Reliable AV solutions in the council chamber of the Municipality of Almelo

For the Municipality of Almelo, AVEX delivered the audiovisual installation for the council chamber and the Stad & Ambt meeting rooms in Almelo Town Hall. The renewed working environment has a modern look and is equipped with future-proof audiovisual technology.

The challenge

Outdated technology

The audiovisual installation in Almelo Town Hall was outdated. The systems also provided insufficient support for hybrid working and were no longer reliable.

Following a tender process, the Municipality of Almelo awarded the contract to AVEX based on the best price-quality ratio. The partnership includes both the delivery and ongoing support of audiovisual equipment.

The Municipality of Almelo was looking for a partner that could also take full responsibility for coordinating subcontractors. With a clear objective in mind, our project team got to work.

The solution

Future-proof

AVEX tailored the new AV system to the way the Municipality of Almelo works and designed it to support future functionalities that users can add quickly and easily. We selected high-quality, energy-efficient and user-friendly AV equipment.

Integration with the RIS

In addition, integration with the existing Council Information System (RIS) and webcast environment was an important part of the design. AVEX engineers programmed a connection between the RIS, webcast environment and AV system in the council chamber.

This integration automatically exchanges data such as agendas, participants, voting information, speakers and voting results. As a result, the entire AV system can be operated from a single digital control panel.

Full control

The new discussion system consists of a chairman’s microphone and participant units, which councillors activate using their personal cards. Users can easily access speaking times, participant lists and voting results.

As a result, the chairperson can manage the discussion, including controlling microphones and deciding who can speak and when. This helps maintain order during debates and meetings while ensuring that everyone can be heard clearly.

User-friendly

User-friendliness was a key consideration in the design of the new AV system, for the council secretariat, administrators and end users alike.

Users can operate the entire AV system from a single digital control panel. During the programming phase, AVEX invited users to test the system, allowing our programmers to fine-tune the interface and ensure a smooth user experience.

“AVEX prepares everything in-house beforehand, which is extremely efficient and effective. With a test setup, you as the customer get a one-to-one experience with the new system, and specific requirements can still be integrated beforehand. This approach saves a huge amount of time.” Maico Klaas Senior Advisor, Facilities & Building Management, Municipality of Almelo

The result

A modern council chamber

Following a thorough renovation, the Municipality of Almelo now has a modern council chamber equipped with future-proof audiovisual technology.

The new system is fully aligned with the way the municipality works. The integrated control panel allows users to operate both the RIS and AV system from one central interface. This makes things easier for users and provides greater peace of mind and convenience.

AVEX’s role

AVEX was responsible for the 3D design, programming and implementation of the audiovisual system for the council chamber and meeting rooms. We integrated the existing RIS and webcast environment and trained users to work confidently with the new system.

AVEX’s project manager handled the complete project management, including coordination with third parties to integrate the audiovisual equipment with building-related installations, furniture and fixed interior elements.

Maico Klaas, Senior Advisor, Facilities & Building Management at the Municipality of Almelo, explains: “AVEX prepares the new installation and programming in-house beforehand. This is extremely efficient and effective. With a test setup, you as the customer get a one-to-one experience with the new system, allowing specific requirements and adjustments to be integrated before installation. During the installation of the new AV system, this approach resulted in significant time savings.”

Audiovisual solutions delivered

A completely renewed council chamber for approximately 40 people, featuring:

• Discussion system with digital voting functionality
• Control screens and meeting management system
• Meeting marking system with NFC identification
• Automatic PTZ camera tracking linked to the discussion system and microphones
• Full integration of meeting management with the Council Information System (RIS) and webcasting
• Wireless sharing of data and files for presentations, including video and audio
• Video distribution via AV-over-IP
• Display of video and audio on multiple large displays
• Touch-panel control

Maintenance and management | AVEX Care

In addition, to ensure reliable day-to-day operation, AVEX provides maintenance and support through AVEX Care. All communication relating to maintenance and support takes place through AVEX’s renewed and highly secure service portal. The Municipality of Almelo has direct online access to, among other things, status information for all ongoing service tickets.