THE FACILITY MANAGER’S GUIDE TO

AUDIO VISUAL TECHNOLOGY

SPONSORED BY:
00 FORWARD

This guide was written by CCS Presentation Systems, a leader in

the commercial audio-visual integrator industry. Since 1991, CCS
Presentation Systems (CCS) has served customers in the corporate,
government and education markets with a full-service integration,
installation, training and maintenance of audio and video
equipment. Through this guide, CCS graciously shares some of its
knowledge and expertise for the benefit of the Facility Management
profession and real estate industry.

The content of this report is designed to help corporate real estate,

workplace and FM teams with knowledge and execution tips for
Audio Visual equipment and physical locations that house this
equipment. As some office workers return to the office and others
work from multiple locations alternatives technology will continue to
evolve to enhance synchronistic collaboration and communications
across various work environments. Combining space design and
technology in areas such as conference rooms that work and are
easy to operate enhancing the occupant experience.

This guide provides practical instructions, suggestions, case

studies and project management guidance on implementing and
maintaining AV technology to improve user customer satisfaction.

The Facility Manager’s Guide to Audio Visual Technology 2

00 FORWARD

This is designed to help alleviate some of the challenges of

equipment that does not work for users at the critical time of need.

The International Facilities Management Association’s IT Community

and BETA were honored to work with CCS Presentation Systems to
provide this guide to help support the success of facilities managers
tasked with AV responsibilities and others for general knowledge.

Ted Ritter & Colette Temmink

Co-Chairs IFMA ITC and BETA

The Facility Manager’s Guide to Audio Visual Technology 3

 00 INDEX

01. INTRODUCTION ....................................................................... 5

02. VIDEO PRESENTATION OPTIONS ........................................... 7

03. DIRECT VIEW LED OR DVLED .................................................. 10

04. LCD DISPLAY ............................................................................ 12

05. PROJECTORS / SCREENS .......................................................... 14

06. WIRELESS PRESENTATION ...................................................... 17

07. HARD WIRED PRESNETAION .................................................. 19

08.VIDEO CONFERENCING ............................................................ 21

09. CAMERAS ................................................................................. 22

10. AUDIO ...................................................................................... 23

11. CONTROLS ............................................................................... 27

12. ROOM SCHEDULING ............................................................... 29

13. HYBRID WORK ......................................................................... 30

14. TYPICAL WORK PLAN .............................................................. 32

The Facility Manager’s Guide to Audio Visual Technology 4

01 INTRODUCTION

As a Facility Manager, you act This book provides you with

as the mediator and translator quick definitions of standard
between the end-user and the Audio-Visual equipment, where
Audio-Visual Integrator. you might find it, and how to
research/troubleshoot it.
It’s your role to work with
both parties to create the best Which trades doesn’t it
solution for any given space. include?

You also act as the first Not everything involving

troubleshooting step before cords, cameras, and wiring
calling an AV service. is AV. Depending on your AV

The Facility Manager’s Guide to Audio Visual Technology 5

01 INDRODUCTION

Integrator, some include the following services and some do not:

 Security,  Lighting,

 Low Voltage Structured  Acoustics

 Cabling, Electrical,  etc.

Check with your AV Integrator to determine which services they

offer.

*We always recommend researching

the model number of the item you are
researching online to see if it is a consumer
or commercial product, as this will save you
time attempting to reconcile warranty issues
with a manufacturer.

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 02
VIDEO PRESENTATION OPTIONS-
KEY TERMS

Consumer vs. Commercial formats , or _/_, it demonstrates what the

warranty will cover with standard use in
Warranty hours and days.
Specifically with displays, warranties will
vary dependent upon if it is a consumer For example, a 24/7 monitor can be on all
or commercial grade model. day and night and still be covered under
the warranty, whereas a 16/5 display
Consumer warranties are commonly should be turned off for eight hours
between 1-3 years in a residential every night and all-day during weekends.
environment, while commercial
warranties are typically 3-5 years.
TVs, Displays, and Monitors
Most users refer to an LCD display as a
Rating TV, Display, or Monitor. Many will use
When you see a rating in either of these these names interchangeably, however,

The Facility Manager’s Guide to Audio Visual Technology 7

 02 VIDEO PRESENTATION OPTIONS- KEY TERMS

they all have very different meanings. typically only in specific environments,
such as for drawing creation software or
TV OR TELEVISION - typically made for a monitoring operations centers.
residential environment and has a built-in
tuner for allowing cable TV content. Some DISPLAY - the standard device you see
users will call these plasmas, although in the front of a boardroom as one large
the plasma technology has not been sold image. These can be combined to form
for many years. video walls. You’ll know it’s an LCD display
video wall if bezels are viewed within the
MONITOR - typically used with a laptop large image.
or desktop computer at a personal
workstation. These don’t usually exceed BEZELS - the frame of the display.
40” diagonal, and are typically only used Usually thin and black in a commercial
in specific environments, such as are environment.

(picture of a video wall with bezel)

The Facility Manager’s Guide to Audio Visual Technology 8

 02 VIDEO PRESENTATION OPTIONS- KEY TERMS

Digital Signage SOFTWARE/CONTENT - many digital

signage companies offer a wide variety
HARDWARE - digital signage displays can
of software options. Typically, these are
have a landscape (wider than it is tall,
broken into desktop application software
horizontal) or portrait (taller than it is
and cloud-based, offering the ability to
wide, vertical) orientation. They can be
change the content from anywhere. In
wall-mounted or free-standing to make
most cases, content is managed by your
your signage mobile. You can usually find
Marketing or IT departments. Sometimes
a small digital signage player behind a
the license can come with the purchase
display or in a rack.
of the player, and other times these are
paid subscriptions.

The Facility Manager’s Guide to Audio Visual Technology 9

03 DIRECT VIEW LED OR DVLED

Direct view LED is a display type that uses light-emitting diodes

(LED) as individual pixels throughout the whole display. These
light-emitting diodes are grouped together by red, green, and blue
to cast the image seen on the screen. One benefit of LED is that
these displays aren’t reflective, so users won’t have to struggle with
troublesome screen glares.

The Facility Manager’s Guide to Audio Visual Technology 10

 03 DIRECT VIEW LED OR DVLED

PROCESSORS - these devices are responsible for switching the content seen on
video walls. Processors can be installed locally at the display location, but with
some manufacturers, can also be installed at a rack location in another room.

Environment purchased in case a pixel becomes

damaged and needs to be replaced.
This display is best used where a larger
Please ensure your AV integrator is
or unique size display is required, and a
quoting a couple of replacements to
clear image is important. It has superior
reduce downtime. Power supplies for
image quality and is usually priced higher
video walls can be installed locally at
than alternative display options.
the display location, but with some
manufacturers, can also be installed at
What should I research? a rack location in another room. This is
important to keep in mind if your video
Often, when a dvLED display wall
wall is not getting power.
is purchased, additional panels are

The Facility Manager’s Guide to Audio Visual Technology 11

04 LCD DISPLAY

LCD panels, or Liquid Crystal Displays, are comprised of a layer

of liquid crystals sandwiched between two polarized pieces of
glass. These liquid crystals themselves aren’t what’s casting the
light, so these displays shine a backlight through the layer of liquid
crystals to create the image seen on the display. LCDs are the most
commonly installed display in the commercial environment. A
large benefit to these displays for these displays is that they can be
standard or interactive (touch enabled) interactive touch screen.

The Facility Manager’s Guide to Audio Visual Technology 12

 04 LCD DISPLAY

Environment How do I troubleshoot?

These displays are commonly seen with Firstly, be sure to check your video
digital signage content, conference connection. For the vast majority of
rooms, and training rooms, basically LCDs, this can be found, and solved, by
anywhere with video walls. making sure everything is connected to
the displays’ HDMI port. And similarly,
if you’re having touch issues on an
interactive model, check and make sure
everything is connected to the display’s
USB port.

The Facility Manager’s Guide to Audio Visual Technology 13

05 PROJECTORS/SCREENS

A projector is a display that casts an image by projecting it onto a

surface– hence the name projector.

Lamp projectors do this by shining a light small transparent lens,

but some newer models of projectors known as laser projectors can
project an image by using lasers.

Laser projectors require lower maintenance while providing higher

brightness and color contrast. Whereas lamp projectors are more
affordable and the lamp can be replaced easier than replacing the
entire projector.

The Facility Manager’s Guide to Audio Visual Technology 14

 05 PROJECTORS/SCREENS

Projectors provide a great solution when Screens are typically specified based
a larger size display is required for a on the diagonal size. A good way to
space and budget is a factor. determine a screen’s diagonal in a
room is to measure dimensions and
These can also be used in specialized apply the Pythagorean theorem
environments that require edge blending,
a technique using multiple projected (a^2 + b^2 = c^2).
images to create one single, seamless
image. LUMENS - the unit of measurement
for a light’s brightness, the higher
PROJECTOR SCREEN - the surface number of lumens, the brighter the
the image or digital content from the projected image.
projector is typically cast on, which is
usually a part of the structure installation. When in a space with more ambient
light, or outside light that can
These screens can be made from potentially wash out your projected
different types of fabric with different image, a higher lumen count is
reflective properties and colors, it varies required so your image can still be
depending on user needs and the setting seen.
they are installed in.
Light dimmers can also help an image
appear brighter in in rooms with more
ambient light.

The Facility Manager’s Guide to Audio Visual Technology 15

 05 PROJECTORS/SCREENS

RESOLUTIONS - these are the pixel dimensions, or the number of pixels in each
dimension, that can be displayed. When specifying a projector and screen, it is
important to take into account the content that will be displayed.

 XGA (1024x768 pixels)  WXGA (1280x800 pixels)

4:3 aspect ratio 16:10 aspect ratio

 WUXGA (1920x1200 pixels)  720p (1280 x 720 pixels) 16:9

16:10 aspect ratio aspect ratio

 1080p (1920 x 1080 pixels)  4K (4096 x 2160)

16:9 aspect ratio

Environment If it’s a laser projector, it could be time to

replace the projector itself. It’s important
These are typically installed in large
to note that replacing a laser projector
training rooms, auditoriums, and houses
shouldn’t happen frequently as most
of worship. Portable projectors can also
lasers cover 20,000 hours, or just over
be used for travel as well.
two years, of use. To get the most life out
of your projector, always remember to
turn it off when it’s not in use.
How do I troubleshoot?
If the issue is that the image isn’t bright When displaying images and video, check
enough, check if your projector has a to make sure your display and content
lamp. It might be time to replace it. are compatible.

The Facility Manager’s Guide to Audio Visual Technology 16

06 CONTENT: WIRELESS PRESENTATION

Wireless presentation options allow users to present to different

displays without the use of a hard-wired connection.

Also known as Screen Mirroring, Screen Casting, and Screen Sharing

– this technology allows the user to send content from their device
to another larger display. Often, you’ll see these come in the form of
native casting options such as Miracast and AirPlay.

The Facility Manager’s Guide to Audio Visual Technology 17

 06 CONTENT: WIRELESS PRESENTATION

Environment If Wi-Fi checks out then see if Bluetooth is

being used as a casting option. It’s rare,
Anywhere you’d find a display with
but there are casting options that utilize a
wireless sharing capabilities.
Bluetooth connection.

How do I troubleshoot? Please ensure the presenting device is

within proximity to the receiving wireless
First, check your display’s connection. If
presentation device.
your user is experiencing lag time with
connectivity, the issue could be a weak
Finally, make sure to check that the
Wi-Fi connection.
display you are trying to cast on can
support the casting option you are trying
If there is an issue connecting to the
to use. Some devices don’t support
wireless presentation system, there is a
Miracast or Airplay.
chance the presenting device needs to
be connected to the same network as
To get the most out of your display,
the wireless presentation device. Always
please check for firmware updates
make sure your display is showing the
whenever possible. If you need
correct input.
assistance, please contact your local AV
integrator.

The Facility Manager’s Guide to Audio Visual Technology 18

07
CONTENT: HARD WIRED
(HDMI, TX/RX, & AV OVER IP)

Typically, you’ll see hard-wired connections in the form of HDMI,

or High-Definition Multimedia Interface, cables. These cables are
the most common hard-wired connection and most known for
TV connections. It transfers both High-Definition video and audio
through a single cable. What used to be RGB, S Video, RCA, DVI and
VGA have now transitioned into HDMI and sometimes Display Port
or USB-C.

The Facility Manager’s Guide to Audio Visual Technology 19

 07 CONTENT: HARD WIRED (HDMI, TX/RX, AND AV OVER IP)

There’s also display port. Similar to an HDMI cable, display port is shaped
differently. It is more commonly found on PCs.

Finally, there’s USB-C. This is a newer type of connection. Some of these transfer
audio and video, some offer charging capabilities and some even allow for
interactive functionality. They currently only support a distance of six feet, so most
integrators shy away from specifying these for professional installations.

Environment Make sure you don’t bend your cable

during this process. If a cable is bent at
Anywhere you’d find a display– or the a hard angle it can damage the cable.
backside of one where its ports are. You Also, when you’re displaying HD videos
could find an HDMI input in the form of a and images check that your HDMI cable
wall plate or table connection. supports 4K resolution.

How do I troubleshoot? For MAC users, it’s important to note

Apple products do not typically have
First, check the connection itself. Make
these connections built into their
sure it’s connected tightly, but without
products natively. Please ensure your
force. If that doesn’t work, try another
Apple users have appropriate adapters
HDMI cable to determine if a lack of
for your specific room requirements.
connectivity is due to the cable itself or
the display input.

The Facility Manager’s Guide to Audio Visual Technology 20

 08 CONTENT: VIDEO CONFERENCING

Video conferencing is the act of people in different locations

communicating in real-time through the transmission of audio-video
signals. Communication typically provides users with both an audio
and video feed. Years ago, most video conferencing was achieved
using, which means encode/decode. In recent years, however, video
conferencing has shifted to primarily web-based platforms.

Video conferencing is accomplished multiple platforms when meeting with

through platforms. If a client uses external users, BYOD or Bring Your Own
primarily one platform, one-touch join Device environments, are becoming more
options are most appropriate for ease and more popular. Typical platforms
of use. Because many users need to use used for video conferencing include
Teams, Zoom, and WebEx among others.

The Facility Manager’s Guide to Audio Visual Technology 21

 09 CAMERAS

Cameras used in video conferencing provide the visual aspect for

communication. They can be a computer webcam or a conference
room camera that’s sole purpose is for conferencing. It’s important
to note different cameras provide different resolutions.

Certain cameras allow for a certain controls or with presets. These cameras
range of a shot. A static camera is one allow different areas of a space to be
that does not move. These cameras are seen on camera and move to provide
usually locked - they cannot pan or tilt close-up or wide views. Then there are
while streaming a shot. Meanwhile, a PTZ tracking cameras which work through
Pan Tilt Zoom camera allows users to voice tracking, facial recognition, or
manually adjust the image with manual movement tracking.

The Facility Manager’s Guide to Audio Visual Technology 22

10 AUDIO

Let’s talk about the most common device you’ll see in all
environments; speakers. Speakers are devices that convert electrical
energy into acoustical signal energy, or sound, that we hear in
a room. They can be ceiling mounted, wall/surface mounted, or
freestanding/portable. The most commonly seen speaker are ceiling
speakers that are cut and mounted to the ceiling of a room such as
drop tile or open ceilings.

The Facility Manager’s Guide to Audio Visual Technology 23

 10 AUDIO

While typically you might think of or recorded sound or music so it can be

speakers being used to make sounds audible at a distance.
louder, sometimes they’re used to make
other noises seem quieter. You would typically find these in sports
stadiums, public transportation vehicles
Sound masking emitters use speaker and facilities, and live or recorded music
technology to help people focus by venues and events.
reducing noise distractions around
them, like a loud conversation outside a The power or wattage behind a speaker
closed-door or someone stomping down is driven by it’s amplification or Amplifier.
the hall, by masking it with unobtrusive Power amplifiers come in all shapes/
noise. sizes/ratings and determine the
impedance of a speaker 70v or 8/4ohm.
They are typically small and can be placed
in any setting necessary for collaboration 70 volt speakers systems are common
and focus. on large commercial spaces while
8/4 ohm speakers are commonly
Then there are speakers meant to take used in enterainment, theatre and
a sound source to be broadcasted for a performancing arts venues.
large area of space. In these scenarios,
PAs, or a public address system would be Above all else, when you’re planning
used. sound for your facility - speakers and
amplifiers are significant components
These systems are used to increase the that have the largest impact.
volume of an audio source, whether that
be a human voice, musical instrument,

The Facility Manager’s Guide to Audio Visual Technology 24

 10 AUDIO
AUDIO

Another essential element to an audio to as lav mics, lapel collar mics, body
system is a microphone. Microphones mics, clip mics, neck mics, or personal
are tools that convert sound waves into mics. They discreetly attach to a specific
electrical energy variations which can person’s clothing and are typically hidden
be heard by the ear and can be used to and wireless. They work by transmitting
amplify, transmit or record noise. sound through radio frequencies.

They work to make sure what needs Another microphone you might see to
to be heard is heard against ambient, pick up the sound of a specific person is a
or background, noise. In a setting headset. They are worn on the head of a
where clear communication is vital, a user. Unlike a lav mic, headsets also have
functioning microphone is essential. speakers that provide a direct audio feed
to the user.
They can be designed to be held in
a user’s hand, commonly referred to Headsets can be wired or wireless, and
as handheld mics, or placed on a mic while usually not as subtle as lav mics,
stand. Microphones are often used in they come in a range of sizes.
panel discussions, performances, and
presentations and can be wired or A microphone can also be designed for
wireless. groups, like a table mic. A table mic is
used to pick up audio in group settings
When a microphone is needed to pick and is placed in the center of a table.
up on a specific person’s sound while
being hands-free, Lavaliere Lapel They work by using built-in microphones
microphones are used. These small to determine a primary speaker and
microphones are commonly referred stream their voice directly to any audio
feed. These can be wired or wireless.

The Facility Manager’s Guide to Audio Visual Technology 25

 10 AUDIO

Another microphone that can work for A digital signal processor (DSP) is a
groups while being less obtrusive in specialized microprocessor chip used
appearance is the ceiling microphone, to process all these audio signals
such as a drop tile ceiling mic and picked up by a microphone.
dropdown. These give the benefit of
360-audio coverage, while not cluttering DSP takes real-world digitized
a surface area. signals such as voice, audio, video,
temperature, pressure, or position
How do I troubleshoot a and mathematically configures
them, like “adding”, “subtracting”,
microphone?
“multiplying” and “dividing.”
If your wireless microphone is fully
charged but does not transmit sound Finally, when multiple sound inputs
to your speakers, please check the need to be merged, a soundboard
frequency of your mics. Over time, is used. This tool streams sound
certain areas will experience RF from microphones, instruments,
interference which may impact the smartphones, and DJ turntables to
functionality of your wireless microphone speakers as a single signal.
systems.

The Facility Manager’s Guide to Audio Visual Technology 26

11 CONTROL

This function allows users to control certain functional operations

in a room such as display on/off, volume up/down, camera presets,
content selections, etc. This will commonly be seen with touch
panels that provide conference room automation through a single
push of a button.

These will do things like lower the shades, dim the lights, and turn
on the projector in a conference space.

The Facility Manager’s Guide to Audio Visual Technology 27

11 CONTROL

Much like touch, a button panel is similar, but with a button

interface design. Regardless of which interface, when choosing a
control in your space it’s important to use a certified programmer
who can make sure it is installed correctly.

How do I troubleshoot?
If a piece of equipment is replaced in a room, this could require programming changes to
your control system in order for the new equipment to function

The Facility Manager’s Guide to Audio Visual Technology 28

 12 ROOM SCHEDULING

There are many versions of scheduling panels, but most allow users
to visually see if and when a room is in use or available. This is most
commonly seen on a touch screen. Some have lighting indicators,
such as green for available and red for booked.

How do I troubleshoot?
If your scheduling panel is not receiving invites, first check with your IT as it could be a
permission/licensing issue. Also, ensure that the panel is always operating with the latest
firmware. For hardware failures make sure to check the power source.

The Facility Manager’s Guide to Audio Visual Technology 29

 13 HYBRID

In today’s flexible workplace, everchanging communication

standards seem to be redefining the traditional meeting space.
Hybrid working environments are the new norm allowing users to
join any meeting from almost any device and location.

It’s not unusual for a video conferencing workplace brings people from all over
call to include someone from their desk the globe together, allowing everyone to
at the office, an attendee from the home see and hear each other as if they were
environment, and a caller from the field. in the same room. Users are even able to
The flexible workplace is making remote share content from their screens while
communication easier than ever before remotely communicating. Each at-home
and setting the standard for the future. setup requires a camera, mic, speakers,
With the right tools, the flexible display, network connection and web

The Facility Manager’s Guide to Audio Visual Technology 30

 13 HYBRID

application. These can come in the form However, as the workspace has become
of what’s included with your phone or flexible and remote, the responsibilities
laptop set up, however, a higher quality of these duties, and their relation to one
solution is often best. These tools help another, have changed.
ensure remote communication is as
effective, personable, and collaborative An increasing amount of AV equipment
as their in-person counterpart. has become heavily reliant on network
capabilities, meaning network support is
Now more than ever, it is imperative that more vital than ever before., IT, and FM
Audio Visual (AV), Information Technology are no longer independent of one other,
(IT), and Facility Management (FM) but rather synergistic and reliant on each
collaborate to ensure a seamless user other for success.
experience. Each role has its own unique
function. For example, if a network fails, the video
capabilities of that network will fail too.
AV is responsible for the design, install,
programming, training, and service the This is just one example of the
system. While IT manages the network interconnectedness these roles have to
configuration and PC set up at home and one another. If one role falls short, the
in-office. others fall with it.

Then finally, FM is responsible for Similarly, if all pieces of the puzzle

managing live meetings, offering are working cohesively, the hybrid
support to users, and providing electrical environment thrives.
and physical network infrastructure
requirements.

The Facility Manager’s Guide to Audio Visual Technology 31

14 STANDARD WORK PLAN

The Facility Manager’s Guide to Audio Visual Technology 32

14 STANDARD WORK PLAN

The Facility Manager’s Guide to Audio Visual Technology 33

14 STANDARD WORK PLAN

The Facility Manager’s Guide to Audio Visual Technology 34

14 STANDARD WORK PLAN

The Facility Manager’s Guide to Audio Visual Technology 35

 15 CREDITS

We are grateful to the organizations that provided photographs of their facilities to

support this publication.

Cover Page 10
MCL CONSTRUCTION MCL CONSTRUCTION
– Breakroom – Huddle Room
Omaha, NE Omaha, NE
(Brad Anderson, photographer) (Brad Anderson, photographer)

Page 5 Page 11
INDIANA UNIVERSITY SGA CORPORATE CENTER
- PUI Innovation Hall Theater - Board Room
Indianapolis, IN Scottsdale, AZ
(Will Dunham, photographer)
Page 7
CASINO ARIZONA AT SALT RIVER Page 12
- Lobby BELLEVUE UNIVERSITY
Scottsdale, AZ - Training Room
Bellevue, NE
Page 8
TUCSON POLICE DEPARTMENT Page 14
– Operations Center UNIVERSITY OF NEVADA,
Tucson, AZ - Las Vegas Flora Dungan Humanities
Building
Las Vegas, NV

The Facility Manager’s Guide to Audio Visual Technology 36

 15 CREDITS

Page 17 Page 23
CITY OF GOODYEAR RECREATION CENTER WILLOW HILLS CHURCH
– Meeting Room - Broadcast Booth
Goodyear, AZ Prescott, AZ
(Ris Marek, photographer) (Ris Marek, photographer)

Page 19 Page 27
CITY OF GOODYEAR RECREATION CENTER WELLSKY
– Hallway – Boardroom
Goodyear, AZ Overland Park, KS
(Ris Marek, photographer) (Bob Greenspan, photographer)

Page 21 Page 29
ZION AND ZION ZION AND ZION
– Conference Room – Huddle Room
Tempe, AZ Tempe, AZ
(Julie Solomon, photographer) (Julie Solomon, photographer)

Page 22 Page 30
CREIGHTON PREPARATORY HIGH ROUTE 66 CASINO HOTEL
SCHOOL - Legends Theatre
– Cafeteria – Omaha, NB Albuquerque, NM
(Brad Anderson, photographer)

The Facility Manager’s Guide to Audio Visual Technology 37

 THE FACILITY MANAGER’S GUIDE TO AUDIO VISUAL TECHNOLOGY

SPONSORED BY:
The Facility Manager’s Guide to Audio Visual Technology 38