriate arrangements.
• At 9:00 a.m. the next morning, the technician arrives and discovers a frayed CAT6 cable leading to the array that became pinched behind nearby infrastructure.
• At 9:15 a.m., the technician finishes replacing and testing the cable, then confirms the problem is fixed. The ticket is closed and an incident report is shared with the client confirming the affected devices, diagnosis, and resolution.

The Outcome:

Both problems are detected, diagnosed, and resolved faster through a combination of proactive monitoring and reactive AV support services.

The Benefits of Outsourcing AV Support For Businesses

Outsourcing lets Canadian businesses tap into AV expertise without the resource drain that comes with building teams in-house. For perspective, the average salary for an AV tech is about $70,000. Multiply that by the number of people you need and it’s easy to see how fast the costs start to snowball.

Partnering with a company like ET Group is more cost-effective and gives you more value for your money at every step. You get access to:

• Certified AV experts with the latest training and a deep knowledge of AV tech.
• A team that works in your best interests to help you use and scale your AV more efficiently.
• The ability to scale your services up or down depending on how your business changes.
• A provider that can handle escalate tasks like warranties, parts, and procurement on your behalf.
• Support services that take the pressure off internal teams instead of burdening them. 
• A long-term AV strategy to keep stakeholders, priorities, ideas, iteration, and testing aligned.

Here’s a little proof from our own case studies here at ET Group:

A national enterprise in the finance industry saw a 98.7% faster time to detect issues, a 75% drop in support tickets, and six-figure annual savings after we successfully rolled out RMM for them. Admittedly, it can take time to get results like these, but it’s common to see a significant improvement within 30 days.

How to Choose the Right AV Provider

First and foremost, don’t hire the first company you find online. Take some time to research them, learn about their history, and explore what they’ve done in the past. Reputable providers will be happy to show you case studies or testimonials from real clients that prove what their value looks like in practice.

What you’re looking for is:

1. Industry and AV experience, preferably within the same niche or market sector.
2. Tech certifications from major AV manufacturers, like Zoom, Microsoft, Synergy Sky, or Cisco.
3. Service level agreements (SLAs) that specifically outline response and resolution times.
4. RMM that’s extensive enough to keep up with your specific AV needs (e.g., hybrid work).
5. A Canada-wide network of technicians so you don’t need to wait days for a technician to arrive.
6. Client references that speak to real-world reliability and show clear proof of their achievements.
7. Multiple channels of communication, including phone, email, SMS, or ticketing systems.
8. Transparent service-level agreements, so you always know exactly what you’re getting.

When you find a company you think fits the bill, ask for a demonstration, discovery call, or meeting so you can get more info first. Pay close attention to how they respond to your questions and how willing they are to explain things clearly. A good provider won’t rush you through the details or gloss over your concerns.

Get Reliable AV Support From ET Group

Meeting systems and other AV tech can be incredibly powerful, especially when they’re designed from the ground up with your business’s workflows in mind. The core issue most businesses run into with systems like these is a lack of appropriate support. That’s where managed AV services come in.

ET Group helps enterprises and other large-scale organizations develop, support, and scale unified communications (UC) systems that keep teams focused on their work, not the latest breakdown. To learn how we can help you get the most from Managed AV and AV Support, book a discovery call!

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5 Ways to Use a Video Wall in Your AV Design

5 Useful Ways to Include a Video Wall in Your AV Design

Summary:

• Video walls expand the idea of display screens into much more versatile solutions that can cover larger areas. Popular brands like Samsung, Barco, Christie, Sony, and Nanolumens all approach the technology in a slightly different way.
• You can use video walls to enhance meetings, support collaboration, make a good first impression on retail customers, help people navigate, or share real-time data. Whatever your goals, it’s essential to plan out these installations strategically to support them.
• Key specs like high resolutions, high refresh rates, color depth, and pixel pitch can affect user experiences depending on how you use video walls. Consider the specific features that will support your needs to keep your investment in this technology efficient.
• Factors like size, resolution, and technology can have a big impact on the final cost of your video wall. Working with an AV technology consultant can help you find options that fit your budget and goals.

A well-integrated LED, LCD, or 4K UHD video wall can help businesses achieve many goals: from branding and marketing to wayfinding, engagement, and real-time data display. They can also be costly—which is why it’s so important to design, integrate, and use them strategically.

At ET Group, we deliver scalable, human-centric AV solutions built around the ways people work, collaborate, and communicate. Explore our video wall solutions and use this guide to learn more about how to choose the right systems for different use cases.

What Is a Video Wall—and How Does It Work?

Historically, the term “video wall” referred to a collection of large-format displays grouped together into a single visual canvas. They were usually tiled together in a grid controlled by a device that syncs content across all screens. Common examples of this approach include:

• LG’s Ultra Narrow Bezel Video Wall Displays (e.g., 55VH7J-H)
• Samsung’s VHR-R Series
• Barco’s UniSee LCD video walls
• Planar’s Clarity Matrix LCD
• Christie’s Extreme Series LCD
• Sharp/NEC’s MultiSync® Video Wall Series

If you’ve ever used “Extend Display” mode in Windows to stretch your desktop across two monitors, it’s the same basic concept on a much larger scale.

How Modern Video Walls Have Evolved

Video wall tech has come a long way over the years. Today’s most cutting-edge products are still made up of modular panels, but they’re intentionally designed to be so seamless, there are no visible black borders or bezels. Common examples of this updated take on the video wall include:

• Nanolumens’ Nixel™ Series 
• Samsung’s The Wall (MicroLED)
• Barco’s LED XT Series
• Planar’s TVF Series (fine pitch LED)
• Christie’s MicroTiles LED
• Sony’s Crystal LED (CLED) displays

More recent breakthroughs include curved and flexible panels. They make it possible to quite literally wrap the screen around architecture and other building features.

5 Smart Ways to Use a Video Wall in AV Design

1. Create a Seamless Hybrid Meeting Experience

In large conference rooms and other meeting spaces, video walls make it easier to see, stay engaged, and get the right message across. They can help you display: 

• Multiple remote participants into the conversation at lifelike size.
• Content like presentations, interactive whiteboards, or spreadsheets.
• Live camera views of in-room participants and/or presenters.
• Looped content like branded elements, logos, images, or video. 
• Captions that support accessibility for the Deaf community.

The beauty in this kind of setup is that it adds equity without forcing people to constantly switch tabs or flip between screens. Everyone present can see the same content, and potentially, also interact with it.

Learn More: Designing Conference Rooms that Work for Today’s Offices

2. Make a Memorable First Impression in Public Spaces

Video walls are an excellent option for lobbies, reception areas, and other public-facing areas because they look impressive and deliver a user experience most people enjoy. People aren’t typically so moved by signs that they’ll tell all their friends—but they will remember eye-catching videos, art, or messaging.

Public-facing video walls should either solve a problem for guests or make their experience more enjoyable in some way. Think of them as a type of digital signage you can use to share:

• Welcome messages for clients or guests.
• Company stories, highlights, or impact data.
• Real-time news, weather, or social media feeds.
• Show-stopping art—see how we helped Bentall Green Oak achieve this.

Most displays support at least one content management system (CMS)—like BrightSign, Xibo, Scala, Appspace, or SignageLive. Every manufacturer is different, but all of these platforms serve the same overall goal: they make it easy to change out content as you please.

3. Support Collaboration in Multi-Use Rooms

Designing a flexible space that can support team huddles, client presentations, social gatherings, and other uses isn’t easy. Groups must be able to adjust furniture, AV equipment, and other room features in minutes, then reset it all on a dime. Because video walls are so versatile, they can actually help you achieve this goal by letting people adjust the screen for:

• Impromptu social gatherings, parties, or celebrations.
• Client presentations, pitches, and product demonstrations.
• Interactive workshops, training sessions, and skill-building classes.
• Hybrid meetings between people working from home and on-site.
• Reviewing analytics from reports, dashboards, or other sources in real-time.

Adding interactive overlays, or going with a product that’s interactive right out of the box, opens up a whole world of possibilities for any user who walks into the space.

4. Help People Navigate Your Space

Video walls can make it easier for people to understand and find their way around large properties like school campuses, shopping centres, hospitals, multi-floor offices, and event venues. Because they’re so large, it’s easy to display multiple forms of content at the same time, including:

• Interactive signposts, building maps, and/or directories.
• Real-time updates on room availability, bookings, or schedules.
• Sales, promotions, and other retail-oriented special events.
• Emergency alerts and evacuation instructions during a crisis.
• Multi-language translations for all of the above information points.

Scheduling software, occupancy sensors, and other tools can help take this to the next level by rotating content out based on the time of day, foot traffic, or events. Visitors get the information they need on a crystal-clear screen that’s large enough to see from a distance so they use their time more effectively.

5. Share Data & Dashboards in Real Time

Data is what powers nearly every workplace and industry, but it’s mission-critical in industries like healthcare, finance, energy, and security. Video walls surface a unique opportunity to present facts, figures, and insights in a way that’s actionable and beautiful, too.

The value of highly visible real-time data goes even further in command and control rooms. When situational awareness and fast decision-making are non-negotiable, video walls make it easier for teams to oversee live operations, analyze data, and respond swiftly to emerging challenges.

You can pull information from a broad range of platforms if you have the right infrastructure in place. Some of the most common examples across the industries we work with include:

• Business Intelligence (BI) tools like Power BI, Tableau, or Looker.
• Tracking platforms like AWS IoT Core or Zebra MotionWorks
• Incident and alert systems like Splunk, Dataminr, or Everbridge.
• Live mapping tools like ArcGIS or Google Maps.
• Financial data platforms like Bloomberg Terminal or Refinitiv Eikon.
• Industrial control systems like Ignition or EcoStruxure.
• Security camera feeds from Milestone Systems or Axis Camera Station.

Large central displays also serve another important purpose by making sure that everyone has access to the same information at the same time. This reduces the risk of costly mistakes.

Read More: How to Stay Informed About Your AV, Spaces and Users

Step-by-Step: How to Plan & Install a Video Wall

Installing a video wall isn’t just about ordering the most expensive screen, mounting it on a wall, and hoping for the best. Solutions like these must be purpose-built around the people who will use them day-to-day and your goals in order to be truly effective. Here’s how to get it right.

1. 1. Define Your Goals. Spend some time thinking about what it is you want to achieve. What’s the budget, and how will a video wall help you reach your goals? At ET Group, we include this in our discovery process to ensure projects stay aligned and on track. 
   2. Evaluate the Space. Factors like the physical dimensions of the space, sightlines, lighting conditions, and traffic patterns can make video walls more or less effective. We can map out configurations in 3D or VR to help you get a sense for what works—and what doesn’t. 
   3. Pick the Right Tech. Get to know the differences between what’s out there: LED vs. LCD, high resolution vs. standard, fine pixel pitch, brightness levels, refresh rate (Hz), and color accuracy or space. Or, explore your options with one of our AV experts instead.

• Design With Intention. Video walls should be easy to integrate with your favorite platforms and tools, but they don’t always come with compatibility right out of the box. ET Group can help you design a custom AV solution based on your needs. 

1. Plan Your Installation. This is about more than just scheduling. Crews may need to reinforce walls, run new power and data lines, improve ventilation, or adjust your IT stack—and that’s before the installation even happens. If you don’t have an in-house IT team, ask how we can help.
2. Train, Test, and Improve. If you want people to adopt a new technology, you need to give them the tools and information to make effective use of it. Browse our resources or ask us how our workshops and training sessions can help people make the most of your new video wall.

If you’re feeling a little overwhelmed by how involved the process is, please know that this isn’t a path you need to try and navigate alone. In fact, you shouldn’t—because the end result will always be better when you strategically partner with an AV provider like ET Group.

Key Specs To Look For in Video Walls

No two video walls are exactly the same, and not every business will need the largest, most expensive, or highest-resolution product on the market. To accurately judge which specs matter to you and make the biggest difference, you need to know what they actually say about the product.

Let’s review the most common:

• Pixel Pitch. This refers to how sharp images are up close. You want a smaller number for board rooms and standard meeting spaces and a larger number for big, open areas.
• Brightness. This refers to how bright the display is, and is typically measured in nits. A higher brightness rating of 3000+ will cut through glare and light from nearby windows, but it can also be overwhelming and hard on the eyes in smaller spaces.
• Color and Bit Depth. This affects how vibrant and accurate the colors on the screen look. Look for 10-bit color and support for color standards like Rec.709 or DCI-P3 for the most lifelike experience. 
• Refresh Rate. This is how often the image updates each second. Higher rates like 120Hz or 240Hz produce smoother playback and flicker less, which is ideal.
• Viewing Angle. This tells you how far off to either side people can be before the image on the screen fades or distorts. Wide angles of at least 160° are best for video walls.

Be cautious about flashy features that look impressive, but don’t necessarily add any real value to the average setup. Ultra-high resolutions, like 8K, are a great example—they look nice, but they cost a lot more and 4K is often sufficient.

The Many Factors That Affect Cost

Because the average upfront cost can vary so widely, we strongly recommend sending us a message for a tailored quote. We’ll chat a little bit about your needs, your space, and your goals to ensure you’re on the right path—before you start writing cheques. Check out the table below for  an overview until we meet.

Let ET Group Design Your Next Video Wall Solution

Video walls can be transformative, exciting, and engaging, especially when they’re designed around real, grounded human needs, but they can also be a costly burden or annoyance instead. It’s how you integrate them into your broader AV strategy that makes the most difference.

ET Group builds video wall solutions that help you raise brand awareness, support more effective hybrid collaboration, and give people the guidance they need when they visit your space. To make sure yours is truly an asset to your business, book a discovery call today.

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Consultants vs. Vendors: Choosing AV Equipment Suppliers for Your Business

Consultants vs. Vendors: Choosing AV Equipment Suppliers for Your Business

Summary:

• AV consultants offer strategic guidance and long-term support. They’re ideal for companies that want to build human-centric meeting spaces people love.
• AV vendors mostly sell and ship equipment, but may offer limited support before or after the sale. They’re better for one-time purchases and short, simple projects.
• To find a reliable supplier, look for verifiable, relatable experience, total transparency around pricing, and a strong reputation for success. Shared values, strong support options, and clear-honest communication lead to stronger partnerships.
• Working with a strategic partner like ET Group that provides end-to-end services is the best way to guarantee success. You get access to AV design, procurement, logistics, testing, staging, installation, and dedicated project management.

AV consultants and vendors both help clients procure and use technology, but the way they serve their clients is very different. If you treat them like they’re interchangeable, you may end up disappointed with the level of service you receive.

Getting to know what each type of business can provide is the best way to set realistic expectations about what they can do for you. Below, our experienced technology consultants at EV Group help you learn about the pros and cons of each approach so you can make the best possible choice.

What to Expect From AV Consultants

AV consultants are the best choice for companies that need more than just a display or two with a quick setup. They become strategic AV partners who design, integrate, and support AV systems to solve the specific business problems your organization faces.

What AV Consultants Do:

• Identify collaboration challenges and technical obstacles.
• Offer strategic advice to align AV with business goals.
• Design meeting spaces around how your teams actually work.
• Address unique needs like compliance, mobility, or remote collaboration.
• Adapt AV systems to your physical space and company culture.
• Plan for scalability, flexibility, and future platform compatibility.
• Provide hands-on training, testing, and user adoption support.
• Adjust systems after rollout based on real feedback.

When you hire ET Group for technology consulting, we also handle sourcing, sales, shipping, and installation directly. Other options might partner with third parties for some or all of these services—so it’s important to vet potential partners carefully.

Learn more about ET Group’s AV Installation Services

Pros:

• More comprehensive support for enterprises and large organizations.
• Essential for mission-critical environments where downtime isn’t an option.
• You get long-term support and guidance as your needs evolve and change.
• The risk for costly mistakes is lower because they get it right the first time.
• Systems are purpose-built, making them more scalable and future-proof.
• Strategic planning and design typically results in stronger ROI.
• Full-lifecycle support and guidance (planning, install, training, monitoring).

Cons:

• May not be necessary for one-and-done projects.
• Longer development timelines—good AV design takes time.

There’s also a myth that working with consultants like us requires a higher initial investment—but when you weigh the costs of getting your AV setup done right the first time against the costs of buying the wrong technology over and over again through vendors in a time-consuming piecemeal process, it’s often much more cost-effective to invest in this kind of strategic guidance up front.

Bottom Line:

Choose AV consultants if you need a trusted partner who can work closely with you to build systems around your people, workflows, and long-term vision. You’ll get better results that bring real value to your teams without wasting money.

What to Expect From AV Vendors

AV vendors sell essential AV hardware and other related products. Much like a warehouse, they’re mainly focused on sales—not helping you figure out the best way to leverage it, manage it, or make it work. For the most part, your relationship with them ends once you purchase a product.

What AV Vendors Do:

• Sell you new AV hardware—like speakers, microphones, and displays.
• Help you license software, like Microsoft Teams Rooms (MTR) or Zoom Rooms.
• Let you shop for equipment from specific brands or product lines.
• Ship hardware to your location or individual offices around the globe.
• Provide limited access to warranties or basic post-sale support.

Most vendors will be happy to help you explore your options because it wins them sales, and a few also offer post-sale support. But in most cases, you’re more or less on your own once the deal is closed.

Pros:

• A fast way to buy AV hardware—as long as you already know exactly what you need.
• Cost-effective for one-time purchases/standardized kits.
• Useful for businesses with in-house AV design teams.

Cons:

• No real strategy, AV design, or workflow alignment involved.
• Little to no help with integration, training, or end-user adoption.
• If something breaks, you’ll need to call in a specialist to fix it—and incur extra costs.
• The risk for poor or unequal user experiences is higher.
• Limited or no real regulatory or compliance awareness.
• Lack of strategic guidance lowers ROI long-term.

Bottom Line:

Choose an AV vendor if you already know what you need and don’t need anything other than a place to buy equipment. Just be sure you’re aware of what you’re getting and what you’ll need to sort out on your own.

How to Choose a Reliable AV Supplier

Finding the right supplier starts with understanding of your needs. You don’t need to spend a ton of time on this or develop a business-level proposal for how you’ll use the AV, but you should at least have some idea about what you’re trying to achieve.

Take some time to think about the role both the company and the AV itself will play. Chat with the people who will use it daily and key shareholders and ask them what they’d like to see, if there are any budget constraints, and if you need to adhere to any other limitations.

Once you have these basics nailed down, it’s time to start exploring your options. Look for traits like these first:

• Verifiable Experience. Look for case studies, project examples, or long-term client relationships that show they’ve delivered results. If you can’t find them, the company might be too new, not yet fully established, or questionable.

• Related Experience. Companies that already work in the same space, province, or country are more likely to understand how these factors influence business. If you’re doing business in Canada, it’s best to choose a Canadian provider.

• Total Transparency Around Pricing. Trustworthy suppliers will be happy to discuss the cost of installation, licensing, and ongoing support. It’s okay if they need a bit of time to work up a quote, but be cautious if they try to rush you into plans right away. 

• A Strong Reputation. Read reviews and testimonials on the company’s website, social media accounts, and Google. Take them with a grain of salt, but look for patterns like repeated mistakes or complaints.

• Shared Values. Feel really passionate about sustainability, hybrid work, or diversity? Look for providers who share your values. This helps solidify the working relationship so both sides are working toward the same goals.

• Easy-to-Access Support Options. Suppliers should have easy-to-access support options available by telephone and email. Ticketing portals, dedicated account reps, and static points of contact add value by giving you more options. 

• Clear, Honest Communication. “I don’t know, but I’ll find out” is honest and truthful. Dodging the question, giving vague, evasive answers, or taking weeks to respond is a red flag—and won’t likely improve later on.

When you find a provider that looks promising, ask for a quote, demo, or discovery call. Treat it like a job interview and pay close attention to how they respond to points like your budget and technology goals. That’s the best way to find the right fit.

The Benefits of Working With ET Group

Businesses that partner with ET Group get more value for their money, enjoy better outcomes, and experience fewer hassles along the way. We’ve spent over half a century helping clients across some of the most complex industries in the world design and leverage AV, and we have the awards and customer success stories to prove it.

When you partner with us, you’re getting more value for your money because we’re agile enough to handle everything:

• Strategic AV design tailored to your workflows, security needs, and long-term goals.
• Procurement and logistics including sourcing, storing, and managing equipment.
• Staged and tested deployments that reduce mistakes and unnecessary downtime.
• Project management to keep your largest and most important projects on track.
• Expert installations by people who make seamless integration a priority.
• Support services to keep systems optimized and online.

It’s this all-in-one approach that allows us to deliver the kind of long-term value you won’t find at piecemeal vendors and shops. Because smart AV investments aren’t just about what you buy or how much you spend—they’re about getting it right the first time and keeping it there.

That’s what makes ET Group such a smart investment for businesses. We manage your project end-to-end so you only pay for what you actually need, meaning you run into fewer surprise expenses, pay less for AV over time, and need to overhaul your AV less often.

Find the Right AV Solution For Your Business With ET Group

Working with the right AV partner means fewer risks, better results, and systems that support the way your team works. At ET Group, we don’t just sell equipment—we help you align your technology, teams, workflows, and culture into a cohesive and unified system.

Ready to take a smarter, more value-oriented approach to AV? We’re ready, willing, and able to help. Book your discovery call today to learn more.

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How to Nail Modern Conference Room Design

How to Nail Modern Conference Room Design

Summary:

• Modern conference rooms need more than just cutting-edge technology. You also have to factor in features like room acoustics, lighting, speakers, camera positioning, microphones, furniture, and the layout of your space.
• Good camera positioning keeps everyone visible and connected, avoiding awkward angles and poor framing. Thoughtful lighting enhances visibility and helps people look their best on camera. The goal is to create a natural, face-to-face feel by maintaining virtual eye contact, so remote participants feel equally present in the room.
• High-quality microphones and speakers ensure voices sound clear and natural, preserving tone, nuance, and intent. Pair them with AV-friendly furniture that keeps cables hidden and sightlines open for cameras and displays to maintain a clean, professional environment.
• Monitors, displays, and screen-sharing tools make meetings more interactive, collaborative, and engaging. Soundproofing helps reduce distractions—and prevents everyone in the room from distracting the entire office.
• Smart room features let you switch platforms and control lighting, AV, HVAC, or scheduling with the click of a button. This removes friction from the meeting experience, allowing people to focus on what matters.
• Branded, professional backdrops enhance meeting spaces and reinforce your organization’s identity in-person and on-camera.

Today’s conference rooms have the potential to be much more than just a place for executives to meet. When they’re designed with intention and stocked with the right tools, furniture, hardware, and features, they become a central hub for collaboration.

But the simple truth is that many meeting spaces suffer from bad lighting, awkward layouts, painful furniture, and confusing tech. Poor implementation can turn promising new space into a place people consciously avoid—and that’s wasted ROI.

ET Group helps businesses design flexible, adaptable meeting spaces that honor the humans at the heart of every workflow. Let our team show you how to make modern conference rooms efficient and functional below, then book a discovery call to start planning yours.

1. Position Cameras to Enhance Visibility

Good camera placement helps participants feel present, seen, and engaged—whether they’re in the room or joining remotely. Poor angles can exclude people from view, distort body language, or make virtual eye contact feel unnatural. Inclusive camera setups support meeting equity by ensuring everyone has a seat at the (virtual) table.

What You Need to Consider:

• The shape and size of the conference room (e.g., huddle space vs. boardroom).
• Clear line of sight between the camera and all participants.
• Flexible furniture or seating arrangements that may change.
• Placement of screens, whiteboards, and other interactive tech.
• Lighting conditions from windows, fixtures, and lamps.

Tips for Nailing Camera Placement

Walk around the room a few times and pay attention to what you see—how does the line of sight shift? Use what you learn to customize best practices like these:

• • Mount cameras at eye level when seated (about 36 to 42 inches from the floor in most conference rooms). This helps make eye contact feel more natural.

• Mount cameras slightly higher and angle them downward if obstacles will impede the line of sight. Avoid aiming them upward—it’s almost always unflattering. 

• • Use dual or multi-camera setups in large or irregular rooms to keep all voices and faces in view. This avoids the “back of the room” problem and supports balanced participation.
  • Keep cameras away from bright lights, like windows, lamps or spotlights. It can introduce glare that confuses the camera’s built-in auto-exposure.

• Enable features like auto-framing or AI speaker tracking to center participants and make the conversation flow easier to follow for remote viewers.

Still relying on an old webcam or outdated camera? Consider this your sign to invest in something new—like Jabra’s PanaCast line.

Read More: The Best Zoom Rooms Hardware for 2025

2. Optimize Lighting to Eliminate Shadows & Glare

Balanced lighting is essential in conference rooms. Too little, and remote participants will struggle to see details and make out facial expressions. Too much, and you risk blinding everyone and introducing glare or harsh shadows.

What You Need to Consider:

• Fixture and bulb type (e.g., LED, fluorescent, halogen).
• The placement and angle of all light sources in the room.
• If you get natural light from windows and skylights.
• How light will bounce off reflective materials (e.g., tables).

Tips for Nailing Lighting

Lighting needs to be carefully balanced—otherwise, people may be unable to make out details or even the current speaker. To get it right, follow these tips: 

• Use indirect lighting sources, like wall sconces or diffused ceiling panels, to light the room without creating harsh shadows. Avoid bare bulbs and spotlights.
• Color-corrected LED bulbs make skin look more natural on video, rather than washing people out. Aim for >5000K to help people put their best face forward.
• Stay away from overhead fluorescents—they give people migraines, introduce glare on screens or displays, and cause unflattering shadows or flickers on video.
• Tie smart lighting into your AV control system (if you have one) for quick changes between meetings, presentations, and social gatherings.

Keep in mind that lighting adds ambiance. If you find you’re struggling to achieve that delicate balance between visibility and ambiance, recessed lighting will help.

Read More: Essential Meeting Technology for Office Board Rooms

3. Set Up Microphones & Speakers for Clear Audio

Poor quality speakers and microphones will derail a meeting faster than you can say “this meeting should have been an email.” Squelchy voices, feedback, and interference make it impossible to hear participants and virtually erase all evidence of tone of voice or intention.

What You Need to Consider:

• Microphone type (cardioid, beamforming, omnidirectional) and placement.
• The wattage (power) of your sound system and/or speakers.
• How sound echoes off of materials like wood, cement, and glass.
• Ambient noise pollution from HVAC, printers, foot traffic, and vehicles.

Tips for Nailing Audio Setup

Before you do anything else, test the acoustics of the room. Walk around while having a conversation, use any current equipment, and try playing music. This will help you identify dead zones or areas with poor coverage, but you should also:

• • Pick the right mic for the job. Ceiling-mounted beamforming mics work best in most conference rooms because they dynamically track speakers without table clutter.

• Use table microphones when consistent mic placement is possible. These work well in smaller boardrooms and spaces where participants always sit in the same place.

• Choose beamforming mics or wireless boundary mics if your conference room also serves as a flexible ad-hoc space with constantly changing layouts.

• Mount speakers on the ceiling or walls and space them evenly apart at the same height to ensure consistent sound coverage.
• Audio should originate from the front of the room on video calls. This helps anchor attention on far-end speakers during video calls.
• Use time-aligned (delayed) ceiling speakers in larger rooms to extend clarity. This creates a more natural, front-focused listening experience.
• Use hardware with built-in digital signal processors (DSPs) to automate voice levels, block echoes, and filter out background noise.

You’ll need more powerful speakers in larger conference rooms—often paired with an amplifier—to deliver clear audio across the space. All-in-one media bars are a great fit for smaller spaces because they come with built-in speakers (and often microphones and cameras), providing strong performance without the need for separate audio components.

Read More: How to Make Technology Buying & Investment More Effective

4. Choose Ergonomic & AV-Friendly Furniture

Conference room design isn’t interior design, but that doesn’t mean furniture should be an afterthought. Seating, tables, and sofas can impact sound clarity, block line of sight, and just make people incredibly uncomfortable if they aren’t carefully selected.

What You Need to Consider:

• How furniture materials affect acoustics (fabric vs. hard surfaces).
• How the layout affects line-of sight to cameras and displays.
• Cable management options like integrated power outlets.
• How light and sound bounce off hard, shiny surfaces, like metal.

Tips for Nailing Your Furnishings

When you’re picking furniture, think about how people use the space and aim for ergonomics over pure comfort. The goal is to prevent repetitive strain without putting people to sleep! To make the most of what you buy, apply tips like these:

• • Tables with hidden cable trays and pass-throughs let you tuck away cables, power cords, and other miscellany. This helps keep surfaces neat and clear.
  • Glass, metal, and other hard, shiny surfaces reflect both sound and light, introducing glare and echo. Adding rugs and upholstered furniture will dampen it.

• Modular furniture from companies like Structube or Steelcase will make it easier to use the conference room as a multi-purpose space, if desired.

• Pick durable, washable materials to make spills and wear and tear easier to address. Scotchgard can help lock out coffee and other staining liquids.

In general, it’s worthwhile to invest in decent furniture because it tends to hold up to regular wear and tear better—but price doesn’t always equal quality. 

5. Arrange Monitors & Displays for Easy Screen Sharing

Monitors, screens, and displays help make meetings more interactive and collaborative, but if you set them up in the wrong place, participants won’t be able to see them. Interactive whiteboards and other display tools need to be easy for everyone to access, too.

What You Need to Consider:

• The ideal mounting height and screen angle.
• How many displays you want or need.
• How natural light affects glare and reflections.
• If you plan to share photos, videos, or files.
• The impact of room size (bigger room, bigger display).

Tips for Nailing Monitor and Display Placement

Every room is different, so it’s difficult to give specific advice without knowing more about your space. That said, these best practices are broadly applicable:

• Mount screens just above at seated eye level whenever possible. Placing them too low or too high can quite literally be a pain in a participant’s neck.
• Use multiple displays or ultra-wide screens for viewing media, including videos, photos, charts, and text, in very large conference rooms or multi-use spaces.
• Ultra-low-latency wireless displays make it easy for participants to share their screen, files, or materials from their own personal devices.
• Don’t place displays by windows—the light will create harsh glare for at least part of the day. This is usually worse in high-rises with east or west-facing windows.

If you’re stuck with overly bright lighting or don’t have a lot of options, anti-glare coatings can help—but they do sometimes make displays hard to see from an angle

5. Optimize Acoustics to Minimize Distractions & Echoes

Unwanted noise is one of the most common complaints in conference rooms. Foot traffic, HVAC systems, or even airplanes overhead can disrupt focus—and poor acoustics only amplify the issue. Hard surfaces bounce sound around the room, making it difficult for participants to hear and be heard clearly.

What You Need to Consider:

• How sound reflects off walls, ceilings, and floors.
• Gaps around doors and windows that allow noise to enter or escape.
• The size and shape of the room and how it affects sound behavior.

Tips for Nailing Acoustics

Getting acoustics right is all about controlling how sound behaves. You can reduce distractions and enhance clarity with a few thoughtful adjustments:

• Add acoustic panels or wall treatments to absorb sound and reduce reverb.
• Use soft materials like carpets, curtains, or upholstered furniture to dampen noise.
• Seal gaps around doors and windows with acoustic seals or sweeps.
• Choose microphones and speakers tuned to the acoustic profile of the space—how the room’s size, shape, surfaces, and background noise affect the way sound travels.
• Use sound masking systems, like Biamp’s Cambridge Qt X, to introduce low-level background noise to make speech less intelligible at a distance—helping reduce distractions and protect privacy in open offices or shared work areas.
• Look for a high Noise Reduction Coefficient (NRC) when you’re buying soundproofing panels. The higher the number (0.0 to 1), the better.

Sound masking systems, like Biamp’s Cambridge Qt X, introduce low-level background noise to make speech less intelligible at a distance. This helps reduce distractions and protect privacy in open offices or shared work areas. While these systems aren’t typically used inside meeting rooms, sound masking can be a great addition to the area outside conference rooms because they prevent conversations from being overheard or interrupted.

6. Integrate Smart Room Controls for Seamless Video Meetings

Smart room controls bundle lighting, AV, HVAC, scheduling, and cross-platform compatibility into one cohesive system you can control with the click of a button. They help make conference rooms more efficient, more comfortable, and more enjoyable to use.

What You Need to Consider:

• If existing AV, HVAC, and lighting are compatible.
• Whether the system supports Zoom, Teams, Webex, etc.
• The potential for integration with calendars or One-Touch Join.
• If you want to install occupancy sensors in the room.

Tips for Nailing Smart Room Controls

Step 1 is to get expert advice first. Smart systems and interoperability features are very complicated, and the more variables at play the harder they are to integrate. We’d love to help you develop a strategy for implementing tips like these:

• Talk to everyday users, not just key stakeholders. Control systems should save people time, not force them to spend more time micromanaging.
• Use controls to save money and the environment. Set systems to activate when someone enters the room and power down when they leave.
• Calendar-based automation can help you automate conference room booking as well as video or audio calls. One-Touch Join is what makes everything interoperable.

It’s easiest to look for systems that are already compatible with platforms like Teams, Zoom, and Synergy Sky. If there’s nothing available, it may be possible to build an integration from scratch to fulfill your needs.

7. Create a Camera-Ready Background for Virtual Calls

What’s in the background of your video calls can be easy to overlook even though it has the potential to negatively affect perception. Cluttered, poorly lit desks, bad paint jobs, and the remains of the last meeting distract participants and make people look less professional.

What You Need to Consider:

• The color, texture, and style of the wall.
• Where windows, mirrors, and bright objects sit.
• How consistent the lighting is throughout the room. 
• If you want to include clear branding and/or marketing materials.

Tips for Nailing Background Setup

Most conference rooms are professional in nature, and that means what’s in the background is, too. If you’re developing for the first time or in an open-concept space:

• Stick with neutral, professional colors, like earth tones. In general, matte textures work better than shiny surfaces because of the way they reflect light.

• Use fixed or retractable backdrops to instantly block out the background—or hide anything you don’t want visible on camera during a call.

• Try to position speakers in front of a solid wall, not directly in front of or across from a window. Natural light introduces glare that can blind the camera.

Don’t forget to add strategic branding! Show your pride and highlight the personality of your brand with a logo or two, whether it’s through digital signage, colors, or imagery.

Let ET Group Design Your Next Conference Room

Technology is helping to modernize conference rooms all across the globe, but just throwing money at hardware is rarely the answer. Designing the perfect meeting space never happens in isolation like that because curiosity and discovery is always the first step.

It might sound a little philosophical to say that the collaboration has to come first, but that’s the simple truth. Taking the time to understand the way people work, what they want from their meeting spaces, and how they see the future is what guides great design.

Ready to transform your conference room? Book a discovery call today to get expert advice tailored to your unique workplace challenges.

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The Most Common AV Problems Toronto Businesses Face

The Most Common AV Problems Toronto Businesses Face

Summary:

• Toronto’s finance, real estate, government, energy, food manufacturing, education, and healthcare sectors rely on AV daily. Custom AV design makes it possible to develop solutions around special industry needs without sacrificing user experiences.
• Common examples of AV issues include drops, poor mic pickup, failed room presets, and overheating displays. Problems like these can disrupt meetings, delay projects, and lead to missed opportunities or deadlines.
• Custom AV can prevent AV failures and connectivity issues by making it easier to design meeting spaces around your needs. It’s the best way to roll out systems that have the flexibility to safely scale with your business over time.
• Even the best system needs maintenance to deliver a positive user experience. Real-time monitoring, scheduling inspections, and partnering with a local AV expert will keep your AV running smoothly.

Toronto is home to some of the most forward-thinking, innovative industries in Canada. From hybrid classrooms to hospitals and food production, hundreds of organizations in the city rely on AV to do business, stay competitive, and deliver services to clients.

But in a multicultural city with aging infrastructure and so many sectors, designing the perfect AV system is no simple task. Success comes from addressing unique industry needs without sacrificing seamless user experiences across locations in the process.

Below, you’ll learn about the top AV challenges Toronto’s most competitive businesses face—and how working with an AV design company like ET Group can help solve them.

Why Custom AV is the Answer to Any Challenge

Toronto’s biggest enterprises aren’t just local—they have thousands of employees and hundreds of meeting rooms across the globe. Custom AV bridges the gap by making it possible for people to enjoy the same user experience from anywhere.

• Standardizing meeting rooms makes training one and done. There’s no steep learning curve if they want to switch spaces or jump in from home.
• Custom AV makes it possible to upgrade from legacy platforms to cloud-based systems like Webex, Microsoft Teams or Zoom.
• Working with a custom AV design team makes it easier to meet special security needs. This is essential in military control rooms, prisons, and hospitals.
• An AV design team can help ensure that any systems deployed are useful now and long into the future so you aren’t constantly forced back to the drawing board.

When AV systems are intelligently designed around the people who use them, they help people work together more efficiently. User experiences stay consistently positive whether someone is in the boardroom or dialing in from their own personal device.

Challenges in Finance, Tech, & Commercial Real Estate

Finance firms on Toronto’s infamous Bay Street rely on AV to support client-facing boardrooms, trading floors, and flex zones. Tech companies like ServiceNow and corporate real estate developers like Mattamy Homes use AV to present concepts to clients and support hybrid workers instead.

Key AV Pain Points

• Low-quality video feeds make displays and interactive whiteboards annoying or even impossible to use.
• One-touch join controls freeze, crash, or get stuck in a boot loop, causing delays or even preventing meetings from taking place.
• Calendar integrations fail to integrate with meeting tech or trigger room presets.

AV problems like these can derail meetings or make hosts appear unprofessional and ill-prepared. They can also cost you the sale by delaying decision-making.

Challenges in Government Offices

From Toronto’s City Hall to the courthouse at 361 University Avenue, government offices depend on AV for internal collaboration, real-time communication between departments, and serving everyday citizens. But government agencies are also held to a higher standard for security, which means their AV and data needs to stay protected at all times.

Key AV Pain Points

• Over-reliance on legacy software or AV equipment that isn’t compatible with modern systems or platforms.
• Inconsistent user experiences across meeting rooms across offices, departments, courtrooms, and council chambers.
• Strict security protocols that place hard limits on integrations, restrict remote access, and protect private information.
• Long procurement cycles and/or aging hardware that’s difficult to update or no longer supported by the manufacturer.

Problems like these can lower public confidence, disrupt day-to-day operations, and slow down decision-making. It’s less efficient and introduces more red tape.

Challenges in Energy

Teams working for energy companies like Toronto Hydro and Enbridge Gas use AV to coordinate with staff and respond to incidents like leaks and outages. Control room workers, mobile teams, and executives must be able to seamlessly communicate from anywhere. 

Key AV Pain Points

• Poor or unavailable connectivity in shielded or underground areas at nuclear facilities like Pickering and Darlington.
• Difficulty connecting remote staff working in the field via mobile devices to daily meetings and shift change briefings.
• Differences in meeting room setups across locations that lead to delays or confusion at the start of a meeting.
• Over-reliance on legacy platforms that don’t support modern video conferencing platforms and/or calendar integration

AV is mission-critical in environments like these. A delay of only a few short minutes can introduce safety risks, cost the company money, and anger customers.

Challenges in Food Manufacturing & Distribution

In food manufacturing and distribution, every step of production from the manufacturing plant to the logistics network must be carefully monitored, tracked, and managed. Custom AV makes this easier by giving people real-time updates on shipments and supply chains without jeopardizing seamless collaboration in the process.

Key AV Pain Points

• Inadequate AV solutions that aren’t designed to meet the needs of food industry command centers, including logistics.
• Security failures that jeopardize quality control, health, safety, or data privacy and raise your risk for compliance violations.
• Aging meeting tech that doesn’t support seamless collaboration across multiple platforms, like Microsoft Teams, Synergy Sky, and Zoom.
• Poor technology adoption rates and training gaps that make onboarding less efficient and raise the risk for compliance slip-ups.

Sobeys, McCain, LCBO, and the Canadian Canola Growers Association put their trust in ET Group when it was time to upgrade their AV systems. Our AV designers have helped them design and roll out spaces like board rooms, break rooms, social hubs, and so much more.

Challenges in Higher Education & Smart Campuses

Facilities like University of Toronto, George Brown, York University, and OCAD rely on lecture capturing software, microphones, and displays for teaching students. Interactive displays and digital signage help students navigate life on campus and access hands-on learning in class.

Key AV Pain Points

• Wi-Fi congestion across networks shared with hundreds of students on-campus as well as faculty and guests.
• AV control systems that lack accessibility features, like screen brightness, text sizes, color contrast, and volume levels.
• Inconsistent AV experiences across classrooms, ad-hoc spaces, social spaces, and other zones where AV is common.
• Students can become bored when spaces lack engaging features like immersive soundscapes, crystal-clear displays, and interactive whiteboards. 

But poor student experiences don’t just jeopardize the learning process—they also cause frustration for teachers and cost schools money.

Challenges in Healthcare Facilities

AV is mission-critical for healthcare facilities like Toronto General Hospital, Sunnybrook Health Sciences Centre, and Mount Sinai. It’s what powers telehealth, remote surgical consults, and digital signage that helps patients find their way—or just educates them about everyday health.  

Key AV Pain Points

• Segregated AV spaces that force doctors and nurses to travel to a specific room in order to communicate or use collaborative displays.
• Poorly implemented telemedicine video conferencing solutions, both within the facility and for physicians working from home.
• A lack of access to translation, TTY, and other accessibility features in telemedicine carts and other bedside displays.
• Weak AV security measures that let people access patient data inappropriately, leading to PIPEDA violations or other privacy breaches.

Tailoring AV systems to the needs of the facility can actually improve patient care and outcomes. A poor setup, on the other hand, will disrupt care and put patients at risk instead.

Preventing AV Failures & Connectivity Issues

There’s no cookie cutter solution to AV failures and connectivity problems that works for every industry, but the outcome is largely the same: unnecessary downtime.That’s why it’s critical to work with an AV company who takes a proactive approach to maintenance.

1. Local or Building-Specific Constraints

Many of the buildings in Toronto’s downtown core have limitations like low ceiling clearance or aging network infrastructure. Skilled designers know how to work around these obstacles to get the most from a space when renovations aren’t an option.

To mitigate building constraints:

• Use fiber or copper to maintain signal strength over long video runs.
• Design around existing infrastructure for optimal performance without construction.
• Install low‑profile ceiling tile speakers and beamforming mics to address low ceilings.

Addressing quirks like these upfront before the design process starts neutralizes the negative effect they have on AV systems, and in some cases, turns it into a benefit instead.

2. The Need for Network Segmentation

AV-over-IP is the standard for most applications, but running your AV traffic through the same local area network everyone else is using can lead to latency and jitter. Segmentation helps keep the single clear and stable at all times.

To mitigate network crowding:

• Run all AV traffic on a dedicated VLAN or separate network. 
• Use QoS tagging to preserve bandwidth and clarity on streams.
• Use PoE‑ready switches to manage traffic during peak times.

Build networks that are properly segmented and have built-in failsafes for optimal performance and reliability. This is the most effective way to run AV equipment.

3. Environmental Noise in Office Buildings

Many of Toronto’s busiest offices are located in high-rises, shared buildings, or older structures—and that means noise pollution is a part of daily operation. Sounds from HVAC systems, street traffic, and colleagues having conversations in open-concept offices can interfere with meetings by making it impossible for people to hear one another clearly.

To address this problem:

• Isolate AV tech in a separate room, if possible—or use partitions to create quieter zones for meetings instead.
• Use directional microphones with Digital Signal Processing (DSP) based noise cancellation to focus pickup on speakers, not background noise.
• Use ceiling baffles, acoustic panels, or wall tiles to absorb extra sound. Panels attached to partitions won’t be as effective, but they can still make a difference.
• Add beamforming microphones and zoned speakers to improve coverage in large or shared spaces.

In general, it’s easier to design a space around these constraints than try to mitigate them later on. A good AV designer will know how to work around any problems from day one.

Maintaining AV Performance Over Time

You can invest in the best AV equipment in the world and it still won’t deliver a positive experience if you don’t care for it properly. To keep audio and video clear, crisp, and reliable, start by following the best practices listed here.

• Schedule quarterly or biannual tune-ups. Firmware and software updates, cable testing, and temperature checks help keep indoor and outdoor AV in good condition. 
• Use monitoring tools to detect issues early. ET Group can monitor your AV equipment for problems remotely and action issues to avoid unnecessary downtime.
• Recalibrate mics and speakers often. Seasonal changes in ambient noise and furniture adjustments change how audio travels around a space. Use room tuning software to recalibrate mics and speakers regularly.
• Factor in natural lighting. Adjust the brightness and contrast of displays to account for ambient light in office towers, west-facing rooms, and outdoor spaces that get direct sunlight.
• Audit usage metrics occasionally. Analytics can help you identify how, when, and where people are using your AV so you can identify opportunities for improvement.
• Ask for feedback. The people using your AV system every day are also the best source of insight on what’s working—and what’s not. Ask for their input and use it to address pain points or improve the user experience.

Partnering with a Canadian  AV partner like ET Group is one of the best ways to maintain high-quality audio and video. When systems need to adapt to evolving business needs, user expectations, and seasonal shifts, having local experts on your side can really help. 

Find a Reliable AV Partner in Toronto with ET Group

AV helps businesses in Toronto reach customers, collaborate, and share ideas, but great audio and video isn’t just about the equipment you own. Systems like these need to be intelligently designed around the people who use them every single day.

ET Group designs and delivers integrated AV and collaboration solutions for mission-critical workspaces in complex industries like finance, government, healthcare, and utilities. Custom AV design is the best way to ensure secure, seamless communication where it matters most.

When AV systems are designed to handle local challenges from day 1, they perform better, last longer, and help people work—or play—more effectively. Book a discovery call today to learn how we can help your company use AV more effectively.

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5 Common AV Challenges for Businesses in Vancouver & How to Solve Them

5 Common AV Challenges for Businesses in Vancouver & How to Solve Them

Summary:

• Vancouver’s top industries rely on AV for communication, collaboration, and innovation. Startups and tech companies, film studios, hotels, event spaces, schools, and training facilities need access to reliable AV that won’t let them down.
• Common challenges like connectivity problems, poor audio quality, video failures, incompatibilities, and inadequate training make technology frustrating to use and adopt. These problems affect each industry in a slightly different way.
• To overcome AV challenges, businesses should develop a long-term partnership with an AV company they can trust. Expert help makes it easier to diagnose the problem and roll out fixes.
• To keep systems running smoothly, businesses should build a tech roadmap, break projects into smaller steps, gather user feedback, update software regularly, and design for scalability.

Vancouver is a hub of creativity and innovation, but it’s also home to some of Canada’s largest tech startups, software developers, film studios, universities, hotels, and event venues. In industries like these, success depends on efficient communication—so audiovisual (AV) problems can be devastating if they disrupt meetings, delay decision-making, or frustrate your team.

The best way to avoid that? Partner with an AV company that understands your industry’s biggest challenges—and knows how to solve them for good.

ET Group develops versatile AV solutions for Vancouver businesses. Below, we’ve outlined five common AV challenges and how to fix them—so you can stay connected and competitive.

1. Connectivity Problems

Connectivity issues are a top cause of wasted time and lost revenue in meeting rooms across most industries. They’re often caused by network instability, weak Wi-Fi signals, and bad configurations.

Connectivity Symptoms to Watch For:

• Intermittent network drops during meetings
• Devices unable to connect or stay connected
• Calls failing to start or suddenly disconnecting
• Meeting room gear appearing “offline” or unavailable
• AV control panels freezing or showing connection errors

How Connectivity Problems Affect Vancouver’s Top Industries

Connectivity and networking problems hit fast-paced industries harder because every minute is precious, so interruptions of a few seconds or minutes really add up. Here’s how this plays out:

• In film production, reliable AV is vital because producers, casting directors, actors, and crew are rarely in the same place at once. Decision-makers need to collaborate between head offices in LA, local production HQs, and other work sites. Even a small delay can cost the production company thousands of dollars in lost revenue.
• In hospitality, booking kiosks, guest-facing panels, and signage can go dark without stable connectivity. This is particularly important for prominent Vancouver hotel chains like Hyatt, Sheraton, Holiday Inn, and Marriott, where staff need to constantly coordinate across multiple locations.
• In education, unstable audio and video can make hybrid learning harder, but there are other consequences, too. At UBC, many grad students begin their careers with remote work before they graduate—without reliable AV, getting that early experience is next to impossible.
• In startups and tech, connectivity problems make it harder to communicate between global headquarters and local offices. Major players like Microsoft, Dropbox, Tik Tok, and 2K Games all have a strong presence here in Vancouver, but with reliable AV, they can work seamlessly together with anyone in the world—without needing to hop on a plane first.

If you’re in an industry where being connected 24/7 is mission-critical, the stakes are even higher. That’s why it’s so important to develop a system you can rely on from day 1.

How to Fix Connectivity Issues:

Reliable AV starts with a stable network and clean backend connections:

• Work with IT to assess or improve bandwidth, network load, and signal strength.
• Separate guest and staff traffic to balance bandwidth demands.
• Use wired connections for critical gear, not Wi-Fi or Bluetooth®.
• Audit all integration points to check if signals are transmitting correctly.

An ongoing relationship with an IT partner you can trust is your best defense against connectivity problems. ET Group can help with on-site and remote help desk services.

2. Poor Audio Quality

Bad audio is one of the fastest ways to ruin a meeting. When people hear echoes, static, interference, or feedback, they’ll struggle to hear speakers—and eventually tune out completely. Poor acoustics, bad mic placement, and outdated hardware are all common contributors.

The Symptoms:

• Echoes, static, or background noise
• Voices that are too loud or too quiet
• Audio feeds that constantly cut in and out
• Feedback or squelching when mics are live

How Audio Problems Affect Vancouver’s Top Industries

Bad audio doesn’t just sound unprofessional—it breaks the focus and makes the conversation feel less human and engaging. That’s a big deal in situations where communication IS the job.

• In film production, Vancouver is considered the “Hollywood North” of Canada. Muffled or glitchy audio ruins brainstorming, script editing, virtual table reads, creative reviews, and investor pitches.
• In hospitality, issues like echoes, feedback, and background noise are a serious problem for event companies, like Canada Place. Audio quality can make or break the experience for people who join their hosted conferences and special events via livestream.
• In education, universities like SFU both rely on AV and use it to innovate new methods of communication. Clear audio that’s free from glitches or static is one less variable to control when students are exploring topics like immersive communication.
• In startups and tech, companies with strong Vancouver presence (like Amazon and SAP) use AV for high-stakes pitches and calls. When audio cuts out constantly, sounds warbled, or contains annoying background noise, it’s harder to communicate clearly—and easier to lose important opportunities.

The more realistic your audio sounds, the easier it is to forget that you aren’t in the same room. That’s what makes meetings and user experiences feel more natural and human.

How to Fix Audio Issues:

Start by addressing the most common causes of poor sound:

• Use high-quality microphones and speakers that fit the size of the room.
• Position microphones close to participant seating and speaker kiosks.
• Try to space your speakers out equally around the room at similar heights. 
• Add acoustic panels, rugs, or soft furnishings to reduce echo and reverb.
• Mute unused mics, reduce ambient noise, and isolate noisy equipment like HVAC.

ET Group helps businesses across Vancouver design meeting spaces where voices come through crystal-clear every time. See our four-step process for helping businesses address AV challenges.

3. Video Failures

Video helps people pick up on nonverbal cues that make conversations feel natural—including eye contact, facial expressions, and body language. When the feed freezes or the image is too blurry to see, that sense of presence disappears, so it’s harder to feel truly connected to one another.

The Symptoms

• Frozen or glitchy video feeds
• Pixelated or low-resolution streams
• Cameras not responding or going offline
• Awkward framing or camera angles

How Issues Like These Affect Vancouver’s Top Industries

Low-quality or unreliable video makes hosts look unprofessional, but it can also grind workflows to a halt and deliver poor guest experiences. That’s a serious disadvantage in Vancouver’s top industries: 

• In film production, bad video just isn’t acceptable—especially in Vancouver. Area companies like Red Castle, INFRAME, Upmedia, and Bighouse Productions are used to studio-quality—so low resolutions and tons of buffering stick out like a sore thumb.
• In hospitality, glitchy video undercuts big moments, interferes with advertising, and weakens your brand. At the Vancouver Convention Center, it can also ruin livestreams, delay keynote speakers, and make it impossible to air sponsor content.
• In education, students at Emily Carr, Capilano, and VCC rely on high-resolution real-time video collaboration for lectures, group projects, and virtual critiques. If the video signal constantly drops out or stops working, all of these processes grind to a halt.
• In startups and tech, bad video feeds hurt collaboration and undermine confidence. At fast-growing companies like Clio and Thinkific, an unstable video feed—or sudden connection loss—can interfere with pitches, product demos, and onboarding talent.

When people can see each other clearly, it feels like everyone’s in the same room. All those important little non-verbal cues that make us human come across in the first shot—no second-guessing needed.

How to Fix It Video/Streaming Problems

Investing in high-quality cameras and HD displays makes a big difference, but you need the bandwidth to transmit them in the first place. Video quality depends on a combination of factors:

• Use cameras that support HD or 4K resolution and support your chosen platforms.
• Position cameras at eye level, with proper framing, to create a natural presence.
• Add diffuse lighting (not harsh overhead lights) to eliminate shadows and overexposure.
• Use features like autoframing and speaker tracking to keep participants centered and engaged.
• Check backend settings and connections to avoid lag, dropped feeds, or freezing.

Unlocking seamless communication with custom videoconferencing integrations can also help you make the most of your cameras and displays.

4. Incompatibilities

Modern workplaces typically use a mix of platforms, tools, and devices, but they don’t always play nicely with each other—and everyone has their own opinion about which is best. If your AV isn’t already configured for one-touch join interoperability, you’re missing out!

The Symptoms:

• Users can’t join meetings from their preferred platform
• Devices won’t connect or require constant adapters
• Smartboards or displays refuse to sync with laptops
• Call quality drops when switching platforms
• Features like screen sharing or chat don’t work properly

The more platforms, systems, and devices in the mix, the more complicated it gets to seamlessly integrate them behind the scenes. By optimizing integrations, you can root out pain points and prevent them. 

How Incompatibilities Affect Vancouver’s Top Industries

Slack, Zoom, Microsoft Teams, WebEx, Synergy Sky—they’re all useful, and thanks to advances in technology, it’s easier than ever to enjoy them from your meeting tech. Businesses that don’t optimize for interoperability face serious challenges:

• In film production, teams at Bridge Studios, Mammoth Studios, and other companies often need to collaborate with outside third parties, like key stakeholders and investors. AV systems that aren’t designed for interoperability can make this more challenging—or even impossible.
• In hospitality, hotels like the Fairmont or JW Marriott Parq often host conferences and conventions with mixed tech integrations. Poor interoperability creates unnecessary guardrails that prevent people from innovating and communicating fluidly.
• In education, SFU, CapU, and other facilities rely on real-time syncing between calendars and collaboration tools to keep students up to date and on track. These tools can’t and won’t sync if they’re incompatible with each other.
• In startups and tech, companies like Fintel and Creator.co need to be able to seamlessly switch platforms in seconds to jump on opportunities for growth. AV Interoperability makes it possible to say “yes” instead of having to reschedule or wait for a workaround.

Seamless integrations let people schedule, join, leave, create, and adjust meetings to fit their needs with ease—so they can say “yes” more often instead of “hold on, let me troubleshoot.” 

How to Fix Incompatibilities

True platform-agnostic design isn’t always possible, but you can get really close with a well-designed custom AV integration. Other ways to root out and fix incompatibilities include:

• Choosing equipment and platforms that support native integrations.
• Implementing one-touch join across Teams, Zoom, and WebEx.
• Standardizing key components across meeting spaces to reduce friction.
• Using bridging solutions or APIs to sync calendars, displays, and controls.
• Keeping firmware and software up-to-date to preserve compatibility.

ET Group can help your business design solutions that deliver seamless user experiences without hiccups like these. In fact, we believe interoperability is a key element in every great hybrid workspace.

5. Lack of User Training

AV equipment should make working together feel more efficient, effective, and human. If people don’t understand how to use the tools in front of them, they’’ struggle to see why it’s useful.

The Symptoms:

• Frequent calls to IT for basic tasks
• Users avoiding rooms or features they don’t get
• Delays at the start of meetings
• Misuse of microphones, cameras, or controls
• Shadow IT/insecure workarounds
• Frustration that leads to low adoption

How Training Gaps Affect Vancouver’s Top Industries

• In film production, busy teams at North Shore or Martini Films rely on AV for everything from stakeholder meetings to director-producer sessions with potential actor hires. Training gaps can force people to stop and search Google for tech fixes, distracting them from the work at hand.
• In hospitality, staff at venues like the Pan Pacific Hotel and Vancouver Convention Centre need to manage AV for meetings, conferences, weddings, and so much more. If they aren’t properly trained, even the simplest tasks may lead to technical disruptions and delays.
• In education, high-tech AV quickly becomes a daily source of stress when teachers at UBC, SFU, and other facilities don’t have AV training. That means staff waste more time fumbling with unfamiliar tech than they do supporting students, guest lecturers, or special educational events.
• In startups and tech, teams at fast-growing businesses like Klue need to be able to react to changing needs on a dime. If they don’t understand how or why AV fits into their workflows, they’ll turn to risky workarounds and shadow IT solutions instead.

How to Fix Training Gaps:

Build intuitive AV solutions that feel straightforward to navigate, but don’t stop there. To give people the confidence they need to use tools like these efficiently:

• Offer hands-on training during onboarding or rollout.
• Create clear, accessible documentation and quick-start guides.
• Provide signage and touch panel instructions in meeting rooms.
• Run refreshers or short workshops as systems evolve or upon request.
• Make support easy to reach when people need help in the moment.

ET Group helps teams build confidence with training opportunities. Unpack your old ways of working and develop new practices that will help your team thrive with one of our hybrid workshops.

Best Practices for AV Success

Most audio and video issues are easier to prevent than fix, so we always recommend partnering with an AV provider who can help you design industry-specific solutions from the ground up. Whether you’re dealing with problems now or planning a new space, following these key strategies can help.

• Stop thinking about AV as cameras, microphones, and speakers. Reframe them as tools for improving your company’s culture, workflows, and technology.

Focus on the humans at the heart of your workplace and bring them into the early discovery process. Talk to them about their current system, what’s missing, and what features they wish they had. This will uncover opportunities where AV can solve their pain points or make the working experience more enjoyable day-to-day.

• Spend some time researching AV components and companies before you pull the trigger and decide who to partner with.

Read reviews, ask your colleagues for recommendations, and gain a basic understanding of AV so you can understand when a company is speaking from a place of authority—and when they’re trying to sell you a swamp.

• Create a technology roadmap before you deploy new meeting tech or AV solutions.

ET Group’s AV consulting experts can help you break large project silos down into bite-sized pieces so they’re easier to manage and track.

• Designing for scalability is the best way to future-proof your AV, but it’s not just about buying more devices.

You need to know how to design a solution that fits your current needs and workflows, but is agile enough to easily adapt and grow with future trends. Technology consultants have that expertise.

• Ask the people who actually use your AV systems for feedback.

What’s working? What’s not? What features or capabilities do they need that aren’t currently available?

• Schedule routine inspections to spot potential problems.

Examples include fragmenting integrations or video failures. Inspections help you catch these issues before they happen.

• Roll out firmware and software updates or bug fixes as promptly as possible.

Putting them off raises your risk for failures and security breaches.

If you already have an in-house IT team, they may be able to handle some of this work for you, but AV typically requires special expertise.

Beat AV Challenges in Vancouver With ET Group

If your AV system is causing dropped calls, meeting delays, or confusion in hybrid spaces, you’re not the only one. These problems are common in Vancouver’s busiest industries, but that doesn’t mean the status quo has to stay the same forever. Let’s do something about it!

Whether you’re upgrading your AV or starting fresh, we’d love to be a part of your story. Book a discovery call and tell us about your needs. We’re confident we can help.

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How to Prepare Your Workplace for an AV Installation

How to Prepare Your Workplace for an AV Installation

Summary:

• To prepare your workplace for an AV installation, develop a technical roadmap for the deployment.  Factor in elements like room size, sound, lighting, and power access.
• Make sure your network is ready by testing speed, fixing weak spots, and adjusting firewalls. Slow internet or strict security settings can block video and audio.
• Minimize disruptions during the installation by setting clear timelines, keeping employees informed, and making sure technicians have easy access to installation areas.
• Plan for long-term success by developing a long-term partnership with your AV provider. ET Group can provide vital support and guidance—now and in the future.

Advanced AV equipment helps people collaborate and work together more efficiently, but deploying these systems requires careful planning. A lack of training, poor video quality, network bottlenecks, and constant disruptions make it harder for teams to see the value in your technology from day one—and this can make them less likely to adopt it.

Preparing properly in advance makes the installation process seamless and ensures you have the right support in place after the job is done. It can also reveal unique insights about your infrastructure needs and general level of readiness. All of this helps improve the return on your business technology investments.

ET Group helps design, develop, and deliver enterprise-level AV solutions for mission-critical businesses in Canada and the US. Follow the strategies in this guide to start planning your next AV installation, then find out how we can help.

Related: Transform Any Space into a Zoom Room

Assessing Space & Infrastructure

Even the most advanced system in the world can feel awkward to use if you try to roll it out in an unsuitable space. That’s why your first step should always be to evaluate the physical environment where you plan to deploy your new AV tech.

Before you purchase anything from anyone, take time to consider the following factors:

• The size of the room and layout. Meeting spaces should be proportional to the AV needs of end users—not too large, and not too small. Large form factor displays and distributed speakers/microphones work well in office board rooms, but feel overwhelming in tiny huddle rooms or pods.
• The acoustics. Hard surfaces like glass, tile, and cement reflect sound in ways that can make speech difficult to understand. Microphones, speakers, and other sound equipment should be scaled to the room and paired with soundproofing.
• The lighting. Too much light causes screen glare, while too little leaves people squinting to make out the details in front of them. Use dimmable LED lighting with a neutral color temperature (4000K-5000K) for a more comfortable experience.
• Furniture and fixtures. Seating should provide a clear line of sight to any displays, speakers, microphones, and controls—or at least be easy to move if your meeting space is modular. Good cable management and hidden power or network access can make even ad-hoc spaces and lunchrooms feel organized.

For example, imagine a conference room with floor-to-ceiling windows overlooking a busy street. Natural light and an interesting view might sound appealing, but in practice, the noise of traffic and bright sun will impair user experiences. Expert technology consultants are able to foresee these challenges in advance and provide solutions that avoid potential problems.

2. Network & IT Readiness

Your AV system is only as good as the network it runs on. A slow or unstable connection will lead to lag, buffering, dropped calls, and frozen screens at the worst possible times. Before installation, ask your AV provider to run a few tests.

Here’s what you’re aiming for:

• Bandwidth and network speed. Around 3-4 Mbps may be sufficient for standard Zoom or Teams calls, but it can’t support HD or 4K streaming. You may need to upgrade to fiber or a Tier 2 ISP if you don’t have this already.
• Connection stability. The stability of your connection matters just as much as the speed. You’re aiming for latency below 50ms and jitter under 30ms, with no more than 1% packet loss at any given time.
• Interoperability and compatibility. AV solutions should seamlessly integrate with your existing infrastructure and collaboration platforms (e.g., Microsoft Teams, Zoom, WebEx). Test for VLAN segmentation and QoS settings, and prioritize AV traffic.
• Security measures. Firewalls, access controls, and permissions really matter in enterprise and mission-critical environments. You’ll need to whitelist AV services and configure any VPNs for remote access to avoid blocking people dialing in from off-site. Some AV equipment also needs Power over Ethernet (PoE).

If you don’t have an in-house IT team or need outside support, ET Group can help. Check out our on-site support services to get hands-on assistance and prepare for your installation.

3. Electrical & Power Requirements

AV systems obviously need to be powered, but this is about more than just having enough outlets available—although that matters, too. Voltage fluctuations, a lack of grounding, and overloaded circuits disrupt meetings and damage your electronics.

• Confirm capacity. Have your entire electrical system tested to ensure it can support the wattage and amperage coverage you need. In a small number of very old buildings, you may need to upgrade your panel or other equipment first.
• Plan for backup power solutions. Uninterruptible Power Supplies (UPS) keep you in business when storms and accidents knock out the power. Consider a redundant configuration with automatic failover to backup generators for mission-critical AV.
• Address grounding and surge protection needs. Overloading, short-circuiting, and power surges can fry sensitive AV components. Use surge protectors, power conditioners, and interrupters to protect your new system from harm.

Keep in mind that in shared spaces like office towers and business centers, you might not be the only one with high power demands. Checking with building management can help you strategize around this by developing workarounds or ordering a dedicated connection.

How to Minimize Workplace Disruptions

AV installation can be noisy and disruptive at the best of times, especially during very large or dispersed multi-room system deployments. To help limit interruptions and ensure everyone knows what to expect:

• Communicate early and often. Let people know when the work will happen and if systems will temporarily go offline. Try to predict any downtime in advance so teams can strategize around it—or just plan to take a little well-deserved time off.
• Set clear expectations and timelines. Get aligned on milestones and coordinate timelines with your AV provider. This will make it easier for you to identify and address any potential schedule conflicts.
• Define roles and responsibilities. Make sure everyone knows who’s responsible for each part of the job: network setup, equipment placement, troubleshooting, training, and general questions. Send a list of contacts out to anyone who may need them.
• Consider access needs. If your AV provider needs a keycard to access your building or office, make sure they have it when they need it. Technicians should also know who to contact if it stops working suddenly, but this is commonly overlooked.

Start by scheduling a pre-installation meeting with key stakeholders, your AV provider, and any IT staff or operations managers. This is something we prioritize early on in our design and development process so we can keep everyone looped in along the way.

Next Steps After Installation

What happens after the installation is finished depends on you. Some companies prefer to handle all AV support and maintenance in-house, but this can be very time-consuming. It’s also out of scope for most general IT providers.

By developing a long-term partnership with your AV provider, you can offload tasks like these to the experts. Audiovisual support and consulting give businesses the support they need to use AV effectively and scale it in the future.

Our services at ET Group include: 

• • Integration – We’ll integrate your new AV into your existing infrastructure to create a unified system that feels seamless and effortless to use. This step may also include rolling out features like one-touch join or virtual collaboration tools.
  • Testing – Senior technicians will carefully check your video, audio, connectivity, and overall functionality to ensure they’re on point. We can also help you run test meetings or simulate real-world scenarios with remote and on-site users.
  • Regular maintenance and support – Software, firmware, and integration updates keep your AV infrastructure functioning seamlessly behind the scenes. We can help from a distance or send someone out to assist you on-site.
  • Develop training or workshops – Clear, effective training is the best way to teach people how to use AV efficiently. Browse our workshops to get a peek at the kind of learning experiences we offer.
  • Scale and expand – Whether you’re expanding locations or just making room for people to collaborate in different ways, we can help you build on your original design. This is often far more affordable than starting from scratch.

While we strongly recommend long-term partnerships, you don’t necessarily need to choose between your in-house IT team and third-party experts. A good provider will work with you to figure out where they fit into the equation without stepping on any toes.

Get Expert AV Planning, Installation, & Support

Humans are creatures of habit—that’s why preparing for new AV installations in advance is so important. Without the right support in place, technology rollouts can become a point of contention instead of a tool that helps people work together more effectively. Taking simple steps like these improves user adoption and streamlines deployment.

ET Group specializes in building enterprise-level AV solutions for businesses in mission-critical environments. Let us help you design and develop an AV system teams will proudly support and look forward to using. Book a free discovery call today to learn more.

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Basic vs. Pro Membership for Microsoft Teams Rooms: What’s Best for You?

Basic vs. Pro Membership for Microsoft Teams Rooms: What’s Best for You?

Summary:

• Microsoft Teams Rooms (MTR) can make any workspace a powerful hub for collaboration and communication. Basic and Pro licenses let organizations scale from zero-cost foundational features to advanced options that address specific needs.
• MTR Basic is completely free to use as long as you have a Teams-certified device and provides basic functionality. Pro unlocks cutting-edge AI-powered tools, enterprise analytics, and unlimited scalability.
• Pro memberships deliver powerful video conferencing features like noise suppression, speaker tracking, and immersive layouts. You’ll also get access to better admin and management tools for an unlimited number of meeting spaces.
• MTR is flexible, making it easy to start small and expand later. Start with Basic or take a 60-day Pro trial, then customize your setup with helpful add-ons.

Microsoft Teams Rooms (MTR) is a dedicated meeting space solution that helps organizations turn any room into a central hub for collaboration. This subscription-based service provides intelligent tools that improve the meeting experience for everyone.

To get the most out of MTR, you’ll need to choose between two membership options: Basic and Pro. We’ll break down what each plan offers and when investing in Pro makes the most sense in this guide. Take a look, then call us at ET Group for help setting up the ideal hybrid workspace for your organization.

Related: What Type of Space Does Your Workplace Need?

Key Differences Between Basic & Pro Accounts

MTR’s subscription service comes with some of the most forward-thinking tools in the industry for remote work, but the Basic and Pro plans each cater to a different level of need.

Basic is a great starting point for small-to-medium businesses and startups on razor-thin budgets who want the option to start small and grow over time.

Quick Facts about MTR Basic

• No cost for startup or use.
• Limited to 25 rooms in total.
• Requires a Teams-certified device.
• Comes with one-touch join, wireless content sharing, and a shared digital canvas.

Think of Basic as the core essentials—you’ll be able to access the general MTR experience, but won’t have access to any of the usual bells and whistles.

Quick Facts about MTR Pro

• Pay a yearly license fee per room.
• No limitations on the number of rooms.
• Comes with a full suite of powerful, AI-driven meeting tools.
• Also includes enterprise-grade analytics and support for remote configuration.

The Pro plan breaks free from these limitations and gives teams access to the latest bleeding-edge tools for collaboration.

Pro Features that Support Hybrid Meetings

MTR’s Pro plan offers real value for organizations who want to elevate the meeting experience and give teams more flexibility when collaborating. It’s a step up from basic that targets power users who need more functionality from their meeting tech.

• Enterprise-grade security tools like secure boot, Microsoft Defender for Endpoints, ITSM integration, remote sign-in, and one-time-passwords (OTP).
• Built-in device analytics that give you the ability to see exactly how, when, and why teams are using dedicated meeting spaces.
• Advanced audiovisual tools like noise suppression, pan-tilt-zoom (PTZ), speaker tracking, custom room layouts, chat, and loop.
• Scalable management options like a one-stop room management portal, remote configuration, and custom tagging for better organization.
• Engagement-enhancing features like Front Row, Together Mode and split gallery views that help make  hybrid meetings feel more equitable and enjoyable.

Investing in a Pro-level membership also gives your organization special access to Microsoft365’s Phone System as well as inbound and outbound SIP/H323. PSTN calling is optionally available with a Teams Phone Standard or Calling Plan.

Basic and Pro Features Compared for Admins & End Users

We’re including the two tables below to give you a birds-eye view of how MTR’s Basic and Pro licensing plans stack up. The first table contains information for IT managers, stakeholders, and anyone else with a vested interest in planning or managing your dedicated meeting spaces. You’ll find information about end user specific features in the second table.

Admin-Level Features

End-User Features

Related: Encourage Employees to Come Into Work by Making the Office More Useful

Comparing the Value of MTR Basic and Pro

Note: Pricing and features are subject to change. For the most accurate, up-to-date figures, or for more information about how Teams subscription plans work, visit the Teams website.

To compare the value of MTR’s Basic and Pro plans, you need to go beyond just surface-level subscription costs and look at how much value each feature provides.

Basic Plan: Savings First, Value Second

Let’s take a look at the Basic plan first:

• It’s completely free, so there’s no upfront investment to worry about other than the initial cost of an MTR-certified device.
• You get access to basic video conferencing tools, which is often enough for small businesses with simple needs.
• There’s no annual contract or agreement, so you aren’t locked into one option if you decide it isn’t right for you—or outgrow it.

The only problem? Basic doesn’t stack up well against other options like Skype for Business or Zoom. Both of these offer similar features on everyday devices without the need for specialized equipment, and they’re easy for small groups to use.

There’s also the issue of equipment to consider. Only organizations who invest in at least one MTR-certified device are eligible for the Basic plan—and that can still be costly.

Pro Plan: More Value at a Higher Investment

MTR Pro introduces a per-room subscription fee. Microsoft does bill for this service annually, so an investment will impact your business for at least a full year. It’s natural to want to feel confident in that investment before moving forward.

The good news is that Pro really delivers on value over time by centralizing the meeting management experience.

• You get access to advanced features that make meetings more efficient for all participants, and help them customize the meeting experience.
• IT managers can use advanced analytics to spot usage trends, plan for upgrades, and generally optimize how people use dedicated meeting spaces.
• Robust security and access restriction tools are essential for large organizations that need to protect confidential information and keep data safe.

For most enterprise applications, Pro is the way to go. The only exceptions might be if your organization has particularly simple needs or if you are still in the early stages of designing your first dedicated meeting space and aren’t yet ready to upgrade.

Which Teams Rooms Membership is Best for You?

Making the right choice between these memberships requires a deep understanding of how your people work, how they use video conferencing, and what challenges they face each day.

But let’s set individual needs and goals aside for a second. Are there ever any scenarios where it’s clearly better to choose Basic or Pro? Yes! Here’s what we normally recommend.

• Basic is ideal for small organizations and startups that need straightforward, effective video conferencing tools they can rely on without upfront costs. You keep the option to upgrade at any time, but maintain access to basic functions either way.
• Pro is designed for enterprise-level environments that need to carefully balance user experiences with efficiency, control, and engagement. It can help reduce IT overhead or make it easier to deploy a large number of dedicated meeting rooms.

If you need an outside perspective on your current situation or want to explore your options before taking action, send us a message. We’re proud to be a certified Microsoft Partner with expertise in Teams Room design, deployment and support.

Related: Moving The Needle On Collaboration In Your Organization

Upgrade Pathways & Trial Options

When we design and build MTR rooms from the ground up, we focus closely on designing for maximum efficiency and productivity. By taking the time to understand the needs and pain points of ALL of your users, we can develop a solution that fits you now in the future.

The goal? Create a system that doesn’t need to be overhauled every time your needs change or the latest technology drops. That kind of flexibility is key for businesses at every level, especially when markets are volatile and industries are in flux.

MTR Basic and Pro are a bit of a golden ticket in this regard. Multiple pathways ensure that every organization can jump in and adopt the technology at a level they feel comfortable with.

• Start with Basic to get a feel for MTR rooms without spending a dime on anything other than a Teams-certified device.

• Or, start with a 50-day Pro trial to get right down to business with a more robust videoconferencing system that has the features your organization needs most.

• Seamlessly upgrade from Basic to Pro if you decide it’s too bare-bones for your needs—or you just want access to more great features, like real-time transcription.

• Enhance your meeting spaces with add-ons like Microsoft Teams Phone Standard or Calling Plans that give you the power to call any public telephone number. If you don’t need features like these, skip them and enjoy the savings instead.

Microsoft makes it simple to keep your MTR setup aligned with your evolving goals, but we don’t recommend walking this road alone. Let’s talk about it and find your best fit!

Related: What Conferencing Technologies Should Meeting Rooms Have?

ET Group Helps Develop & Design Microsoft Teams Rooms

At ET Group, we specialize in helping organizations develop hybrid-compatible meeting spaces that prioritize user experience without jeopardizing control, safety, or scalability. We acutely understand the fact that work is no longer just about where you do it—it’s about what you do and how it gets done.

Thousands of organizations all across the globe use Microsoft Teams Rooms to communicate, collaborate, and share experiences more effectively and efficiently every single day. If you’re ready to join them, our workplace technology specialists can help guide you through the process. Contact us to learn how we can support your goals!

Frequently Asked Questions about Microsoft Teams Rooms

Can Microsoft Teams Rooms integrate with my existing hardware?

Most likely. MTR can be integrated with many different platforms and devices, but compatibility varies widely and often depends on the specifications of each device. Microsoft maintains a list of Teams Rooms certified systems and peripherals at this link—if you see your hardware listed, there’s a good chance you already have what you need to get started.

If you don’t know how to check your devices for compatibility, or you don’t have a lot of experience working with technology, give us a call. We’re happy to help!

Are Microsoft Teams Rooms suitable for pods and huddle rooms?

Yes! In fact, MTR is one of the best options for organizations that have very little real estate. Solutions that rely on this technology are highly flexible and can be tailored to fit any room size or need. They’re also relatively easy to scale and adjust over time, meaning you can still make the most of the space if your needs change.

For smaller rooms, compact setups with integrated devices like all-in-one soundbars and displays are a great choice. They offer the same user experience without requiring any major changes to the room.

Do I need an in-house IT team to run Microsoft Teams Rooms?

You have options. Microsoft Teams Rooms are designed to be easy to use, even if you aren’t an IT specialist. The Teams admin hub makes it easy to monitor, track, and adjust your dedicated hardware on-site or from a remote location. Most organizations do prefer to leave setup, scaling, and ongoing optimization to the experts—and that’s where we come in.

ET Group offers customized support packages tailored to your business and your specific needs. We can provide comprehensive global coverage for your entire AV operations from a distance or work with your in-house team on-site. Book a consultation to learn more.

What maintenance does Microsoft Teams Room require?

From a software perspective, it’s almost entirely hands-off. Most updates, including security patches and software upgrades, happen automatically behind the scenes without any manual input. Complex configurations that power special features or allow for interoperability with other platforms and services may occasionally need attention from an IT specialist.

Hardware is a different story. Occasional cleaning and checks to ensure optimal performance, particularly in high-usage environments, are critical and can help ward off early equipment failures. We can help with that if you don’t have an in-house team.

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