Design Scheme of Paperless Conference System

Chapter One Comparative analysis of traditional conference system and paperless system 

1.1Basic functional requirements of meeting rooms

Conference speaking system	Divided into wired and wireless to realize the voice collection function of the conference speakers
Audio sound reinforcement system	The real voice of the speaker is conveyed to the ears of the participants, and the uniformity of the sound field in the audience area is the main function of the sound reinforcement system.
Electronic table cards	Seating system for guiding participants
Vote	System for participants to vote on issues
display system	Projectors and large screens are generally used in meeting rooms
Recording system	Realize the real-time recording and broadcasting of the full-screen video signal and real-time broadcasting to facilitate the meeting.
HD matrix	Realize the signal switching inside the conference room and the video display system
Information Release	The conference center can notify and guide participants to the venue in advance through information release
Conference Registration	Attendees sign in
Central control	The central control system controls the switching and control of various signals to facilitate the meeting in a simple and intelligent manner.

1.2Functions of Paperless Conference System

 

 

“Functions of Paperless Conference System”The meeting materials are uploaded to the server in advance, and other terminal devices can be connected to the server through the network. After the meeting starts, the server files are automatically distributed according to the rights of the participants.”The system supports intelligent name display, intelligent ranking by participants, file classification view, chapter positioning, annotation graffiti, meeting sign-in, meeting voting, meeting services, meeting exchanges, interactive whiteboard etc.

During the meeting, each participant will have a touch-sensitive smart meeting integrated terminal in front of them, and it is difficult to find the paper materials in the past. Participants can view relevant information by entering the system, tap the relevant icon to view the comments, and broadcast the screen to other conference terminals with one touch to discuss together, and support other conference terminals to log out of the same screen and watch For other meeting documents, you can return to the same-screen broadcast interface through the touch button, which is convenient and quick. Support mobile U disk and other video files on the same screen to other conference terminals or large screens with one button to complete the intelligent operation of the conference system and interconnection!

The many advantages of the paperless conference system also determine the future development trend of the industry, and it will also bring about a revolution in the industry.

1.3The difference between traditional meetings and paperless meetings

The traditional system is inefficient in organizing meetings:In order to hold a meeting, the conference staff had to do a lot of preliminary preparation and coordination work. Such as: coordinating the use of meeting rooms, making table cards for participants, collecting and preparing meeting materials, printing meeting materials, making ballots, counting votes, counting attendance, collecting process documents, preventing sensitive meeting materials from being lost, etc. The above tasks are difficult to complete by one person and require a lot of effort by many people. However, the organization of the meeting may not be satisfactory due to negligence.  

Tired participants:Due to the use of paper-based meeting materials, Participants need a lot of energy to locate the chapter or content they care about, and sometimes there may be omissions; due to the lack of rich multimedia and graphic representations, the meeting process is boring, especially for more complex topics. Participants are difficult to quickly understand And grasp its core idea; when many people report, in order to use the projector, frequently change seats, resulting in chaos in the venue.

Poor resilience:The participants change during the meeting and will Corresponding paper table cards cannot be provided; if the meeting materials are collected and prepared a few minutes before the meeting or during the meeting, it will not be possible to print a lot, which will affect the quality of the meeting; 

Single form of expression:The content of the meeting is mainly paper-based. The lack of necessary multimedia or audio and video representations makes the meeting process boring and affects the expected goals of the meeting. Propaganda, education or learning conferences, if they can cooperate with certain documentaries, principle demonstration animations, etc., will achieve a multiplier effect with half the effort.

Equipment operation is complicated:Some meeting rooms introduce some hardware equipment , In order to improve the quality of the meeting, such as: projector, sound system, DVD player. However, due to the complexity of the interfaces and connections of each device, it is difficult for the office personnel to fully grasp it, or it is difficult to solve problems after they occur.

Serious waste of resources:Traditional meetings require a lot of paper expenses, and Most of the paper conference materials are useless after the conference, causing a huge waste of resources. At present, in our country and even in the world, various resources are becoming increasingly scarce. Saving resources and protecting the environment has become an urgent task at present.  

Security risks:The content of the meeting involves state secrets or commercial secrets At times, the control of meeting materials is very important. Traditional conferences use paper conference materials, which are prone to loss, and it is difficult to ensure the safety of conference materials.

In the traditional sense of the smart meeting room, including projectors, video/telephone conference terminals, electronic whiteboards and many other equipment, each independent system is connected through the central control system, But its operability is still not friendly enough. In traditional conference rooms, people's needs for group communication are not well met. And with the intensification of the global integration process, people's requirements for communication, collaboration and efficiency improvement in the conference room have become very urgent. The national policy vigorously promotes the process of paperless conferences, the United Nations realizes paperless conferences, and the two national committees vigorously report on the practicality of paperless conferences, and the overall environmental requirements of high efficiency, energy saving and environmental protection, paperless conference systems are imperative.

Chapter two System Overview

Section One System Overview

With the rapid development of modern information processing technology, various enterprises and institutions have higher and higher requirements for office modernization. Therefore, the conference room has gradually evolved from a purely listening and hearing-based communication place to a multi-functional communication venue. A place for information resource interaction with comprehensive functions. Modern multimedia conference rooms include paperless conferences, conference sound reinforcement, conference speeches and discussions, multimedia display, signal processing, network communications, conference lighting and other systems. Then through the central integrated control system, the above various devices are organically combined with the entire conference environment into a whole, so that the conference manager can easily manipulate the entire conference process with a single touch. The configuration of the conference system is becoming more and more professional, and the functions are becoming more and more powerful. Therefore, the design of the multimedia conference room has also undergone very big changes. How to physically, logically and functionally connect subsystems with different functions to achieve information integration and resource sharing. The system can fully meet the various functions required by users, and meet the indicators of relevant industry standards, and the entire system has advanced, forward-looking, expandable and high performance-price ratio.

When determining the demand plan, it is not only necessary to clarify what the meeting room actually needs "Function", how many "systems" should be included, and specify which specifications and standards each system implements, and what indicators it achieves. Moreover, in the plan, from equipment configuration to system layout, full consideration should be given to systems that are not currently configured due to various reasons but must be configured for future upgrades. Necessary pipelines and reserved expansion interfaces should be embedded to facilitate future upgrades. "Break through" or "update all", thus reflecting the standardization, advancement, forward-looking and expandability of the program.

Section Two Design ideas

Overall design requirements

The system must have advanced awareness, advanced design ideas, and technically adopt international and domestic advanced technical means to ensure that the system reaches the domestic advanced level. The required technical design solutions and selected products have the following characteristics: practicality, standardization, openness, advancement, high scalability, safety, economy, system integration and manageability.

In addition to meeting existing requirements for system design and equipment selection, equipment configuration should meet the needs of future system expansion.

In addition to meeting functional requirements, the system should also comply with relevant international and national regulations and standards.

Practicality and advancement

Adopt advanced and mature technology to meet the requirements for holding various types of meetings and activities, so that the system maintains technological advancement for a considerable period of time and can adapt to the needs of future development. Give full play to the function and role of each system equipment. To meet the requirements of actual work to the greatest extent, consider satisfying the user's business management as the first element, and adopt the mode of centralized management and control. Design the corresponding system according to actual needs, simplify the design as much as possible on the basis of meeting the functional requirements and technical index requirements, and insist on practicality.

Safety and reliability

In order to ensure the safe and stable operation of the system, each subsystem should adopt advanced, used and mature and reliable products. Strict testing and aging test, all system indicators have been scientifically calculated and technically demonstrated. Based on the use of hardware backup, redundancy and other reliability technologies, the relevant central control system technology is adopted to provide strong management mechanisms, control methods, fault monitoring and other technical measures to improve the safety and reliability of the entire system.

Connectivity

It has the characteristics of interconnection and intercommunication with a variety of audio-visual, control, conference systems and computer systems to ensure that the system can fully play its role.

Manageability

Adopt intelligent and manageable equipment and advanced central control system management software to realize advanced distributed management. It can monitor and detect the operation of the entire system, quickly determine system faults, improve system performance and reliability, simplify system maintenance, and provide necessary guarantees for system use and management.

Service and convenience

In order to meet the needs of various functions in the conference room, the adopted system should be able to fully reflect the safety, advancement, reliability, convenience and efficiency of all aspects of conference room managers and users.

Economy

On the premise of ensuring the system's advanced, reliable and high-performance price ratio, optimize the design to achieve the most economical goal.

Scalability and maintainability

It is necessary to reserve space for future upgrades of the system. System maintenance accounts for the largest proportion in the entire system life cycle. It is necessary to fully consider the reasonable structure design and standard maintenance of the system can be completed in a very short time. After completion, it should have a good overall audio-visual effect, appropriate style and style. All products should be produced by regular domestic and foreign manufacturers, and the product qualification certificate should be attached.

Section Three Design Goal

Carry out detailed and professional overall planning and design of the multimedia conference room system, and select advanced, mature, practical and stable performance according to the requirements of system functions Reliable, easy to maintain and upgrade equipment. Draw the system structure diagram, consider the signal flow arrangement, make the signal flow switching, priority arrangement, etc., and complete the relevant equipment. Determine the location of the control center room, estimate the capacity of the power supply required by various equipment, etc., to meet the needs of various activities, we mainly considered the following points in the design: complete functional design, reasonable and flexible system, and advanced products for all equipment , Try to choose cost-effective products, with unique style and style.

Section Four Design in accordance with

The relevant technical requirements, main reference standards and specifications for system design are as follows:

"Acoustic characteristics index of hall sound reinforcement system":GYJ125

《Building Electrical Design Code:TG/716-92

"Conference System Electrical and Audio Performance Requirements": GB/T15381-94

"Conference TV System Engineering Design Specification":YD5033-97

"Test Method of Hall Sound Reinforcement Characteristics":GB/T4959-1995

"Specifications for Measuring Hall Reverberation Time": GBJ76-84

"Industrial Enterprise Communication Design Specification": GBJ42-81

"Industrial Enterprise Communication Grounding Design Specification":GBJ79-85

"Code for Design of Integrated Wiring System for Buildings and Building Groups"：GB/T50311-2000

《PAL-DTechnical specifications for radio and television》：GB3174-1995

"Color TV Picture Transmission Standard":GB1584

Safety Requirements for Audiovisual and Pulse Equipment of Radio and Television Studio System:GB9378

"Civil Building Cable TV System Design Code"：GBJ121-88

"Cable TV System Engineering Technical Specifications":GB50200-94

"Applied TV Equipment Safety Requirements and Experimental Methods":GB14861-93

Code for Construction Acceptance of Electrical Installation Engineering:GBJ232-82

"Computer Room Design Specification":GB50174-93

The original technical specifications of the system equipment.

Section 5 System Architecture

This multimedia conference room is a multi-purpose room for conferences, speeches, academic experience exchanges, internal commendation meetings, news and product launches, etc. Comprehensive place. Therefore, the following systems and functions are required:

Paperless conference system;

Meeting discussion system;

Central control system;

Signal management system;

Conference sound reinforcement system;

Display system.

We conduct a detailed analysis of the above-mentioned subsystems.

5.1 Paperless Conference System

Boao’s paperless system is a collection of conference manuscript release, manuscript review, original handwriting annotation, modification, signing, simultaneous viewing of speeches, same-screen interaction, A multimedia conference platform that integrates various functions such as conference service application, participant exchanges and interaction, conference voting, and conference control. Through the use of mobile tablet terminals or integrated business terminals for business lifting, the conference organizers can save paper and human resources, and truly realize an environmentally friendly, energy-saving, paperless, efficient, and interactive intelligent electronic conference mode.

Through this set of professional conference products, one you can"Liberate" the vast number of meeting organizers within the unit; on the other hand, the application of mobile information technology has greatly improved the efficiency of meeting organization and helped the meeting organizer greatly reduce Work pressure, easy on-site management and control of the meeting, continued to reduce costs and save time, bring the upgrade of internal management level, and also provide more detailed meeting information for the majority of participants, so that users can obtain comprehensive, efficient and real-time information And secure meeting services, get ubiquitous meeting information experience. At the same time, it saves a lot of printing costs and projection equipment for office units, which is fully in line with the national low-carbon and environmental protection concept.

5.2 Conference discussion system

The system realizes unified management of the conference speech process through the conference system host, and all microphones in the system are connected in series by single-wire connection technology, and finally to the conference host , As if holding hands. During the exchanges of medium and large group meetings, there are many speakers at the meeting, and the single-line connection technology can ensure that everyone speaks conveniently and at the same time facilitates meeting management. Digital conferences come in embedded and desktop types from the installation.

The hand-in-hand conference discussion system can realize functions such as chairperson priority and speech control. The control and management mode of the conference system can be set to automatic or manual. In manual mode, the delegates of the conference need to apply in advance on the delegate machine when speaking. The current participant can continue after speaking, or the chairman is authorized to speak, and as the conference chairman, it can realize the priority function and cut off the speech of other delegates.

5.3. Central control system design

With the continuous advancement of technology, multimedia conference rooms have more and more demand for audio and video system equipment. Various advanced audio and video equipment, Electronic equipment is adopted by customers in order to achieve the desired effect. However, as the number of devices increases, there will be more and more remote controls and more and more control methods, making people confused. At the same time, the control of the environment is difficult to change in time as needed to achieve the desired effect. Therefore, we configure a central control system in the design of the multimedia conference room. This set of fully automatic intelligent equipment central integrated control system can control almost all electrical equipment through touch-type wireless, wired LCD screen or equipped with a tablet computer. Including projectors, paperless conference system official terminal lifting, audio-visual equipment, signal switching, volume adjustment, lighting, curtains, etc. The system mainly uses infrared, RS-232, RS-485, relay, I/O, AXLINK and other connection methods to connect all controlled equipment with the central control system It connects to a complete system that is reliable and convenient to operate, and provides users with an extremely convenient way to expand.

5.4. Signal processing system design

There are many signals in the venue, including multi-channel camera surveillance,DVD , VHS, cable TV and other video signals, rostrum, delegate seats, speaking seats, control room and other computer signals, all of the above signals need to be displayed on the screen and control room monitoring and switching preview according to different meeting needs. Signal connection switching requires a complete set of signal processing systems to support the realization of the above functions. The control of the system is also due to the variety of signals, complicated operations and prone to errors. All equipment requirements in the signal system can be controlled through RS-232. Protocol and programming to realize the unified control of the intelligent centralized control system. The display device relies on the matrix switcher to uniformly allocate and group the input video signals. Specifically, the video signals of DVD, camcorders, laptops and other video projection devices are sent to the matrix switcher input port. Each video signal is output to local display devices such as large screens, monitors, etc. through the grouping of the switcher. The number of channels of the switching matrix is configured according to the configured video source device and display device.

5.5. Design of sound reinforcement system

In view of the importance of meeting room system engineering design and the need for audio reinforcement systems to adapt to different types of meeting formats, in order to make our design more rigorous , Accurate. For the design method of the sound reinforcement system, we use the acoustic simulation softwareEASE4.1 to carry out the on-site acoustic simulation design method to better improve the on-site expansion The design of the sound field. EASE4.1 Acoustics Computer Aided Design Software can perform sound field simulation design (including live podium, listening area model establishment, material pasting, speaker suspension and sound field simulation, etc.).

When using EASE4.1 software for design, we can carry out computer-aided design according to CAD architectural drawings: according to the acoustic characteristics of the audience sound reinforcement system, according to the "Civilian The design method and calculation requirements of Article 22.3 of the "Code for Design of Building Electrical Appliances" are designed and calculated using the world's most advanced and newest acoustic computer-aided design (CAD) design software "EASE4.1". The design calculation results are given in the form of a color display diagram of the sound field distribution.

According to the drawings and design research of the conference hall, the sound reinforcement requires high clarity and language intelligibility, so the main speaker adopts The sound field design of the long-stroke active digital speaker array with controllable full-frequency beams requires that the sound reinforcement system be able to radiate powerful direct sound to the listening area and avoid spreading to other sound reflection areas outside the listening area to meet the high requirements. Quality listening needs. Therefore, in order to meet the high-standard construction needs of this conference hall, under the existing conditions, we adopt the optimized sound reinforcement method of the left and right channel configuration conference full-range speakers, and also configure the ceiling speaker group to achieve multi-purpose sound reinforcement. effect.

Section VI Design scheme b>

6.1. Analysis of the status quo of meeting rooms

This meeting room is a completed meeting room with an area of approximately 55 square meters, the meeting room currently only has a sound reinforcement system, which cannot meet the functional requirements of a modern multimedia meeting room.

6.2. The meeting room renovation plan is as follows

6.2.1 Display systemDesign

The display device is equipped with the current smart high-definition splicing screen for terminal display, highlighting the solemn, tidy, high-end atmosphere of the venue, and the resolution is up to 1920*1080P, realize a full HD video signal display function.

 

6.2.2 Sound reinforcement SystemDesign

According to the room decoration layout structure, we use a decentralized sound reinforcement method here, and two side corners on both sides of the meeting room are designed. A professional conference linear speaker is used as the main sound reinforcement box. The speaker is wall-mounted and pointed at the audience area at a certain angle. So that the entire venue can meet the needs of sound reinforcement, it has the characteristics of uniform sound field, strong sense of spatial direction, consistent hearing and vision of the audience, good clarity, and high language intelligibility.

speakers are mainly used to express sound. The sound quality of its performance depends on two factors, one is its own quality, and the other determines The factor of sound quality is the quality of the front-end sound source, and the power amplifier's ability to restore and promote. Here, in order to ensure the sound reproduction effect, the speakers are driven by professional power amplifiers with matching power. The following is the configuration relationship between amplifier power and speaker power:

In a multifunctional sound reinforcement environment with both language and music, the power ratio between the amplifier and the speakers is approximately1.2-1.5 So here we use a 2*200W professional power amplifier to drive 2 speakers, and its reserve power is fully enough to meet the driving needs of various conference environments.

The audio system control part adopts a multimedia matrix to process the live sound. The multimedia matrix also has various audio functions, such as equalization and frequency division. , Delay, pressure limit, etc., can effectively improve the sound quality and make up for the sound building defects of the room, and even protect the equipment and prolong the service life.

In addition, the power sequence of the entire sound reinforcement system is very particular. A slight error will reduce the service life of the equipment or even damage it. In order to ensure the stability of the conference room and simplify the operating procedures, 1 set of 8-channel power sequencer is specially configured to improve the operability of the system and the efficiency of the equipment. safety.

 

 

6.2.3 Intelligent Central Control SystemDesign

We combined the design and construction experience of multiple similar multimedia conference rooms and analyzed the number of audio and video fixed equipment and mobile equipment involved in this project to reflect For the effect and flexibility of intelligent mode control, configure a network-type central control host in this conference room, and configure 4 infrared transmitters to control DVD and TV All infrared remote control equipment, such as the projector, is equipped with an 8-channel strong current relay box to control the switch of the lighting system, electric screen, electric lifter, and system power supply (projector power supply).

In order to be able to reflect the characteristics of modern digitalization, the system uses Apple’s 9.7-inch iPad tablet computer as a movable control interface and used in the venue, and even smart Mobile phone or PC computer as control interface. Graphical operation interface is convenient for administrators and controllers to realize simple wireless control in any corner of the conference room.

 

 

6.2.4 Paperless meetings and presentationsSystem

According to the current actual situation of your organization’s meeting room, combined with the structure of the paperless meeting system product, we propose a paperless transformation of your organization’s meeting room The following plan:

The system adopts a high-definition ultra-thin lifting all-in-one machine, the main conference table needs to be replaced, and the lifting-type touch all-in-one machine is opened according to the seats.

Terminal part:

Using ultra-thin lifting paperless conference terminal (including speech), a total of14 units. Participants use their respective paperless conference terminals to sign in, browse the conference agenda, view conference materials, and perform operations such as circle annotations and conference speeches on the conference.

Control and transmission part:

One set of paperless conference system management center, which carries data forwarding and synchronous signal processing.

Two high-definition conference cameras, one of which takes pictures of the whole meeting, and the other automatically tracks the movements of the speaker, making the video of the paperless conference system Transmit to local display, with remote video conference, the image can be transmitted to the remote end.

One 24-port Gigabit network switch, used for ultra-thin lifting paperless conference terminal connection.

Configure a conference host with video tracking function to select the speaking mode, such as first-in-first-out, first-in-last-out, application for speaking, etc., suitable for different On meeting occasions, video tracking and shooting will be carried out according to the change of the presenter.

Section 7 System case diagram and topology diagram