Event Technology & High-Impact Meeting Environments: All-Hands and Large Meeting Environments

AV for all-hands and large meetings is shifting from manual control to automated room states tied to the meeting schedule. This moves responsibility away from on-site operators and toward predictable presets. Calendar-driven automation sets cameras, audio, lighting and content routing before the first person walks in. The operational job is less about “driving the room” and more about maintaining clean presets, accurate schedules and clear ownership when something breaks.

• Meetings start on time because the room is already in the correct state when people arrive.
• On-site support demands drop because staff handle exceptions instead of every meeting.
• Failure points are easier to diagnose because presets and signal paths are defined and documented.
• Leaders get a consistent experience across rooms, which reduces complaints and escalations.

Rooms run on a small set of named presets mapped to real use cases, such as all-hands, training and hybrid board meetings. These presets are triggered automatically by the room calendar or a single front-of-room control, not by ad hoc tweaks. Camera positions, microphone routing, display layouts and lighting scenes are baked into each preset. Support teams use a standard diagram and runbook to verify each preset before major events, and after any change. When issues occur, they reset the room to a known preset first, then troubleshoot within that defined state.

This week, define and document one room preset for your primary large meeting space.

• List your top three recurring large-meeting formats and the room states they require.
• Meet with IT and facilities to agree on ownership for presets, schedules and first-line support.
• Work with your AV partner to implement calendar-linked presets in one pilot room.
• Create a one-page runbook with diagrams and reset steps and store it in the room and online.