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Outdated technology

The audiovisual installation in Almelo Town Hall was outdated.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, AVEX was awarded the contract 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

The new AV system is tailored to the way the Municipality of Almelo works and is designed to be future-proof, allowing new functionalities to be added quickly and easily. The selected AV equipment is high quality, energy-efficient and user-friendly.

De audiovisuele installatie in het stadhuis van Almelo was verouderd. De systemen ondersteunden bovendien onvoldoende het hybride werken en werkten niet meer betrouwbaar.

Na een aanbesteding werd de opdracht aan AVEX gegund op basis van het criterium beste prijs-kwaliteitsverhouding. Het samenwerkingscontract omvat zowel de levering als de ondersteuning van audiovisuele middelen.

Gemeente Almelo zocht een partner die ook de volledige aansturing naar onderaannemers kon invullen. Met een helder doel ging ons projectteam aan de slag.

Integration with the RIS

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 enables data such as agendas, participants, voting, speakers and voting results to be exchanged automatically. 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. Speaking times, participant lists and voting results can then be accessed easily.

During a meeting, 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, users were invited 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 RIS and AV system are integrated and operated from a single control panel. 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 also integrated the existing RIS and webcast environment and provided user training.

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

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.