FAQ - Audio Visual & Video Conferencing Questions

MAV Reality designs, installs, and supports meeting room video conferencing and workplace AV systems. We help organisations deliver reliable meeting experiences across offices, from single rooms to multi site rollouts.

Yes. Meeting room AV and video conferencing is our core specialism, not a sideline: we design, install, commission and support Microsoft Teams Rooms, Zoom Rooms and workplace AV as our whole business, from single boardrooms to 44-room multi-floor estates, delivered by our own engineers UK-wide.

Typical UK freelance rates in 2026: AV installation engineers £150 to £300 a day, field service engineers £200 to £300, commissioning engineers £250 to £450, Crestron programmers £350 to £625, and event AV technicians £150 to £250 with a contract median around £163. Our UK AV engineer day rates guide has the full breakdown by role and region.

Yes. We deliver Teams Rooms and Zoom Rooms projects end to end, including room design, hardware selection, installation, configuration, testing, and user training.

We deliver meeting room video conferencing, meeting room AV, room booking systems, and digital signage for modern offices and collaboration spaces.

Yes. We provide ongoing support and managed services to reduce downtime and keep rooms running smoothly, including helpdesk support, fault resolution, and preventative maintenance options.

Yes. We create repeatable room designs and consistent configurations to make the user experience the same across sites and simplify support for IT teams.

Yes. We coordinate with IT, facilities, and fit out contractors to align cabling, power, network readiness, room readiness, and delivery timelines.

Start with a discovery call or workplace survey. We then propose a design and delivery plan, confirm timelines and budget options, and manage delivery through installation, commissioning, and handover.

Our professional services cover the full delivery lifecycle for meeting rooms and workplace AV, including discovery and site surveys, design and engineering, procurement and vendor coordination, project management, installation and integration, programming and configuration, commissioning and testing, documentation, training, and handover to support.

Yes. We design and deliver meeting room AV and video conferencing systems for huddle rooms, meeting rooms, boardrooms, and larger collaboration spaces, with a focus on reliability and a consistent user experience.

Yes. We deliver Teams Rooms and Zoom Rooms projects, including room design, platform configuration, device setup, and validation testing so users can join meetings quickly and confidently.

Yes. If you are dealing with poor audio, camera issues, or inconsistent meeting experiences, we can assess your current rooms, identify root causes, and recommend upgrades or standardisation to improve reliability.

Yes. We can manage sourcing and procurement of AV and video conferencing hardware, coordinate logistics, and handle vendor escalation where needed, while staying vendor agnostic so the solution fits your requirements.

Yes. We manage delivery across stakeholders like IT, facilities, and fit out teams, including programme planning, scheduling, change control, and risk management to keep projects on track.

We validate system performance through structured testing, capture configuration confirmation where needed, complete quality assurance checks, register platforms where applicable, and deliver clear documentation. We also provide training so end users and IT teams feel confident.

Yes. We create repeatable room designs and configuration templates so users get the same experience across locations, and support becomes faster and more predictable.

A professional AV installation project covers the full journey from planning to handover, including meeting room installation, video conferencing installation, AV cabling, equipment mounting, rack build, commissioning, testing, documentation, and training.

We use a staged delivery approach so every meeting room, boardroom, video conferencing space, and LED wall installation is delivered in a controlled, predictable way. This typically includes pre construction planning, first fix cabling, offsite build, second fix installation, commissioning, client testing, handover, and early life support.

Pre construction is where projects succeed or fail. We typically confirm scope, responsibilities, site access, programme, reporting cadence, escalation routes, and key decision makers. We also set up document control, approvals, change control, and a clear plan for drawings and deliverables.

Yes. For most projects we produce coordinated installation information such as layouts, elevations, schematics, rack layouts, patching details, cable schedules, and interface notes, so the installation is buildable and coordinated with other trades.

Yes. Video conferencing systems often rely on the network to perform properly. We coordinate requirements such as IP planning, port requirements, device naming, security policies, multicast where applicable, and readiness for network live windows, so commissioning and room go live are not delayed.

We build a procurement schedule that highlights long lead items, programme risks, and alternatives where appropriate. We also stage equipment, capture asset details, and pre configure where possible to reduce on site time and lower risk.

We use a structured change control process. Any proposed substitution or scope change is assessed for impact on cost, programme, and performance, then tracked through an approvals workflow so there are no surprises.

First fix is the cabling and containment phase. We manage a live cable pull schedule, label standards, testing evidence, and photo updates. We also use hold points before ceilings or voids are closed so cabling, containment, and test evidence are signed off before access is lost.

Yes, where suitable. Offsite rack build and pre configuration improves quality and consistency. It typically includes repeatable wiring standards, labelling checks, asset capture, configuration validation, and rack testing, so on site commissioning is faster and more reliable.

Yes. For larger rollouts, mock ups help validate the room experience early, including the user interface, camera behaviour, audio performance, and content sharing flows. This reduces risk before full deployment.

Second fix is the installation of active equipment, for example displays, cameras, microphones, speakers, touch panels, video conferencing endpoints, control interfaces, and room peripherals. We align this to a room ready gate so power, data, ceilings, furniture, and access are ready before final install and commissioning begins.

Room ready means the space is genuinely ready to receive final AV equipment and commissioning, for example power is live, network is available where needed, containment is complete, ceilings and furniture are finished, and safe access is confirmed. This prevents rework, delays, and damaged equipment.

We plan deliveries around room readiness and maintain secure storage and controlled uplift. We also use an equipment protection approach so high value kit is not left exposed on site unnecessarily.

AV commissioning is the process of configuring, validating, and testing the full system so the room works as intended. This typically includes firmware baselining, device enrolment, audio configuration, control programming, video switching, content sharing, and end to end signal flow verification.

Testing typically includes audio performance, echo cancellation, microphone pickup, loudspeaker levels, camera framing, platform join experience for Teams Rooms and Zoom Rooms, content sharing and BYOM, control system workflows, and monitoring visibility where applicable. Results are captured with retest records for any issues found.

Yes. We agree a witness testing approach, demonstrate agreed real world scenarios, log snags, rectify issues, and re test until the agreed acceptance criteria are met.

Handover normally includes as built information, schematics, rack layouts, patching and port references, asset registers, warranty schedules, and simple operational runbooks. This gives IT and facilities teams what they need to support meeting rooms and video conferencing day to day.

Yes. Training can be delivered for IT administrators and key user groups, plus quick start guides that help teams use meeting rooms confidently, including video conferencing and presentation workflows.

Soft landing is the early life period after go live where a named engineer supports rapid issue resolution, user guidance, and early defect burn down. It reduces disruption in the first weeks when rooms see real world use.

Yes, where monitoring is part of the project scope. This helps with proactive alerts, visibility of device health, and faster diagnosis when a meeting room or video conferencing space has an issue.

We follow site rules and typically provide RAMS, installation plans, permits where required, inductions, task briefings, and site records to keep delivery safe and compliant.

Yes. We aim to reduce waste and emissions through consolidated deliveries, packaging segregation, and compliant disposal routes, including WEEE where applicable.

We typically run structured communications, weekly progress reporting with photographic updates, and regular project meetings, so stakeholders stay informed and decisions are made quickly.

Yes. LED wall installation projects require strong coordination, power and data planning, precise mounting, and structured testing. We manage the installation workflow, integration points, and commissioning checks so performance is consistent.

Support starts from £500 per room per year. Pricing depends on room type, estate size, and the tier you choose. Use the calculator for a live estimate.

Yes. We support Teams Rooms and Zoom Rooms setups, plus the AV around them so rooms stay reliable.

Remote triage and troubleshooting, clear ticketing with ownership and updates, scheduled firmware and platform update planning, and multi vendor coordination and escalation where supported.

Yes. We can take over support for existing rooms. We run an onboarding survey and, if needed, a site survey to baseline your estate.

Yes. Many customers choose higher tier support for boardrooms and lower tier support for smaller rooms to keep costs efficient.

Bronze response up to 3 working days. Silver response next working day with priority email and phone. Gold response same working day with quarterly health checks and reporting. Enterprise is a dedicated service model with tailored SLA, reporting, and scheduled on site support.

Yes. Preventative maintenance is included by tier, and on site support can be added, including scheduled on site days for higher tier plans.

Meeting room support is ongoing technical help to keep your meeting rooms, video conferencing systems, microphones, speakers, displays and control systems working reliably. It covers day to day faults, user issues and technical problems that stop meetings from starting on time.

We provide support for a wide range of audio visual and video conferencing technology, including meeting rooms, conference rooms, boardrooms, video conferencing endpoints and peripherals, cameras, microphones, speakers, Microsoft Teams Rooms, Zoom Rooms, Cisco Webex room systems, room PCs, touch controllers, wireless presentation, switching, LED walls, large format displays, DSPs, audio systems, amplifiers, voice lift, room control systems, and room booking panels.

Yes. We support the room set up and performance of Microsoft Teams, Zoom and Webex, including troubleshooting call quality, device connectivity, camera and mic issues, and room join problems.

Typical support includes remote troubleshooting and diagnostics, incident logging, triage and prioritisation, end user support (no audio, camera not working, cannot share screen), configuration checks and stability improvements, supplier and OEM escalation management, and on site attendance when remote fixes are not enough (subject to your support level).

Some requests are usually treated as project work or chargeable add ons, such as new room installs or major room changes, redesigns, moves, adds, changes or significant reconfiguration, supporting systems not included in your supported environment, and issues caused by third party changes outside the AV system (we can still help diagnose and coordinate).

You can log issues by email, and if applicable via a ticket portal. For the fastest resolution, include room name or location, what you were trying to do (Teams call, Zoom call, presentation), what happened (symptoms or error message), time the issue occurred, and photos or screenshots if possible.

Yes. Remote support is often the fastest way to resolve meeting room and video conferencing issues, especially for device checks, configuration fixes and diagnostics.

We aim to respond fast, with typical targets such as ticket acknowledgement within 15 minutes during business hours and remote response and triage within 2 hours during business hours. Exact targets can vary based on your chosen support level, but the goal is always to restore your meeting room quickly.

Yes. If remote triage confirms an on site visit is needed, we can dispatch an engineer, often same business day where possible, depending on time, location, access and availability.

Support is typically delivered during UK business hours, Monday to Friday excluding public holidays. Out of hours support can be available depending on your requirements.

We prioritise by impact and urgency: Critical (key meeting rooms down, major business impact), High (significant loss of function, limited workaround), Medium (partial issues with a workable workaround), Low (minor issues, queries, service requests, scheduled changes).

Yes. We can agree business critical rooms, for example executive boardrooms, customer demo suites, high use meeting rooms, so they receive the right priority and response approach.

Yes. Preventative maintenance helps avoid failures by checking device health and connectivity, firmware and software versions and stability, audio quality, microphone performance, echo issues, camera framing and video conferencing behaviour, cabling, rack condition, ventilation and power resilience, and recommendations to improve meeting room reliability.

Yes, where your LED wall is part of the supported environment. We support fault triage, configuration checks and coordination with specialist suppliers if required. Preventative checks can also reduce downtime.

Yes. These are common meeting room support issues. We troubleshoot likely causes such as incorrect audio routing, peripheral faults, HDMI and USB C presentation issues, device selection problems and room PC or Teams Rooms status.

Yes. We troubleshoot video conferencing quality issues including echo, feedback, low speech intelligibility, network related dropouts in coordination with IT, and device and DSP configuration.

Yes. We can manage updates in a controlled way, prioritising stability and compatibility, and scheduling changes to minimise disruption. Critical security updates can be fast tracked where appropriate, subject to access and change control.

Yes. Reporting can include ticket volumes and trends, common faults and recurring root causes, recommendations to improve meeting room reliability, and lifecycle and upgrade advice where relevant.

To speed up meeting room fixes, it helps if you can provide room name and time of incident, platform used (Teams, Zoom, Webex), what peripherals were involved (laptop, wireless share, in room PC), error messages and screenshots or photos, and permission and access windows for remote work and on site visits.

Yes. We design, supply, install and support Poly, Neat, Yealink and Logitech meeting room systems, including Microsoft Teams Rooms and Zoom Rooms. We install everything from a single video bar in a small meeting room to full boardroom systems with multiple microphones, speakers and dual displays.

There isn't one 'best' brand for every room. The right choice depends on room size and seating layout, how often you host external calls, camera requirements (speaker tracking, auto framing, wide angle), audio requirements (background noise, echo, ceiling height), management tools and IT standards, and budget and rollout scale. We help you match the hardware to the room, then install it properly so it performs as expected.

In most cases the best fit is a high quality all in one video bar, a simple touch controller, one display, and optional wireless presentation. The key is not just the device, it's correct positioning, correct screen size, and proper audio behaviour in the real room.

For medium rooms, the most common mistake is buying a bar that cannot cover the whole table. You may need a stronger camera with wider coverage, better microphone reach (sometimes an expansion mic), dual displays if you want content and participants at the same time, and room layout changes (for example screen placement and table orientation).

Large rooms are where cheap installs fail. A boardroom often needs more than one microphone (sometimes table mics or ceiling mics), better speaker coverage or integrated room speakers, DSP tuning for echo cancellation and speech clarity, dual displays (sometimes three displays for complex spaces), and a camera solution designed for long tables and side seating. We design around your real meeting style and room shape, not just what a brochure says.

Often yes. The usual checks are correct resolution support (typically 1080p or 4K), reliable power behaviour (auto power on, no random standby), enough inputs and cable routes, and correct screen size for viewing distance. We can confirm suitability during a survey, then advise if an upgrade will make a meaningful difference.

In general, one screen works well for smaller rooms, two screens is often better for productivity (participants on one, content on the other), and boardrooms often benefit from dual screens, especially for presentations and external calls. We'll advise based on room size, seating, and how you run meetings.

In simple terms, Teams Rooms on Windows typically uses a room PC and can offer more flexibility for certain integrations and peripherals. Teams Rooms on Android is often an appliance style experience with simplified management and a clean user experience. The right choice depends on your IT standards, security policies, management preference, and the exact room requirements.

Yes. We help you confirm the correct licensing approach and how rooms are signed in and managed, so the system is compliant and easy to administer.

Yes. We can install and commission customer supplied Poly, Neat, Yealink or Logitech hardware, and we'll flag common gaps like missing mounts, wrong cables, or network readiness issues.

To install meeting room hardware smoothly, you typically need power and network available at the install positions, suitable screens mounted or ready to mount, agreed cable routes (trunking, containment, or in wall cabling), room access and permits or inductions if needed, and admin access to Teams or Zoom tenant for sign in and management.

Yes. Depending on the room and hardware, we can design a solution where users can join meetings from the room system or use their laptop while still using the room camera, microphones and speakers.

Yes. We can implement wireless presentation workflows so users can share content easily, without cable problems and without unreliable workarounds.

Yes. A professional meeting room installation should look clean, be maintainable, and not rely on loose cables. We plan cable routes, mounting positions, and termination points so it's reliable and presentable.

A simple room can often be installed quickly, but real timelines depend on cabling readiness and mounting work, one screen vs two screens, whether audio needs tuning or additional microphones, and site access windows and working hours. We plan around your schedule so meeting disruption is minimal.

The most common reasons are wrong hardware for room size and acoustics, poor camera and microphone placement, network blocks, security policies, or unstable connectivity, missing firmware updates or incorrect configuration, and no plan for support, maintenance and monitoring. Our approach is to design properly, install cleanly, and commission thoroughly to reduce these issues.

Yes. We install and configure Microsoft Teams Rooms, including room sign in, device naming, management approach, and testing of join, share, and call quality.

Yes. We install and configure Zoom Rooms, including controller setup, room calendar integration where required, and end to end testing.

Yes. Some estates run both platforms. We can standardise room experiences so users know what to expect in every meeting room.

Yes. We provide meeting room support and video conferencing support after install, including remote troubleshooting, on site support where needed, preventative maintenance, and update management.

Yes, where monitoring is part of the service. Proactive monitoring helps catch device issues early and speeds up fault diagnosis.

No. Running the proof of concept carries no purchase commitment. We supply, install and support the room for the evaluation period, and you invest only when you decide to keep the rooms and roll them out.

Typically two to four weeks, extendable to 30 days, so your team has time to use the room in real meetings rather than a one-off demo.

A complete HP Poly meeting room kit suited to your room size, configured for your Microsoft Teams or Zoom environment. That usually means a Poly Studio X-series bar, or an HP Poly Studio Base Kit G9 Plus Windows room with a Poly camera, a TC10 controller and the right audio for the space.

We do. As an authorised HP partner we deliver, install, configure it to your tenant and train your team. If you decide not to proceed, we collect and remove the kit.

A meeting room, network and power, a Microsoft Teams or Zoom Rooms licence for the room, and a point of contact on your side. We handle the rest.

No. There is no purchase obligation. At the end of the proof of concept you either convert it into a quote or we collect the kit. There is no commitment if you walk away.

You get genuine, warranty-backed HP and Poly hardware, configuration done correctly the first time, and UK-based install and ongoing support. We scope, install, support and maintain the room, not just ship a box.

UK businesses and public-sector organisations with a specific room to upgrade and genuine plans to invest. The trial is not available to resellers or to individuals.

Yes. We deliver UK-wide from our offices in London and Yorkshire, so we can install and support a trial room across the country.

A technology partner is a manufacturer we have deep hands-on deployment experience with, so projects are delivered correctly, consistently and at scale. These relationships are based on real-world engineering and delivery, not vendor lock-in or sales exclusivity.

Our engineers regularly deploy and support collaboration and AV ecosystems including Poly, Neat, Logitech and Yealink, plus professional audio partners such as Shure. We design repeatable room standards that work across single-site and multi-site estates.

We use a structured staging and validation approach before technology is deployed into live environments. This includes reference architecture checks, multi-vendor interoperability testing, and configuration validation to reduce delivery risk and improve first-time success.

We remain vendor agnostic by design. Technology selection is driven by suitability, standards, security and support requirements, so solutions align to enterprise IT strategy and long-term operations.

We operate as a channel-first delivery layer supporting partner and manufacturer ecosystems by providing specialist engineering, integration and delivery without competing for hardware margin or end-customer ownership. Engagement can be delivered white-label, co-branded, or MAV-branded depending on your go-to-market model.

We build solutions to be reliable and supportable, and operate within manufacturer warranty frameworks. We provide lifecycle delivery from commissioning and documentation through to break-fix support, managed services and refresh programmes.

We provide a clear delivery tracking approach so partners can follow opportunities from engagement through to rollout and support. This typically includes milestone tracking, multi-site progress reporting, handover status and an audit trail for governance.

Yes. London is our home patch - our office is in De Beauvoir (N1) and we install and support meeting room AV, Microsoft Teams Rooms and Zoom Rooms across the City, Canary Wharf, the West End and Greater London, usually out of hours to avoid disrupting occupied buildings.

Yes. Many London-headquartered clients roll a standard room design out to regional and international offices. We run these as one programme from London with a single design standard, one project manager and coordinated regional delivery through our Yorkshire office and specialist network.

Yes. Our managed support packages include around-the-clock room-health monitoring through platforms like UMA and Utelogy, with remote triage from our support desk and on-site break-fix across London when hands-on work is needed.

Yes. We regularly plan multi-room and multi-site programmes, standardising Teams or Zoom rooms across Manchester city centre, Salford, Trafford, Liverpool and wider North West sites under one design and one point of contact.

Yes. Alongside standard meeting rooms we build content and podcast studios, town-hall and all-hands spaces and video walls for the media, broadcast and agency sector at MediaCityUK and Salford Quays.

Yes. As well as the Colmore business district we regularly work at Solihull, Blythe Valley Park, Birmingham Business Park and Fort Dunlop, scheduling around tenant access windows.

Yes. We standardise rooms across Birmingham, Coventry, Wolverhampton and the wider Midlands under one specification, so every site looks and works the same.

Yes. Our managed support packages include around-the-clock room-health monitoring through platforms like UMA and Utelogy, so faults on Teams Rooms and Zoom Rooms are usually spotted and triaged remotely before anyone in the building reports them, backed by on-site break-fix across the Midlands.

Yes. Our AV engineering covers system design, rack build, cable termination, DSP tuning, control programming, commissioning and documented handover - delivered by our own engineers on Birmingham sites from Colmore Row to Solihull.

Yes. From the same Halifax base we cover Bradford, Wakefield, Harrogate, Sheffield and York, so a Yorkshire-wide estate runs under one design and one team.

Yes. We standardise huddle, meeting and boardroom types across a whole building or estate so every floor is consistent, backed by managed support and Poly Lens or Neat Pulse monitoring.

Yes. We plan multi-site programmes across the Central Belt, standardising Teams or Zoom rooms in Glasgow, Edinburgh and wider Scottish sites under one design, one specification and one point of contact.

Yes. We build briefing rooms, dealing-desk displays and boardrooms for the IFSD's financial-services firms, to the reliability and security those environments expect.

Yes. Much of the New Town is listed, so we design discreet, reversible installs that meet conservation constraints while still hitting the MAV Standard for the room.

Yes. As well as the New Town and Exchange District we work at the larger corporate campuses out at Edinburgh Park, South Gyle and Gogarburn.

Yes. As well as Bristol we cover Bath, the South Gloucestershire business parks at Aztec West and Filton, North Somerset, and out towards Exeter, Cardiff and Swindon.

Yes. For the aerospace and engineering base around Filton we build design-review rooms, large display walls and high-acoustic-quality conferencing for technical collaboration.

Yes. We build lecture-capture, research-collaboration and meeting-room AV for the life-sciences and higher-education organisations clustered in the Knowledge Quarter.

Yes. From the same team we run North West programmes that standardise Teams or Zoom rooms across Liverpool, Manchester and the wider region under one specification.

Yes. Two major North East office parks sit on the North Tyneside corridor, and we regularly install and support meeting-room AV across them, scheduled around tenant access.

Yes. We deliver compliant, standards-led meeting-room and chamber AV for councils and public-sector bodies across Tyne & Wear, with managed support to match.