The Comprehensive Conference & Training Room Guide: Planning the Modern All-IP Ecosystem

This guide serves as a definitive resource for IT directors, managers, and business owners tasked with architecting high-performance meeting and training environments. In an era where professional audiovisual technology has fully converged with standard IT infrastructure, the shift toward All-IP Meeting Spaces is no longer optional—it is a strategic necessity. By leveraging the combined strengths of Atlona and Shure, organizations can deploy systems that are not only scalable and secure but also natively optimized for the corporate network.

1. The IT Backbone: The Foundation of Networked AV

The success of a modern AV deployment is fundamentally tied to the quality of its underlying network infrastructure. In an IP-based environment, the network acts as the "circulatory system," moving 4K video, high-fidelity audio, and control data between endpoints with precision.

Infrastructure and Cabling Standards

A robust deployment begins with high-quality structured wiring, typically Cat6 shielded cabling, which provides the necessary bandwidth and protection against electromagnetic interference. For high-data-rate applications, such as those utilizing USB 3.2 Gen 1 peripherals, Category 6A U/FTP cabling is recommended to support transmission speeds up to 5 Gbps over distances of 100 meters. This infrastructure links the central equipment rack to wall-mounted encoders and display-mounted decoders.

Managed Network Switches

The "heart" of this architecture is a managed Gigabit Ethernet switch. Unlike consumer-grade hardware, professional managed switches (such as those from NETGEAR) are required to support multicast network architecture and IGMP snooping. These protocols ensure that high-resolution video streams are only delivered to intended destinations, preventing network congestion and "flooding".

Power over Ethernet (PoE)

Utilizing PoE or PoE+ through the network switch is a critical efficiency for modern installs. This allows the switch to provide both data and electrical power to Atlona encoders/decoders and Shure networked microphones over a single cable. This eliminates the need for numerous individual power supplies, resulting in a cleaner physical installation and reduced electrical labor costs.

2. Security and Network Integrity

For IT directors, the primary concern when moving AV to the LAN is protecting the integrity of corporate data. Atlona and Shure products are engineered with enterprise-grade security protocols to mitigate these risks.

Physical and Logical Isolation

Atlona Velocity hardware gateways feature dual Network Interface Controllers (NICs). This allows IT managers to physically isolate the AV device LAN from the primary facility network, ensuring that AV traffic does not interfere with critical data operations and that AV devices remain inaccessible from the general office network.

Advanced Encryption Standards

Sensitive communications are protected by robust encryption layers. Shure Axient Digital systems utilize AES-256 bit encryption for wireless microphone signals, ensuring that transmissions remain unbreachable even in high-stakes environments like executive boardrooms or courtrooms. Similarly, Atlona OmniStream video distribution supports AES-128 encryption, protecting visual content across the network.

Access Control and Authentication

System management is governed by industry-standard security features. These include:

• IEEE 802.1x: Ensures that only authenticated devices can join the network.

• Secure Management Protocols: System configuration is conducted via HTTPS, SSH, and SFTP to prevent unauthorized interception of control data.

• Role-Based Accounts: Velocity allows the creation of specific accounts for integrators, IT staff, and clients, each with clearly defined access privileges.

3. Customized UI and the Control Ecosystem

The Atlona Velocity Control System acts as the "brain" of the ecosystem, centralizing all AV elements into a single networked platform.

Scalable Architecture

Unlike traditional control models that require one dedicated processor for every room, a single Velocity gateway can serve multiple rooms simultaneously. For instance, a single hardware gateway can manage AV control for up to 20 rooms and scheduling for up to 40, significantly lowering the total cost of ownership and simplifying maintenance.

Intuitive Customization

Velocity features a highly intuitive, GUI-based configuration platform. IT managers can design custom layouts for 7", 8", or 10" touch panels that include:

• Source Selection: One-touch switching for wired laptops, room PCs, and wireless devices.

• Audio Level Control: Real-time adjustment for microphones and speaker zones.

• Camera Presets: PTZ (Pan-Tilt-Zoom) controls for video conferencing.

• Conditional Logic and Macros: "Room states" can be programmed to automate functions like powering down displays when no signal is detected.

Touchless BYOD Control

A unique benefit of Velocity is the ability to generate QR codes on the touch panel. Users can scan the code with their personal smartphone or tablet to gain instant control of the room via a web browser. This "touchless" interface eliminates the need for shared physical surfaces and requires no proprietary app installation.

4. Visual & Audio Ecosystems: OmniStream and Shure

OmniStream AV-over-IP

Atlona OmniStream provides the visual distribution for the room, delivering 4K video over standard Gigabit Ethernet. The latest generation utilizing the VCx™ codec enables artifact-free 4K/60 4:4:4 video, ensuring that fine text in presentations and high-motion video are rendered with absolute clarity. Standout features include multiview window processing, which allows a single screen to display content from up to four different sources simultaneously—ideal for overflow rooms or monitoring multiple data feeds.

The Shure Audio Foundation

High-quality audio is the most critical component of a successful meeting. Standardizing on Dante networking allows audio signals to live on the same IT backbone as the video. Shure’s Ceiling Array Microphones (like the MXA series) capture every speaker automatically using steerable lobes, rejecting ambient noise such as HVAC systems. For larger venues, Shure Axient Digital provides unmatched RF stability through Quadversity™, which assigns four antenna inputs to a single channel for extended coverage and resistance to interference.

5. Mastery of Divisible Rooms and Zoned Spaces

The flexibility of an IP-based architecture is most evident in its ability to manage divisible rooms and complex zoning.

Flexible Reconfiguration

Divisible rooms require the ability to switch between "open" and "divided" modes instantly. Through Velocity, IT managers can set room state macros; at the touch of a button, a large hall can be reconfigured to operate as two independent training rooms or a single unified space. This includes independent volume control for all, left, or right sections of the split room.

Independent Zone Control

For large venues like restaurants or entertainment spaces, IP-based distribution allows for independent zoning. In a sports bar environment, for example, staff can route different 4K sources to specific displays in the bar, lounge, or dining areas without affecting other zones. This eliminates the limitations of traditional fixed-matrix switchers and allows for the integration of scrolling "Happy Hour" text across selected decoders.

Independent Audio Zoning

Networked AV allows for precise audio zoning in multipurpose facilities. One half of a room can host a collaborative session with local sound reinforcement while the other half remains in a presentation mode. Networked amplifiers, such as the Atlona Gain 120, feature Dante interfaces to accept audio streams directly from the network for these specific zones.

6. Use Case Benefits Across Vertical Markets

Enterprise and Corporate

In the corporate world, the focus is on minimizing the "time to start" a meeting. Atlona switchers like the Omega Series provide universal BYOD connectivity, including wireless casting for iOS and Android without an app. This allows executives to transition from huddle sessions to executive board meetings with a consistent user experience.

Education and Schools

The HyFlex model requires supporting in-person and remote students simultaneously. By combining Atlona matrix switchers with Shure array microphones, instructors can use a single USB-C connection to access all room cameras and high-fidelity audio. Multiview processing enables students in overflow rooms to see both the live instructor and the digital presentation on a single display.

Government and Courtrooms

Judicial spaces require AV to be enabled across multiple zones—the jury box, judge’s bench, and witness stand—while maintaining absolute signal encryption. OmniStream provides the secure switching required for evidence presentation, while Velocity integrates with third-party equipment to ensure simple, powerful control for court personnel.

Entertainment and Hospitality

Large venues and restaurants benefit from the "Open Freeway" of the network. Integrators can add as many displays and decoders as needed without the physical constraints of traditional matrix switchers. This allows venues to scale their AV systems as their business grows, from a small lounge to a massive multi-screen sports bar.

7. Techkinect Integration: From Design to Support

The transition to an All-IP environment is most successful when an experienced partner like Techkinect is involved throughout the project lifecycle.

Phase 1: Design to Build

Techkinect engages early in the process to handle structured wiring specifications and network infrastructure design. By specifying the correct Cat6 shielded wiring and managed switches, we ensure your facility has the foundation required for high-performance AV. We work with you to uncover the details—such as room dimensions and user workflows—that differentiate a "good" project from a "great" one.

Phase 2: Build to Install

Integration is simplified through the IP-native nature of Atlona and Shure. Because Velocity can automatically search for and discover devices on the network, Techkinect can have new rooms online in as little as 30 minutes by replicating established settings and configurations. This removes the programming hassles associated with legacy proprietary systems.

Phase 3: Install to Support

Our partnership continues with remote monitoring and maintenance. Using Velocity Premier Services (Remote Gateway), Techkinect can provide enhanced support by:

• Remote Troubleshooting: Identifying and resolving issues without an on-site technician visit.

• Firmware and Security Updates: Pushing critical updates to all devices across a campus simultaneously.

• Cloud Backups: Ensuring your system configurations are always available for instant recovery in the event of hardware failure.

• Help Desk Integration: Users can request assistance directly from the room's touch panel, creating a ticket for the IT team or Techkinect instantly.

Conclusion: The Future of Idea Sharing

The integration of Atlona Velocity, OmniStream, and Shure audio represents the pinnacle of modern conference room design. By moving away from rigid, legacy hardware and embracing a network-native architecture, your organization gains a system that is flexible, scalable, and secure.

Techkinect is ready to help you navigate this digital transformation, providing the expertise needed to turn your meeting spaces into powerful hubs for the sharing of ideas.

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