Project Overview

Meeting Room Video Conferencing was a key requirement for a growing creative and digital content studio as it established its new office in Lower Parel, Mumbai.

The team needed a professional video conferencing solution that could support client meetings, remote collaboration and internal creative reviews without making the room complicated to operate. The existing display and wall mount were already available, so the solution also needed to make effective use of the existing setup.

Allwave AV Systems designed and implemented a native video conferencing solution centred around the Yealink MeetingBar A40, CTP25 touch panel and WPP30 wireless presentation pod.

The result is a streamlined meeting room where users can join video meetings, share content and collaborate with minimal setup without depending on a laptop connection for every meeting.

About the client

The client is a Mumbai-based creative and digital content studio working across brand storytelling, digital content and AI-assisted video production.

With regular interaction with brands, agencies and external collaborators, video meetings and remote creative reviews form an important part of the studio’s day-to-day workflow.

For a growing creative team, the meeting room needed to do more than provide a camera and microphone. It needed to offer a professional, easy-to-use collaboration environment that could support client-facing conversations without adding unnecessary technical complexity.

Business Challenges

The client was setting up a new office with an existing display and wall mount but without a dedicated meeting room AV system.

The key requirements were:

• A simple video conferencing experience that could be operated by a non-technical team.
• Reliable camera coverage across the room’s seating area.
• Clear audio pickup for participants during video meetings.
• Wireless content sharing for presentations and creative reviews.
• Integration with the existing display rather than replacing it.
• A complete installation and commissioning process with user training.
• A solution appropriately sized for a 17 ft × 11 ft × 8 ft meeting room.

The objective was therefore not to overbuild the room but to create a practical and professional video conferencing environment suited to how the studio actually works.

Solutions

Allwave AV Systems designed and deployed a meeting room video conferencing solution tailored to the client’s room dimensions, seating layout and collaboration requirements:

AV Installation & Commissioning: Executed structured and professionally terminated AV cabling, followed by complete equipment installation, system configuration and commissioning. Allwave also conducted end-user acceptance testing (UAT) and hands-on training to ensure the client’s team could operate the video conferencing and collaboration system confidently.

Native Video Conferencing: Deployed the Yealink MeetingBar A40-031 as the core video conferencing system, featuring dual 48 MP cameras with 120° DFoV, 6x digital zoom at 4K and an 8-microphone MEMS array with up to 6 m voice pickup. AI-enabled features including auto-framing, speaker tracking and noise cancellation support a clear and consistent meeting experience. The A40 was paired with the CTP25 touch panel for simple, one-touch meeting control.

Existing Display Integration: Retained and integrated the client’s existing display and wall mount with the new meeting room AV solution, allowing the available infrastructure to be reused while keeping the deployment cost-efficient.

Wireless Content Sharing: Added the Yealink WPP30 wireless presentation pod to enable 4K/30fps wireless content sharing, annotation and reverse control from laptops. This provides the team with a convenient way to present creative content and collaborate during client meetings and internal reviews.

Scope of work:

Allwave AV Systems managed the project from room planning and AV design through installation, configuration, testing and handover, delivering a complete meeting room video conferencing solution.

• Site Assessment & Coordination: Reviewed the meeting room layout, seating arrangement, existing display and infrastructure to determine the appropriate AV requirements.
• AV Design & Planning: Prepared the equipment layout and system design based on the room dimensions, seating distance and video conferencing requirements.
• Equipment Supply & Integration: Supplied and integrated the Yealink MeetingBar A40, CTP25 touch panel and WPP30 wireless presentation pod with the client’s existing display.
• Structured AV Cabling: Executed the required AV cabling, termination and connectivity to ensure a clean and reliable meeting room AV setup.
• Installation & Configuration: Installed, configured and commissioned the video conferencing system, including native meeting application setup and room control.
• Testing & Commissioning: Conducted system testing and end-user acceptance testing (UAT) to verify video, audio, content sharing and overall system functionality.
• User Training & Handover: Provided hands-on training, system documentation and final handover to enable the client’s team to operate the meeting room independently.
• Post-Installation Support: Included 16×6 NOC support as part of the commissioning services for ongoing technical assistance.

Project Outcomes

The completed meeting room video conferencing solution delivered the following outcomes for the client:

• Simplified Meeting Experience: The CTP25 touch panel provides easy, one-touch control, allowing users to start and manage meetings without a complex setup.
• Reliable Video & Audio: The Yealink MeetingBar A40 provides camera coverage and integrated audio designed around the room’s dimensions and seating arrangement.
• Seamless Content Sharing: The WPP30 enables wireless content sharing, making client presentations, creative reviews and collaborative discussions easier.
• Optimised Existing Infrastructure: The client’s existing display and wall mount were retained and integrated into the new meeting room AV solution, helping optimise the overall deployment.
• Ready for Ongoing Collaboration: The completed setup provides the client with a dedicated video conferencing and collaboration environment for client meetings, internal reviews and remote collaboration as the studio continues to grow.

Technology & AV Systems Used

RESULTS & IMPACT

The project demonstrates how a carefully designed meeting room video conferencing solution can turn a basic meeting space into a professional collaboration environment.

By combining native video conferencing, wireless content sharing and the client’s existing display, Allwave delivered a practical AV solution designed around the studio’s actual requirements.

For a growing creative business, the result is simple: walk in, connect and collaborate.

Conclusion

The project demonstrates how a thoughtfully designed meeting room video conferencing solution can create a professional and easy-to-use collaboration environment without unnecessary complexity.

By combining the Yealink MeetingBar A40, CTP25 touch panel and WPP30 wireless presentation system with the client’s existing display, Allwave AV Systems delivered a right-sized solution built around the client’s specific room and collaboration requirements.

Looking to Upgrade Your Meeting Room?

Planning a video conferencing or meeting room AV solution for your office? Allwave AV Systems can help you design and implement a solution based on your room size, existing infrastructure and collaboration requirements.

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