For more than a decade, AV Technology and Systems Contractor News have joined forces to deliver a full day of hot-topic panels, peer networking, and intimate conversations with vendors at the AV/IT Summit.

If you are a CTO, CIO, AV/IT director, consultant, or integrator, the AV/IT Summit on Aug. 5, 2026, in Times Square, is the must-attend event of the summer.

Space is truly limited, so apply now.

Check out the video below and learn why SCN’s Mark Pescatore and AVT’s Cindy Davis think you need to register to attend.

Designed to Engage, Inform, and Inspire

Our keynote, "The AI Moment for the Collaborative Workplace," delivered by Byron Tarry, founder and chief transformation officer of NΞXXT, is sure to inspire you and challenge your assumptions of AI in the workplace. Tarry will explore how analytics, automation, and intelligent agents can anchor the digital layer of a space, offering the ability to generate insight, optimize performance, and increasingly collaborate with the people who use it.

Pain Points 2026: Bring yours and get answers!

Designing the Modern Higher Ed Classroom: Moderated by HETMA's Joe Way

Broadcast-Level AV for Enterprise and Higher Ed: What you need to know to get started and level up.

The Consultant’s Roundtable: Learn how they can help your organization plan, design, deploy, and manage AV and IT infrastructure solutions—and, of course, simplify the process.

The State of Collaboration: We discuss the new collaboration space and the drivers for high-quality solutions.

The Great AI Debate: We discuss how AI is truly impacting Pro AV.

Better Every Year

“Each year I have been involved with the AV/IT Summit, it gets better and better,” said Cindy Davis, content director for AV Technology. “Last year, we introduced the Pain Points session, and it was so much fun. Attendees bring their top AV/IT pain points, and our panel of experts and other attendees attempt to solve them.”

On a more serious note, our panels cover some of the most important topics in the AV/IT industry today. There’s plenty of networking time to talk further with our speakers, your peers, and the AV/IT Summit vendors to share ideas.

You might think that stating that space is limited is a marketing ploy, but it’s not; we can only accept a limited number of people. Attendees must qualify to attend, so register today!

We look forward to seeing you at the AV/IT Summit!

For years, many felt that “good enough” in higher education classrooms meant a projector, a screen, and maybe a monitor. But "good enough” doesn’t cut it anymore. Amid enrollment pressures, rising costs, faculty adoption, and shifting expectations for hybrid learning, institutions are rethinking how they approach AV upgrades and installations.

“The baseline functionality of ‘good enough’ has increased and will likely continue to trend upwards,” said Ben Pickrel, president of CCS Presentation Systems. And that baseline of what you need in classrooms has clearly shifted since the pandemic.

“It’s gone from being a nice-to-have to being a need,” said Erin Maher-Moran, IT manager for classroom technology at Johns Hopkins University and chair of the Higher Education Technology Managers Alliance (HETMA). This evolution has been key to changing what is “good enough,” and it’s clear that some of these investments and upgrades are becoming indispensable on campus.

Hybrid Is Not Optional

Based on the comments from the experts who spoke with SCN, hybrid is not optional on campuses. “The demand for hybrid teaching environments have forced schools to invest in a more robust technology package that includes multiple cameras and audio solutions in support of both in person learning and online video calls,” said Pickrel.

And it’s not just installing a single camera pointed at the professor, which is something we saw a lot of interest in early in the pandemic. It’s about understanding that hybrid isn’t just about broadcasting a class or lecture; it’s about engaging with students. “The goal is to make remote students feel like they are in the room, and that means showing and hearing both the professor and the students in the classroom,” Pickrel noted.

One way to address this has been to use multiple cameras that capture both the instructor and the students, along with microphones that support discussion-based learning. “Cameras and tracking systems are getting better, particularly with the implementation of AI," noted Troy Dale Powers, AV systems support lead at Northwestern University and vice chair of HETMA.

Lecture capture also extends the reach of classroom lectures, enabling institutions to reuse and share course content. “Video capability combined with lecture capture systems stretch resources, allowing a professor to teach from one classroom to multiple locations,” Pickrel explained. “More students attending the same class increases the overall tuition dollars without sacrificing the quality of the teaching, along with access to the recorded material.”

An Emphasis on Sound

Sound reinforcement in classrooms is also being treated as a priority and critical need rather than an afterthought as it was in the past. Those who choose to underinvest in classroom audio enhancements risk missing the mark, and students’ learning outcomes can suffer.

“Classroom voice amplification systems are essential to help schools meet the needs of students and instructors,” said Joe da Silva, VP of marketing at Extron. “By distributing sound evenly throughout the room, they ensure that every student hears the instructor’s voice clearly, no matter where they are seated. These professional-grade systems maximize speech intelligibility for students while also reducing vocal strain for instructors, allowing the freedom to move naturally around the classroom.”

Larger campuses are relying on standardization and consistency to support large-scale deployments across multiple rooms. Standardized systems streamline installation and maintenance for integrators, and faculty become more comfortable.

“Well-designed campus AV relies heavily on consistent user experiences from room to room,” da Silva added. “For faculty, a unified interface ensures that every room works the same, allowing instructors to walk in, start teaching, and not be distracted by the technology."

This also allows faculty to focus on delivering content without worrying about not being able to access it if they have trouble using the technology in the room. “The faculty want to be able to concentrate on their content delivery,” said Maher-Moran. “They don’t want to have to worry about walking into a space and having to be like, wait, what is this room like? They want to have the same user experience from room to room.”

This level of standardization also helps lighten the load for campus IT teams supporting hundreds of classrooms. It’s much easier to troubleshoot, in person or remotely, if the rooms are standardized from one to the next.

Touchpanel Importance

One of the most visible elements of the AV system is the control system touchpanel, which faculty frequently interact with directly. “With the interface having such a central role, the quality of the entire AV system is often judged by the experience the user has with the touchpanel,” said da Silva.

The latest and greatest technology—and how complex it is—doesn’t really matter to the faculty if the interface doesn’t make any sense to them. If the interface feels clunky, it will make the system seem unworkable and cause them to avoid engaging with it. “They don’t care how complex the room back end is,” Powers explained. “It doesn’t matter to them, as long as it makes sense on that little touchscreen and they can push a couple of simple buttons and make it work.”

On the flip side, many institutions learn the hard way what doesn’t work for modern classrooms. Complexity is clearly not synonymous with greater impact. Not every room needs every imaginable feature, and many institutions overspend on impressive technology that doesn’t align with needs or faculty comfort levels. Schools have to balance power with usability.

“The goal of any technology integration into a classroom setting is to enhance the learning experience for the students,” Pickrel said. “Proper design principles will balance the need for complex capabilities with an intuitive, easy-to-use control interface, allowing the professors to focus on teaching, not on the technology.”

Avoiding Misalignment

There has often been a misalignment between technology and pedagogy, but Maher-Moran noted that institutions are doing a better job through collaboration with instructional technologists. “It’s much better for us to work with the instructional designers and find out exactly how these instructors are going to be teaching,” she explained.

This also helps avoid a common problem of installing something and hoping people will just use it. The more a system requires support or cheat sheets to use, the less it will be used, and technology that isn’t used is just a wasted line item. That’s why faculty adoption is so critical—without it, even the best-designed systems will fail, even if they work perfectly.

Investing in training will boost instructor confidence and help them discuss elements they may be resistant to. You can also look for internal advocates who can help others use the technology. “Identifying ‘champions’ within the university is an extremely successful method to help drive adoption long after the initial training sessions are done,” added Pickrel.

Looking ahead, industry professionals see a focus on adaptable, flexible classroom design and an increasing reliance on AI integration. Maher-Moran noted that the use of AI will extend beyond its current applications, such as camera tracking, to include system monitoring and room health. She also highlighted that AI-powered learning tools are gaining traction. “Chat agents, AI chat agents are somewhere I think we’re going to see growth,” she predicted.

As it is in many industries, AI is where the next evolution of classroom technology is heading. Potential future applications we could see AI supporting range from syllabus-based Q&As to more complex classroom simulations. “With AI becoming so prevalent in everyday life, I think there’s going to be more of a push to utilize AI tools in classrooms and within our systems,” Maher-Moran said.

Powers agreed but offered a note of caution. “I think the problem is we don’t know what it’s going to look like,” he said. “The AI that we were talking about two years ago isn’t what we’re talking about today.”

Looking for more knowledge about classroom AV? Get your free copy of SCN's Integration Guide to Education.

AV/IT TEAM:

Brandon Landwehr, AV services manager

GOALS: Appleton, Wisconsin’s Fox Valley Technical College (FVTC) is a two-year public college, established in 1911 as the nation’s first vocational and adult education system. FVTC offers high-tech occupational training for today’s workplace, featuring specialized centers that replicate real-world scenarios to prepare students and refine their skills across 70 associate degree offerings.

Spanning 12 campuses, FVTC comprises nearly 400 classrooms, meeting rooms, executive offices, and conference centers equipped with state-of-the-art technology. These areas are all managed by a three-person AV team, which means efficient technology management is essential. FVTC’s AV services manager, Brandon Landwehr, and his team recently partnered with Automation Arts to implement new classroom standards.

CHALLENGES: This new effort needed solutions that would benefit the faculty and students in the classrooms today, while also evolving with them over time. All classrooms are standardized in terms of technology and layout, ensuring consistent experiences for faculty, especially adjunct professors.

FINAL INSTALL/USER BENEFITS: The Crestron ecosystem was the perfect fit for these needs; FVTC relied on the Crestron DM NVX AV-over-IP platform, AirMedia wireless presentation systems, Crestron intelligent video solutions, and the XiO Cloud management platform.

“Crestron’s ecosystem empowers us to tailor technology for specialized spaces while maintaining consistency across our campuses,” Landwehr said. “It simplifies support and streamlines inventory management, which is critical for a small IT team like ours.”

Standard classrooms rely on the DM Essentials product lineup and Crestron control to provide streamlined point-to-point connectivity for classroom materials to be shared. Faculty know what to expect when they enter these spaces, so connecting to the system is seamless—no matter which campus they might be teaching on that day. FVTC is in the process of adding more multi-purpose rooms to the campus to maximize space. Designed with longevity in mind and to support evolving learning environments, DM NVX technology was selected as the backbone for these divisible classroom setups due to its flexibility and reliability.

Specialized learning environments, such as culinary classrooms, baking labs, and dental hygiene labs, outfitted with state-of-the-art equipment, deliver a hands-on and experiential approach for practical training. AirMedia wireless presentation systems are paired with PTZ cameras to provide connectivity to the in-room monitors, offering additional views of demonstrations. For example, in the kitchens, each culinary workstation features a display that utilizes AirMedia technology to provide students with a personalized view of the lesson or lecture notes. Adaptable to future instructional needs, the content can be modified for every lesson, allowing students to view the materials that best suit their class needs for that day.

To support administration, the boardroom adopted the same approach, emphasizing ease of use and best-in-class reliability. The Crestron intelligent video portfolio provides a multi-camera system that makes hybrid meetings effortless. The Automate VX system is paired with eight 1 Beyond p-Series cameras to show in-room participants from every angle. Multiple displays around the room ensure that content is always within view. The environment is fully automated, empowering administrators to focus on their goals without worrying about the technology supporting them.

“Our intelligent video system lets us focus on the meeting—not the technology,” Landwehr said. “Our users value how the automated environment simply works, allowing them to concentrate on their goals while remote participants feel genuinely included.”

While embracing technology solutions has created learning environments that are ready to grow with faculty and students, the classroom workflows have tasked the AV team with even more to manage. The XiO Cloud platform has been instrumental in maintaining smooth operations across the college, as Landwehr and his team can mitigate issues before they impact faculty or students. The platform is heavily utilized to proactively monitor device uptimes. This approach to AV support frees the team to focus on planning future deployments and skill development rather than on reactive troubleshooting.

With the Crestron solutions portfolio, FVTC was able to maintain technology standards across a plethora of environments. The consistent approach delivered top-tier solutions that have modernized learning environments and helped them remain manageable for the IT team despite the scale and scope of their room portfolio.

AV/IT TEAM:

Walid Benkhaled, AV manager at the Bodleian Libraries, University of Oxford

GOALS: The University of Oxford, one of the world’s most prestigious academic institutions, has adopted a campus-wide standard for assistive listening using Auri, the inclusive audio solution powered by Ampetronic | Listen Technologies and built on Auracast Broadcast audio. Delivered by Aura and supported by Ampetronic | Listen Technologies, the solution began as a pilot in Blackwell Hall and has now become the benchmark for inclusive audio across the University’s estate.

CHALLENGES: Oxford’s AV infrastructure had grown organically over time, resulting in inconsistent interfaces and accessibility gaps across departments. Blackwell Hall, a high-profile public space within the Bodleian Library, lacked any modern assistive listening provision. The hall’s marble floors and Grade I listed stonework ruled out traditional hearing loop systems, and visiting AV teams struggled to integrate with the existing Dante network. With no room for cabling and a strict installation deadline before the academic term, the University needed a solution that was wireless, scalable, and non-invasive.

FINAL INSTALL/USER BENEFITS: Aura deployed the University of Oxford’s first Auracast broadcast assistive listening system, Auri, powered by Ampetronic | Listen Technologies, in Blackwell Hall. The Auri TX2N broadcast transmitter was patched directly into the Dante network using legacy cabling, avoiding any disruption to the historic building. The system now broadcasts high-quality audio throughout the atrium without the need for device pairing. An Auri D16 docking station with sixteen Auri receivers (neck loops, headphones, and ear speakers) is available at reception for visitors without Auracast-enabled devices. External AV teams can connect via a single Dante patch point, and staff use a reprogrammed wireless touch panel for intuitive source control.

Regular reviews with Procurement and Estates track receiver usage, user feedback, and network performance.

“What began as a pilot in Blackwell Hall has become our benchmark for inclusive audio across the University,” Walid Benkhaled, AV manager at the Bodleian Libraries, University of Oxford, said. “The Auracast deployment is genuinely pioneering and now forms our official standard for this type of accessibility solution.”

The Auri deployment has eliminated the coverage gaps associated with legacy hearing loop systems. Visiting AV teams now integrate seamlessly, and the solution has become the official standard for inclusive audio across the University of Oxford. The project demonstrates how modern assistive listening can be delivered in heritage environments without compromise.

AV/IT TEAM:
Bill “Bubba” Bussey, assistant athletic director and director of broadcasting; Jacksonville State University AV/IT Team

GOALS: Jacksonville State University, known as Jax State and a proud NCAA Division I member of Conference USA, recently sought to transform its athletic broadcasts with a comprehensive Dante-based communications system from Studio Technologies. Under the leadership of Bill “Bubba” Bussey, assistant athletic director and director of broadcasting, the university wanted to rebuild its entire communications backbone to support football, men’s and women’s basketball, volleyball, soccer, baseball, and softball broadcasts—most of which air on ESPN platforms, including ESPN+, with select games picked up nationally by CBS.

CHALLENGES: “When I arrived at Jax State, one of my primary objectives was to upgrade our broadcast infrastructure so we could truly operate like a Division I program,” Bussey said. “The biggest issue we faced was communication. It was an antiquated analog system on copper that simply didn’t work consistently. We spent more time trying to hear each other than actually producing great broadcasts.”

Directors had previously struggled to communicate with camera operators and on-air talent. Audio levels fluctuated, signal interruptions were common, and the production quality suffered. “We weren’t able to focus on creativity or production value because we were constantly troubleshooting communication issues,” Bussey added. “Talent couldn’t hear. Directors were shouting. There was popping and noise. Everyone left exhausted.”

After observing network production crews using Studio Technologies equipment during nationally televised games, Bussey began researching a similar solution for Jax State. “Whenever ESPN or CBS came in, I noticed they were using Studio Technologies gear. Everyone raved about how well it performed,” he said. “So, we connected with Gordon at Studio Technologies and began designing a completely new communications backbone.”

FINAL INSTALL/USER BENEFITS: Comprising Studio Technologies’ model 5422A Dante audio engine, model 348 intercom station, model 216A announcer’s consoles, model 372A intercom beltpacks, and model 381 on-air beltpacks, the new system delivers the reliability, clarity, and performance expected of a top-tier Division I program.

Working alongside the university’s IT team, Jax State deployed a dedicated virtual LAN separate from the university’s main network. Facilities, including the football stadium, basketball arena, soccer field, and baseball and softball complexes, were fully wired to support the new Dante-based digital audio-over-IP system.

“I understood what Dante was, but I didn’t have a working knowledge of it,” Bussey said. “Gordon and the Studio Technologies team walked us through the process. Our IT staff really took off with it, and the results have been outstanding. It just works. That’s the best compliment I can give it.”

The reliability of the new system has been particularly impactful for Jax State’s student production crews, many of whom are developing their broadcast skills in real time. “We incorporate students heavily, especially as camera operators,” adds Bussey. “They’re learning, and clear communication from the director is essential. With Studio Technologies, our directors can communicate clearly and consistently. That’s been a game-changer. With communications no longer a daily hurdle, the production team can now focus on quality, creativity, and consistency.”

Bussey’s appreciation for Studio Technologies extends beyond product performance. During a personal trip to Chicago, Bussey discovered Studio Technologies was located just minutes from his hotel. “I spent a morning visiting their facility and meeting the team,” Bussey said. “They couldn’t have been nicer or more accommodating. It’s great equipment, but it’s also great people.”

As Jax State continues its ascent in Division I athletics, including three bowl appearances since transitioning to the top tier, its broadcast operation now matches the level of competition on the field. “We’re proud of where our athletic program is headed,” Bussey added. “Studio Technologies has allowed us to operate with the professionalism and consistency expected at this level. It’s made our jobs easier, improved our broadcasts, and helped us better serve our fans.”

Jax State continues to expand the system as production needs evolve. For example, a second Model 381 on-air beltpack was added to support in-game communication with baseball managers from the dugout. For Jacksonville State University, the upgrade wasn’t simply about new equipment, but also about building a foundation for long-term broadcast excellence.

AV/IT TEAM: (Pictured left to right)
Todd Hughes, AV project manager, Andy Beasom, AV systems and infrastructure engineer

GOALS: The goal of this project was to design an AV solution that allowed video content to be clearly seen from anywhere in the room without interfering with the primary function of the space as an active exercise physiology lab. The design needed to support instruction while fully preserving the usability of the lab for research and physical activity.

CHALLENGES: This space is heavily used for research in strength, power, body composition, and cardiovascular testing, which makes it very different from a traditional classroom. The biggest challenge was integrating our standard classroom AV system into an environment filled with weight machines, exercise equipment, and other active equipment like medicine balls.

We had to avoid using any floor space and ensure that all installed technology was protected from the movement and activity happening throughout the room. The physical layout also presented challenges, as the room is long and narrow with a full wall of windows opposite the entry, which limited projector placement options. Flat panel displays were not a viable solution due to space constraints and room usage.

Budget was another factor, as the department had limited funds available. This required a creative and efficient approach to system design and installation.

FINAL INSTALL/USER BENEFITS: Faculty wanted an experience consistent with the university’s standard classrooms so that anyone could walk into the space and teach without needing to learn a new system. At the same time, the solution had to meet the unique needs of a highly active lab environment.

A primary use of the AV system is displaying exercise demonstrations, so it was critical that students could clearly view content from anywhere in the room, regardless of the equipment they were using.

To achieve this, we utilized an existing window well to install a projection screen that lowers in front of the windows without taking up usable space. An Epson L530U projector provides the main display. Along the long wall, two short-throw Epson laser projectors were installed between equipment areas to ensure visibility throughout the space.

In a protected corner of the room, we installed an LG 75-inch display for the instructor station. All AV equipment, including an Extron IPCP 255Qxi controller, IN2004 AV switcher, and DTP HD DA4 4K 330 distribution system, was mounted behind the display using Chief Proximity Component Storage Slide-Lock Panels. This approach keeps the equipment secure while maintaining a clean installation. A Dell Micro PC was also integrated for instructor use.

By designing and completing the installation entirely in-house, our team was able to significantly reduce costs while still delivering a high-quality, reliable solution.

AV/IT TEAM: (Pictured left to right)
Wesley Coupard, manager of AB1 Building Operations, Dave Wilder, senior director of DC Building Operations, Diego Romero, manager of AB1 Classroom AV, Rob Viers, VT director of Classroom AV

GOALS: Academic Building One (AB1), a 300,000-square-foot, 11-story facility in Alexandria, Virginia, serves as the hub of Virginia Tech’s growing Innovation Campus. AB1 operates within a broader network of facilities spread across Northern Virginia—each with distinct functions and user groups. For students, faculty, and visitors, navigation, communication, and a sense of shared identity in this dispersed urban campus present a unique challenge.

As Dave Wilder, senior director of DC Building Operations for Virginia Tech, described it, the goal was to “connect people to spaces” while also connecting the broader campus ecosystem.

CHALLENGES: While Virginia Tech’s main campus in Blacksburg benefits from a centralized, walkable environment, its Northern Virginia presence is inherently distributed. Graduate programs, research labs, and administrative services are spread across multiple sites—often connected only by public transportation.

AB1 functions not only as the academic hub for this network, but as a public-facing venue. In its first year alone, the building hosted more than 160 events and over 12,000 visitors, including conferences and third-party gatherings.

AB1’s dual identity as a keystone academic facility and public venue gives rise to a diverse set of needs: helping users navigate a large, multi-floor building with diverse spaces; reducing reliance on staffed information desks while supporting high volumes of first-time visitors; reinforcing a shared identity across multiple facilities and programs; and delivering timely, relevant information about events, schedules, and transportation.

FINAL INSTALL/USER BENEFITS: To address these challenges, Virginia Tech worked with 22Miles to implement an integrated wayfinding and communications platform designed around accessibility, flexibility, and user autonomy.

At the core of the deployment are interactive kiosks located at key building entry points. Powered by the 22Miles platform, these kiosks serve as central navigation hubs, allowing users to search for classrooms, departments, or personnel; access step-by-step wayfinding within the building; view current events and campus announcements; and retrieve transportation data, including Metro and bus schedules.

The experience extends beyond the kiosk. QR codes throughout the building will enable users to transition seamlessly to a mobile web interface—also supported by 22Miles—allowing them to continue navigation and access information on their own devices. This mobile-first approach reflects how users actually interact with the space: starting at a fixed point, then moving freely while staying connected to relevant information.

The platform also supports additional contextual tools, including a 3D virtual tour for pre-visit orientation, integration with campus news and event feeds, and support for culturally relevant programming, such as international holidays and community events.

Rather than functioning as isolated displays, these elements form a connected information ecosystem that allows users to discover, navigate, and engage with the campus.

The system balances centralized data management with distributed content contributions. Directory and space data are managed centrally using Virginia Tech’s existing systems, while the 22Miles visual experience platform provides a flexible layer for delivering that information across kiosks and mobile interfaces. This ensures that updates can be reflected consistently across touchpoints in real time.

At the same time, communications teams contribute content that reflects campus-wide messaging priorities, creating a shared but adaptable communications environment.

The system also supports a feedback loop. Planned user surveys and platform analytics will help the university understand how people engage with wayfinding, directory search, and content, informing ongoing refinements.

For users, the system reduces friction at every stage of the journey. For the institution, the impact is broader. By leveraging a flexible platform approach with 22Miles, Virginia Tech has established AB1 as a true hub—supporting not only academic programs, but also events, partnerships, and community engagement.

Just as importantly, the system provides a foundation for future innovation. The university is exploring how additional data sources, such as occupancy insights and advanced analytics, can be incorporated into the platform, further enhancing how space is utilized and experienced.

Academic Building One is a model for how universities can rethink campus experience in a distributed, urban context. By focusing on user needs—navigation, access to information, and a sense of connection—Virginia Tech, in collaboration with 22Miles, created a system that not only addresses immediate challenges but also adapts as the campus grows.

AV/IT TEAM:
Tyler Sibol, AV design engineer, Brad Aumiller, AV systems supervisor, Erin Maher-Moran, AV manager, Nathan Graham, assistant dean of Media & Technology

(Pictured in photo, left to right): Drew Stephens, Greg Strack, Tushar Muley, Andrew Cowdrick, Gerald Foster, Brad Aumiller, Peter Williams, Bob Peters

GOALS: Shaffer Hall on the Homewood campus of Johns Hopkins University (JHU) was long overdue for a comprehensive overhaul. The existing infrastructure consisted of a single projector and screen per room, with a bare HDMI connection mounted to a concrete block wall—far short of what a modern academic environment demands. The renovation set out to transform eight dated classrooms into ten modern learning spaces: seven single-display rooms (including one dedicated computer lab) and three advanced multi-display rooms capable of routing a full matrix of inputs and outputs to up to six displays each.

Key objectives included deploying auto-tracking cameras with both front- and rear-facing views, manageable from a central location via the touch panel; providing USB peripheral sharing so users can host bring-your-own-meeting (BYOM) sessions from personal laptops while seamlessly toggling to the in-room all-in-one computer for those without a device; and aligning with accessibility standards through the use of Heckler sit/stand instructor desks.

The final goal of the installation was to enable remote AV management via Crestron XIO Cloud—switching sources, powering displays on or off, and viewing full touch-panel status for rapid phone-based troubleshooting without requiring an on-site visit.

CHALLENGES: The project carried a hard completion deadline of August, 2025, and the AV team was not brought in until April, 2025. This left a window of just four months to design, procure, and install AV systems across ten rooms—all within an active construction zone. This was also the first fully collaborative project between the two AV teams: KITCATS and CMTS. With no materials on order and no contractor engaged, the teams took full ownership, sourcing equipment, coordinating logistics, managing the installation, and delivering a finished product on schedule despite ongoing construction activity throughout the building.

FINAL INSTALL/USER BENEFITS: The ecosystem of solutions selected by the JHU team yielded a wide range of benefits for the people who use Shaffer Hall every day. Sony SRG-A40 PTZ auto-tracking cameras deliver high-resolution tracking with configurable zones and dimensions, adapting to a wide range of instructors and teaching styles.

Heckler sit/stand desks accommodate instructors with varying physical needs or preferences, supporting an inclusive and comfortable teaching environment. Additionally, dedicated USB-C and HDMI inputs eliminate the need for adapters, reducing a common source of user frustration and support calls.

Crestron Airmedia provides reliable wireless presentation, and, in larger rooms, matrix routing lets instructors display notes on confidence monitors while presenting slides on the main front display—enhancing lecture flow and audience engagement. Crestron PC300 power controllers allow the AV team to detect voltage irregularities and remotely disable 120V ports in emergencies.

And finally, NETGEAR M4250 switches segregate multicast AV traffic from the campus network, ensuring reliable performance and keeping IT stakeholders satisfied.

The University of Virginia’s (UVA) Contemplative Commons is a 57,000-square-foot multipurpose building located at the heart of the historic Grounds. Designed to encourage new forms of exploration and engagement, the facility features light-filled interiors, integrated outdoor areas, and flexible studios that can serve as classrooms, research labs, or other learning environments. It is home to UVA’s Contemplative Sciences Center (CSC), which creates opportunities that emphasize mind-body practices for wellbeing, insight, and compassion in all aspects of life. The mission of CSC is to fuse contemplation, connection, and research to enhance flourishing.

Contemplative Commons incorporates design elements to inspire immersive experiences and contemplative practice among students and the broader community. One of the most striking examples is a floor-to-ceiling LED video wall in the first-floor lobby.

Designed by Apeiro Design, the installation is a 15-foot-wide by 24-foot-high Planar DirectLight Ultra Series LED video wall with a 1.2mm pixel pitch. The fine-pitch, high-resolution canvas is used to show dramatic cinematography from award-winning filmmakers, highlighting vivid nature scenes from across the globe.

Awe-inspiring scenes displayed on the Planar DirectLight Ultra LED video wall—stunning landscapes, whales crashing through the sea, polar bears roaming the ice, and raptors and songbirds in flight—capture the attention of visitors entering the building, according to Ellen Daniels, associate director of Communications at the CSC. “Together, the visual experience and soundscape convey the power and beauty of nature,” she said. “Throughout the day, students, faculty, staff, and community members choose to study and observe the videos, bathing in the sound and vision-scape. The imagery creates a connection to the natural world, sparking wonder and curiosity.”

“This was a case where content drove the design,” Dan Mei, associate principal of AV Technology with Apeiro Design, said. “The architects wanted a signature feature in the lobby that would generate interest and draw people in. The idea was to showcase these visuals as a way to complement the building’s natural design aesthetic.”

To drive content for the LED video wall, Mei collaborated with Analog Way to provide an image processing solution. “The university required reliable, full-resolution playback of pre-rendered content at nearly three times 4K,” Seth Teates, senior regional sales manager at Analog Way, said. “That led to our recommendation of the Picturall Quad Mark II media server. Imagery can be displayed pixel for pixel on the LED video wall at its native resolution.”

The result is a striking visual centerpiece that blends seamlessly with the lobby’s contemplative atmosphere. “It’s really about featuring these beautiful images, which are visible from outside the building day and night,” Mei said. “The content delivers an experience that grounds the space and supports the center’s broader initiatives and programming.”

NOW AVAILABLE! AV Technology Manager’s Guide to the AV/IT Teams from The Class of 2026

21 AV/IT Teams from the Class of 2026: Johns Hopkins University | Old Dominion University | Duquesne University | Fox Valley Technical College | University of St. Thomas | University of California, Los Angeles | Virginia Tech (AB1) | Central Connecticut State University | Princeton University | University of Birmingham | Oakland Community College | Claremont McKenna College | Santa Rosa Junior College | University of Wyoming | Wichita State University | Cardiff Metropolitan University | Jacksonville State University | Coker University | Virginia Tech (Alexandria) | University of Arizona College of Medicine, Phoenix | Middle Tennessee State University

33 AV/IT Industry Thought Leaders share their insights on the trends and technologies shaping the higher ed classroom today and in the future.

29 ProAV Products at the Head of the Class: All-in-One MicroLED and LED Displays, Wireless Collaboration Experiences, 4K Touch Display, Data Extender Kits, Ceiling Microphone, 4K/HD PTZ Cameras, Streaming Decoder, Collaboration Displays, Assistive Listening Solution, Laser Projector, Media Platform, AI-Driven Multi-Camera Video, USB Matrix Switcher, All-in-One Video Bar, TV Mount, Video Production Platform, and many more.

Read More!

As a thought leader among media institutions, Emerson College is at the forefront of audio education, ensuring its students graduate with the requisite skills and experience to excel in a rapidly evolving industry. Emerson integrated Focusrite’s RedNet solutions into its state-of-the-art production and learning environments at its main campus in Boston. Their strategic implementation enhanced the college’s ability to deliver industry-facing training in sound design, immersive audio, and media production, offering students hands-on experience with cutting-edge technology. With campuses in Boston, Los Angeles, and the Netherlands, Emerson fosters creativity and innovation, preparing students for leadership roles across the media landscape.

The integration was spearheaded by Bruno Caruso, manager of Design and Integration at Emerson College’s Engineering Department and aligns with the institution’s commitment to real-world production environments. Emerson’s Media Technologies and Productions Department designed and continuously supports its facilities, which span the media production techniques, from pre-production and recording to sound design, mixing, and final deliverables.

“Focusrite has been ahead of the curve in Dante networking, and that was a major factor in our decision to go with their RedNet solutions,” Caruso said. “We were looking for interfaces that provided a comprehensive range of I/O, including Dante, analog, optical, and MADI, without compromise. The RedNet lineup checked all those boxes, and its reliability and reputation in the industry made it an easy choice.”

Emerson facilities include five theaters, two television studios, immersive sound stages, a radio station, three recording studios, which serve as classrooms, and mix and post-production suites that cater to multiple disciplines throughout the College of Communication. As a result, one of the major challenges of this project was seamlessly connecting spaces across campus.

Dante-based networking and RedNet technology revolutionized student and faculty workflow efficiency throughout Emerson’s facilities. “We can route audio across multiple buildings in downtown Boston, using smaller rooms as remote voice-over booths, amp rooms, or ADR spaces,” Caruso said. “Because of our Dante infrastructure, a performance in our largest theater can be recorded in a completely different building in real time, while our radio station does a live mix for broadcast—all with virtually zero latency.”

Through partnerships with Parsons Audio, Emerson sourced and installed a comprehensive RedNet setup, including RedNet 16Line, RedNet D64R and RedNet AM2, among other devices. Caruso and his colleagues configured and calibrated the entire system in-house, ensuring seamless integration with their existing workflows.

Beyond infrastructure, Emerson found that Focusrite’s RedNet Control application serves as a valuable educational tool. “The graphical interface makes it easy to teach students about audio routing and signal flow,” Caruso noted. “It allows them to visualize how audio moves between rooms and devices, reinforcing both theoretical and practical knowledge.”

Looking to the future, Caruso envisions continued expansion of immersive audio education at Emerson and has encouraged Focusrite to develop additional tools to support spatial audio, loudness monitoring, and room calibration. “We’d love to see more built-in DSP solutions for Atmos and immersive workflows,” he said. “Focusrite has been fantastic in listening to the needs of educators, and we’re excited about where they’ll go next.”

Puttshack is rewriting the rules of contemporary venue-based entertainment with its one-of-a-kind, upscale tech-infused mini-golf game, powered by proprietary Trackball technology. Founded in 2018, Puttshack is rapidly expanding into a global entertainment powerhouse with locations across the U.K. and North America.

Until recently, high-voltage infrastructure was simply the price of creating an atmosphere. That changed with the arrival of the QoraLux Low-Voltage Lighting Platform from SAVI iQ, whose control and automation technology has already redefined how venues automate and manage AV systems. By applying that spirit of intelligent design to lighting, SAVI made it possible to deliver the high-impact visual experiences guests expect, while dramatically cutting power draw, installation complexity, and long-term operating costs.

So, when Puttshack prepared to open its new 19,000-square-foot Minneapolis, Minnesota venue in the fall of 2025, it faced that same challenge: how to deliver a high-energy, visually striking experience without the high-voltage overhead. The lighting design was initially drawn up around a conventional 277-volt system, reflecting the approach used across other locations. But as construction costs rose and sustainability targets tightened, the brief evolved to preserve the design team’s creative intent and signature lighting effects while achieving them with simpler infrastructure, lower power demand, and seamless integration across lighting, audio, and video systems.

Working with SAVI iQ, the Puttshack team, headed by technology project manager Cory Lovern and vice president of Design and Construction Dominic Crespo, re-evaluated the original high-voltage specification against a low-voltage alternative built on SAVI QoraLux. What began as a lighting rethink quickly expanded into a full audio-video-lighting (AVL) integration, all centrally managed through the SAVI platform. The result achieved the same dramatic visual impact the designers envisioned, while eliminating the conduit farms, panel rooms, and high-voltage coordination that had complicated previous builds and laying the foundation for a new generation of smarter and more profitable Puttshack venues.

Puttshack Minneapolis consequently marked the brand’s first full-venue deployment of SAVI QoraLux, encompassing 101 lighting zones and 588 loads.

Lighting as Creative Core

Puttshack’s venues are defined by their layered, theatrical lighting, from the soft ambience of the main bar to the color-rich accents that bring each mini-golf course to life. The creative brief demanded a nuanced, highly zoned environment that could shift seamlessly between everyday operation and special-event settings.

SAVI QoraLux enables full-spectrum RGBWW color tuning, allowing staff to re-theme courses, lounges, and dining areas with a few taps: washing rooms in Coca-Cola red for a buyout, turning the venue emerald for St Patrick’s Day, or dialing in subtle ambers to complement interior finishes.

“What makes SAVI QoraLux so powerful for designers is that it removes the old electrical constraints without sacrificing nuance,” Derek Wilson, SAVI’s chief strategy officer said. “You get micro-zone control, smooth dimming, and rich RGBWW rendering, all on low-voltage cabling. It’s a single, coherent ecosystem rather than a patchwork of panels, drivers, and third-party interfaces.”

“Lighting has always been the last, most complicated piece to integrate and unify in a large entertainment build,” Byron Baird, general manager of SAVI Commercial added. “QoraLux changes that equation. You get precise zoning and cinematic, full-spectrum color at scale, while stripping out the heavy electrical infrastructure that slows projects and inflates costs. For Puttshack Minneapolis, we honored the designer’s intent with a system that installs faster, uses less power, and is dramatically easier to operate day to day.”

Measurable Savings and Performance

During the design phase, the team modeled a direct comparison between a conventional 277-volt high-voltage scheme and a low-voltage SAVI QoraLux alternative of identical scale. The difference was measurable at every stage. The fixture package showed a 43 percent reduction, while installation costs saved 45 percent.

In operation, the model showed total draw dropping from 188,357 watts to 54,400 watts, a 71 percent improvement for lighting alone across the year. The entire load now runs on just eight standard 20-amp circuits, with all other power and control travelling over Cat back to the drivers and controllers neatly housed in the AV rack.

Beyond the modelling, the real-world results proved even more compelling. Compared with Puttshack venues built using high-voltage fixtures, the low-voltage design delivered close to $500,000 in combined fixture and installation savings, while also reducing upstream switchgear demand by roughly 200 amps. The shift not only simplified electrical coordination but also underscored how a purpose-built PoC system could achieve the same visual impact at a fraction of the cost and complexity.

Previous Puttshack builds often wrestled with long panel lead times, conduit coordination across multiple trades, and ampacity upgrades that could ripple through the entire construction schedule. By shifting to low voltage, the Minneapolis team eliminated many of those dependencies. The design replaced hundreds of outlets with simple Cat runs, reduced field labor, and simplified inspection.

“QoraLux let us keep the aesthetics and lighting effects our designers specified, but it removed layers of field complexity that historically put pressure on our schedule,” Crespo said. “We didn’t need big panel rooms or miles of conduit, and that simplified the hand-offs between trades. The result was a cleaner build, fewer points of failure, and a clearer path to opening on time.”

“We asked for a higher-tech, lower-cost lighting system without diminishing the guest experience,” Crespo added. “The SAVI team helped us get there by cutting fixture and installation costs dramatically and simplifying service costs down the road.”

Unified Control and Automation

While lighting led the project, the full advantage came from bringing audio, video, digital signage, and lighting under one unified control environment powered by SAVI.

“In other venues, we have to juggle three or four different user interfaces just to manage lighting, audio, video, and signage,” Lovern said. “Historically, each system had its own workflow, which made even simple changes more time consuming than they needed to be. With SAVI, everything now lives together in one place. From virtually any device, we can adjust the lighting, change the music, or manage video playback. It’s faster, far more intuitive for the team, and it keeps the vibe consistent across the entire venue.”

Integration is the backbone of the project, traversing audio, video, lighting, and control (AVLC), including the venue’s entire LG commercial display network powered by SAVI Canvas. Because SAVI Canvas runs natively on LG webOS displays, no external media players or control processors are required to deliver the desired content to each screen. This direct integration eliminates latency, simplifies configuration, and enables real-time synchronization between video, lighting, and audio cues across the venue.

The LG webOS display mix includes a range of sizes and functions, from 32-inch touch displays to 75-inch models. This creates a visually unified digital signage ecosystem powered entirely by SAVI Canvas, capable of everything from menu boards and brand takeovers to synchronized ambient visuals that reinforce the overall guest experience.

For Puttshack staff, that translates to faster responsiveness, fewer points of failure, and a seamless, app-like control experience that mirrors the polish of the guest environment itself.

“Having SAVI as a single control interface has completely changed the way we think about managing our venues,” Lovern added. “In previous builds, our teams had to learn and maintain several separate systems; two (0-10v and DMX) for lighting, another for audio/video, another for digital signage. It works, but it isn’t seamless. In Minneapolis, all of that now comes together. From a tablet or a phone, we can set the lighting, music, and video to create the exact mood we want for any event. The whole environment feels coordinated and intentional, and it’s easy for new staff to learn because the interface is intuitive and consistent across everything we do.”

A Blueprint for Future Venues

With Minneapolis serving as a proof point, Puttshack is incorporating the same architecture into all new builds and evaluating selective retrofits for existing locations. For operations and design teams alike, the combination of both low- and high-voltage QoraLux Lighting Solutions and SAVI’s unified control system has set a new baseline for what smart venue infrastructure means, merging creative freedom with measurable efficiency.

“QoraLux is the low-voltage solution with high-voltage impact,” Crespo said. “We kept the artistry and gained a simpler, leaner build. What’s exciting is that it doesn’t just look great, it also changes how we plan and deliver future projects. We’ve proven that you can achieve the same atmosphere and visual energy our brand is known for, but with less wiring, fewer trades, and far greater control. That’s a big win for our design and construction teams, and for operations once the doors open.”

The experience in Minneapolis has also reinforced how technology partnerships can shape design thinking long before a venue breaks ground. By involving SAVI early, Puttshack was able to collapse layers of complexity, align creative and technical priorities, and set a foundation for a new generation of smarter, more connected entertainment spaces.

“Puttshack embraced an entirely new way of thinking about venue lighting,” concluded Baird. “They saw the opportunity not just to save money or streamline installation, but to build a smarter, more adaptive environment that connects lighting, audio, and video into one cohesive ecosystem. It’s a forward-looking approach that gives them flexibility today and a clear path for growth tomorrow, a model that’s already informing the design of future venues.”

Many large university campuses have a patchwork of AV systems—different brands, outdated wiring schematics, and a maze of departmental silos. Texas A&M University (TAMU), which has more than 75,000 students, faced this exact challenge. The institution’s AV infrastructure was growing organically, leading to inconsistencies, higher maintenance costs, and frustrated faculty and students.

“Five years ago, if you walked into one of our classrooms, you might find a perfectly working wireless sharing system,” Carlos Lucio, associate director of Technology Services for Texas A&M’s University Audiovisual Services Department, said. “Walk into the next building, and it was a different story—maybe an outdated HDMI setup, or a proprietary system that only worked with certain devices. We knew we needed a unified approach.”

The team’s goal was simple but ambitious: No matter where a student or professor was on campus, the AV experience should feel familiar, reliable, and intuitive. That meant standardizing everything—from control interfaces to wireless sharing—while still allowing flexibility for different teaching styles.

“When we design educational spaces, we stick to a curated set of equipment, flexible enough for any space and budget, with lean and efficient processes that scale. We need to be able to replicate, providing one user experience for any user in any TAMU environment,” University Audio Visual Services IT director Regina Greenwood said. “The user interface must be the same. The available connections must be the same. This makes it easy for users to acclimate to any environment, as well as for our team. If any space needs service, for example, it’s likely that we have seen the problem many times before and can quickly apply a fix.”

After evaluating multiple solutions, TAMU deployed Mersive Solstice as its primary wireless-sharing and collaboration platform, integrating it with existing displays, projectors, and conferencing tools.

CHALLENGES: One of the biggest hurdles was consolidating disparate AV systems. Before standardization, different departments—engineering, business, health sciences—had their own Mersive Solstice instances, each with unique configurations.

“We ordered about 330 Mersive Solstice Pods for our relatively new Instructional Laboratory and Innovative Learning Building (ILSQ). But then we discovered that the hundreds of Solstice Pods already in use across campus were all being managed separately,” Lucio said. “Some departments had their own cloud tenants, which meant we couldn’t troubleshoot issues centrally.”

The team migrated every Solstice Pod to a single cloud tenant, giving IT full visibility and control. Now, whether a Pod is in a chemistry lab, a lecture hall, or a remote campus, it has similar template protocols, branding, and user interface.

FINAL INSTALL/USER BENEFITS: Creating a templatized approach to AV wasn’t just about picking the right hardware; it was about building an ecosystem. The team categorized rooms into five tiers—ranging from basic single-display classrooms to advanced active learning labs—and defined standard AV packages for each. Wireless collaboration was a key pillar, but it had to meet strict criteria. TAMU required a solution with low latency (under 0.5 seconds) to avoid lag during lectures; cross-platform compatibility (supporting Windows, macOS, iOS, and Android), and centralized management to streamline updates and troubleshooting.

The impact was most visible in TAMU’s active learning laboratories, where Solstice plays a pivotal role. In the ILSQ building, for example, instructors are not locked into the typical sage on the stage teaching model but instead use Solstice to broadcast lab demonstrations to more than 30 displays simultaneously. Students then break into small groups, wirelessly sharing their own content from computers or laptops—without needing dongles or cables (although available).

With standardized AV packages, TAMU’s University Audio Visual Services team can now roll out new classrooms in days instead of weeks. “We did over 100 AV projects last year alone—classrooms, conference rooms, video walls—because we had a repeatable process,” Greenwood said.

Additionally, centralized management means fewer on-site service calls. “If a Pod in Houston needs a firmware update, we push it remotely. No more driving technicians across the state,” Lucio said.

Students and faculty have adopted the AV systems all over campus. “The best AV is the kind you don’t notice. When a professor walks in, teaches without hiccups, and never has to call us—that’s success,” Greenwood added. “Students and professors expect wireless sharing to just work, as it does on their phones. Now, it does.”

You don’t need to be into baseball to have heard about the oldest ballpark. The 112-year-old Fenway Park, home to my Boston Red Sox, still has a manual scoreboard, and the fans would rather shut down the park than have that go away. It’s part of the Green Monster experience.

But lest you think that the Fenway Sports Group, the owner of the Boston Red Sox, hasn’t got today’s fans in mind, and ensuring the experience keeps everyone engaged well beyond the seventh-inning stretch. I had the great opportunity to go behind the scenes and even made it onto the centerfield videoboard, which measures 100 feet wide by 38 feet high.

We reached out to 26 AV/IT industry thought leaders and asked them to share insight into the technologies that make a difference in sporting venues and esports arenas.

“One of the most important elements in creating an immersive esports environment, whether on campus or online, is delivering consistent, high-quality audio for both athletes and spectators,” said Mario Ponce, market development at Shure. “Clear, uninterrupted sound not only keeps competitors connected but also drives engagement for audiences following every play.”

Lisa Barlow Flournoy, marketing support manager at DVIGear, added, “High-performance signal distribution is key to engaging and stimulating esports events.” During a demo of DVIGear’s DisplayNet Formula IP racing rig, she noted, “The demonstration provides a fun and exciting way to experience the real-world advantages of SDVoE, especially the high-quality imaging and zero frame latency.”

A price can be put on experience. “The most successful venues recognize that return on experience (ROE) can be as critical as ROI. Today’s spectators expect multiple large, high-definition displays that deliver pristine, reliable, and dynamic visuals,” said Rob Zeller, vice president of dvLED at Sharp Imaging and Information Company of America. “Low fidelity, visual defects, or technical failures can quickly erode engagement and diminish the energy of an event.”

Duncan Miller, director of global marketing at Adder Technology, said, “Transformation technologies in sporting venues are those that strengthen responsiveness, resilience, and operational freedom. IP KVM is central to that shift, empowering teams to produce richer, faster, more engaging content no matter where the operators, or their systems, are located.”

Immersive sports coverage is about the connection between players and their fans, teams, and communities, said Paul Richards, chief revenue officer at PTZOptics. “As production technology becomes more accessible, the focus shifts from hardware to storytelling. With PTZ cameras and intelligent control systems, educational institutions can deliver professional-quality coverage that celebrates their athletes and inspires their audiences—on campus and beyond.”

As colleges and universities invest in state-of-the-art sporting and esports facilities, the ability to deliver high-impact visual experiences has become just as important as the action on the field—or on screen, said Daniel Maloney, technical marketing manager at Matrox Video. “To engage fans, athletes, and remote audiences alike, these venues need infrastructures capable of distributing pristine, synchronized, low-latency video and audio signals across multiple displays, scoreboards, and production zones.”

Shane Roma, technical product manager of dvLED for Commercial Displays at ViewSonic, added, “An engaging and immersive esports experience is an amalgamation of technology, equipment, environment, community, and players’ skills. Because esports are a lot more visual than other athletic events, technological advancements can have a major impact on both players and the audience.”

Check out the sidebar to read these full interviews, plus many more.

AV Technology presents the five-part series of articles on Navigating a Successful Higher Ed AV/IT RFP Process, written by Joe Way, PhD, CTS, executive director of Digital Spaces at the University of California, Los Angeles’ Digital & Technology Services.

Are you currently creating an AV/IT Request for Proposals (RFP)? If so, start here!

Based on recent and past personal experience, Joe Way chronicles the step-by-step process of creating, executing, and implementing the AV/IT RFP.

Way said, “Institutions should view it [the RFP] as an opportunity to articulate their vision with clarity, while vendors should approach it as a chance to demonstrate alignment with that vision. The most successful outcomes happen when the RFP becomes a bridge that translates institutional goals into practical requirements, allowing bidders to respond with solutions that go beyond the minimum spec sheet.”

All five parts will be published within one week. Come back here to view the next one.

To introduce the article series, AV Technology’s Cindy Davis chatted with Joe Way and asked him about best practices and if there were any surprises while creating and implementing the AV/IT RFP. Check out the interview below.

The Judging Process

Evaluation is where the RFP process either succeeds or falls apart. Writing a strong tender is only half the battle; the real test comes when proposals arrive and must be reviewed fairly, transparently, disciplined, and non-biased. This stage demands more than reading through myriads of responses; it requires institutions to create structures that eliminate bias, foster accountability, and ensure that every vendor is evaluated on an equal footing. Done well, the evaluation process not only produces the best partner for the project but also reinforces trust in the institution’s procurement practices.

Even if you already have one or two vendors you regularly partner with, or who have a “preferred vendor” status with the institution, invitations should be extended broadly. Opening the process to a wide pool of bidders not only increases competition but often surfaces “hidden gems” that would otherwise go unnoticed. This is especially important for projects that require creativity or innovation, where fresh ideas can add significant value. Casting a wide net ensures the institution benefits from the full range of expertise in the market. As well, even preferred vendors can choose to bid lower than previously agreed-upon contracts should they feel the project at hand is good for their business to attain; that’s a win-win.

After releasing the RFP, consider hosting a bidder webinar to provide an opportunity to explain the project in detail, give background that may not be obvious in the technical details, highlight institutional priorities, and address nuances that might not be evident on the surface. Written documents rarely capture the entire story, no matter how carefully they are drafted. The webinar should include information about the project, the team, the non-negotiables, what “success” looks like, the timeline and budget, other outliers and expectations, and offer time for anonymous Q&A. Making attendance mandatory ensures that all bidders receive the same context and expectations, which leads to more accurate and relevant proposal responses. More importantly, the webinar establishes a tone of openness and transparency from the outset, reinforcing that the process is collaborative rather than adversarial.

Every RFP should outline a clear and structured process for handling clarifying questions. Setting a firm deadline for when questions must be submitted helps keep the process on track and prevents late additions from slowing down the timeline. Just as importantly, the institution’s responses should mirror the level of detail it expects from vendors in the final bidding process. All questions and answers must be distributed to every invited bidder, not just the bidder who asked. Additionally, no discussion of the RFP should be discussed outside of the process. This ensures that no single vendor has access to insider information or a private advantage, and it keeps the playing field level. While it may feel repetitive to circulate even the most basic questions, the act itself demonstrates fairness and builds confidence that the process is being managed transparently. Taking the time to provide thorough and consistent responses ensures evaluators have fewer gaps to interpret, and both sides avoid misunderstandings that can derail a project.

Another controversial opinion: leadership should not be a scoring evaluator or sit on the judging panel. They should recuse themselves. Often, the individuals who hold the budget authority or manage the project from a high level are not the same people who will have to support, maintain, and rely on the final installation year after year. The evaluators should instead be drawn from those who live with the outcomes day-to-day. This could range from the support teams, facilities, teaching and learning, and design teams. Leaders can and should set the strategic direction, define priorities, and approve the investment, but the actual scoring must reflect the voices of those closest to the impact. This not only reduces bias and keeps the evaluation process objective, it also ensures the chosen solution truly serves the people responsible for making it work long after the ribbon cutting.

One common argument against removing leadership from the scoring process is that evaluators who are closer to day-to-day operations may not always grasp the broader technical or strategic considerations like scalability, long-term support implications, or how the project aligns with institutional priorities. That concern is valid, but it is precisely why a well-defined scoring rubric and carefully crafted RFP questions are so important. By tying each question to specific criteria and weighting them according to their significance, institutions can ensure that evaluators are guided by clear expectations rather than personal preference. Not every element deserves equal weight. Some requirements are mission-critical while others are merely desirable. Establishing percentages in advance brings balance to the process, allowing those closest to the work to contribute their practical insights while ensuring that higher-level considerations are not overlooked. In doing so, institutions create a transparent, defensible framework that aligns evaluators, preserves accountability, and prevents decisions from being swayed by undue influence. Likewise, not all evaluators have to carry the same weight; maybe the audiovisual teams account for two-thirds of the total, while the other AV-adjacent evaluators account for the other one-third.

To avoid bias, the technical and financial evaluations should be conducted as distinct, separate processes, with separate evaluators. Technical reviewers ought to focus on the design, functionality, and overall alignment with project goals, free from the influence of cost considerations. Their role is to determine whether a solution will truly meet instructional needs, integrate effectively with existing infrastructure, and deliver long-term reliability and scalability. Financial reviewers can evaluate the proposals through the lens of cost, sustainability, and overall value for money. This separation is critical because cost can easily overshadow other factors if introduced too early. A low bid may appear attractive on paper, but could mask hidden expenses in support, training, or future upgrades. Conversely, a slightly higher initial investment may provide far greater long-term benefits. By insulating the technical team from pricing data until after their review, institutions ensure that decisions are based on the merits of the solution rather than the size of the price tag. The result is a more balanced and objective process at the highest value. Technical experts safeguard the integrity of the design, while financial evaluators ensure fiscal responsibility. This approach creates a “best value” process, rather than a “lowest bid.” Additionally, the technical and financial evaluations do not have to carry the same weight.

The evaluation process must be based solely on what is written in the proposals. No matter how familiar evaluators may be with a company’s past performance, reputation, or personnel, those impressions should not influence scoring unless they are explicitly documented in the response. Holding to this discipline ensures that every bidder is judged on equal terms and that the evaluation reflects the quality of the proposal alone. If previous history is important, simply add a question in the RFP asking for the vendor to describe their previous work through references, case studies, and service metrics of similar work. It also prevents the process from unintentionally favoring incumbent vendors, who may otherwise benefit from familiarity rather than merit. This is another reason for having a wider range of evaluators. Vendors are more likely to invest in thoughtful, competitive proposals when they trust that decisions are being made on what is written, not on unwritten assumptions, even creating better proposals (often in pricing) from vendors the institution is already familiar with. For institutions, the discipline of evaluating only what is submitted creates a clear audit trail, reduces accusations of favoritism, and reinforces the credibility of the final decision... And protects the institution from conflicts of interest.

Conclusion

The RFP process is often viewed as a burden, but when approached with clarity, intentionality, and transparency, it becomes one of the most powerful tools institutions have for shaping their future. It is not just about comparing products and prices; it is about aligning strategic vision, inviting innovation, and building partnerships that will sustain teaching and learning for years to come. Each step of the process, from defining the scope and building consensus to writing, evaluation, and vendor response, offers an opportunity to reinforce mission-driven goals and to create a culture of trust between institutions and their partners.

Ultimately, success depends on preparation and discipline. Institutions must invest the time to gather data, define parameters, and write with clarity. Vendors must take equal care in responding thoroughly, demonstrate alignment with the mission, and make the evaluators’ jobs easier. When both sides take responsibility for their part of the process, the RFP moves beyond “red tape” and becomes a catalyst for long-term results. At its best, the RFP fosters fairness, accountability, transparency, and collaboration, while finding the best solution (technical and otherwise) for the project at hand. It allows institutions to choose partners based not on habit or lowest cost, but on value, vision, and the ability to deliver outcomes that matter most. For vendors, it is a chance to prove they understand not just the technical requirements but the larger context of teaching, learning, and campus culture. In this way, the RFP process becomes less about winning a contract and more about forming a relationship rooted in shared goals.

If there is one takeaway, it is this: treat the RFP with the seriousness it deserves. Done poorly, it wastes time and resources on both sides. Done well, it sets the stage for innovation, creates confidence in decision-making, and ensures that every dollar invested strengthens the project’s goal. By embracing intentionality, openness, and discipline, the RFP process can truly be transformed from an obligation into an opportunity.

Note: The views and opinions expressed in this article are solely those of Josiah Way himself, speaking in his personal capacity as an industry professional. They do not represent the positions, policies, or endorsements of UCLA, UC Regents, HETMA, Higher Ed AV, or any of Josiah Way’s affiliated institutions or organizations. Nothing contained herein should be interpreted as a promise, guarantee, or commitment regarding current or future business relationships, procurement decisions, or bid outcomes. The content provided reflects general industry best practices and professional perspective gained through personal experience only and should not be construed as binding guidance or official policy.

AV Technology presents the five-part series of articles on Navigating a Successful Higher Ed AV/IT RFP Process, written by Joe Way, PhD, CTS, executive director of Digital Spaces at the University of California, Los Angeles’ Digital & Technology Services.

Are you currently creating an AV/IT Request for Proposals (RFP)? If so, start here!

Based on recent and past personal experience, Joe Way chronicles the step-by-step process of creating, executing, and implementing the AV/IT RFP.

Way said, “Institutions should view it [the RFP] as an opportunity to articulate their vision with clarity, while vendors should approach it as a chance to demonstrate alignment with that vision. The most successful outcomes happen when the RFP becomes a bridge that translates institutional goals into practical requirements, allowing bidders to respond with solutions that go beyond the minimum spec sheet.”

All five parts will be published within one week. Come back here to view the next one.

To introduce the article series, AV Technology’s Cindy Davis chatted with Joe Way and asked him about best practices and if there were any surprises while creating and implementing the AV/IT RFP. Check out the interview below.

Know Your Audience

Do your research. A proposal that reads like it could have been written for any institution rarely earns top marks, while one that reflects a genuine understanding of the organization’s context immediately stands out. Take the time to learn the institution’s initiatives, priorities, and constraints before you begin writing. That means mining the executive summary, reading between the lines at the bidder webinar, and reviewing any linked materials, including strategic plans, sustainability commitments, accessibility standards, classroom guidelines, and even the academic calendar. Each of these sources provides valuable clues about what really matters and how decisions will be made.

The next step is to reflect that knowledge back in the proposal itself. Use the institution’s own language where possible, echo their terminology, and frame solutions in ways that directly address the challenges that have been identified. If faculty adoption is a known pain point, highlight your training and support program. If sustainability is a strategic priority, show how your design reduces power consumption or extends equipment life cycles. If you just saw in the news that an institution is going through layoffs, show how your solution allows for a longer shelf life and lower total cost of ownership. A proposal that feels “in tune” with the institution builds confidence that you understand not only the project but also the culture in which it will live.

At the same time, don’t be afraid to offer well-reasoned alternatives. Institutions often appreciate vendors who can point out risks, suggest more efficient approaches, or propose innovative methods that still align with stated priorities. The key is to present alternatives respectfully, showing how they advance the institution’s mission rather than diverging from it. Make it a “yes/and.” “Here is what you asked for, but have you considered this?” sets you up as a respected partner. This balance between responsiveness and thought leadership demonstrates that you are not just trying to win the bid; you are positioning yourself as a true colleague in discovering the best solution.

Never include unnecessary marketing filler in an RFP response. Boilerplate text can be seen from a mile away, and after reading ten other proposals stuffed with it, it becomes a turnoff. It creates the impression that the proposal is compensating for a lack of substance, only adding frustration for evaluators. Remember, every item submitted must be read and reviewed; forcing a committee to wade through a 40-slide PowerPoint presentation about your company’s market position does not strengthen your case; it detracts from it. The evaluation team is not looking for glossy brochures or generic sales pitches; they are looking for clear, targeted answers that demonstrate how your solution meets the project’s needs. Keep responses concise, relevant, and directly tied to the RFP requirements.

As a final bonus tip, consider compiling all your responses into a clean, well-formatted PDF attachment that incorporates visuals, especially when any of the questions ask for previous work examples. While the official submission may be required in an Excel file or similar format, a companion document with relevant images, such as system diagrams, room layouts, or annotated photos, can add context and bring your answers to life. The key is to keep the visuals purposeful, not generic marketing material, so they directly support your written responses. Just be sure every answer is still fully written in the required submission format. Never substitute any answer for “see attachment.” Instead, let the PDF serve as an enhancement that reinforces the message and helps evaluators visualize the solution.

Responding to the RFP

Earning the trust of evaluators, while demonstrating both competency and value to those who may know little about the vendor or their track record, is the goal of the RFP response. It is not simply meeting a deadline and hoping for good news a few weeks down the road. The strongest responses respect the process by making life easier for the reviewers, leaving nothing unanswered, and showing a clear connection between the proposed solution, the project goals, and the institution’s mission. Proposals that anticipate what evaluators need, present information in a self-contained and accessible way, will rise to the top. In other words, the vendors who win are the ones who treat the RFP not as a formality, but as a chance to prove they are already thinking like a partner.

The single most important piece of advice I can give any vendor responding to the bid is to treat each and every single prompt as a contract: answer exactly what is asked, completely and clearly. Break multi-part questions into sub-headings and respond to each element in order that nothing is missed. If something is not applicable, say so and explain why. Never leave anything blank. Mirror the RFP’s language and numbering system to make scoring effortless. Pick up on the hints that are right in front of you; don’t be a salesperson, be a colleague searching for a common outcome. Before submitting, run a compliance matrix and have a second (and third, and fourth) reader verify completeness. Many evaluators will assign a zero if any part of a question is unanswered; precision and thoroughness protect your scores. Those couple of points on even seemingly meaningless, monotonous questions add up and could be the difference between winning and losing the bid. A common thought is that higher ed is, if the vendor won’t take the time to be thorough during the bid process, why would we think they’d pay attention to details after being awarded it? E.g., if the prompt asks for three examples of something, don’t just give two great ones and think you answered the question.

When answering, also understand that specs describe what; it’s the mission that explains why. A proposal that only checks the specification boxes risks blending in with every other submission. However, one that connects solutions to the institution’s larger purpose stands out immediately. (Ahem… what was said during the webinar as to why this project is even being done?). Frame every feature and response in terms of outcomes that matter: teaching effectiveness, student experience, accessibility, sustainability, security, and total cost of ownership. All too often, the response might be “XYZ AVoIP device,” rather than “Networkable XYZ IP device for streamlined real-time support and lower TCO.” These are the areas where decision-makers see the long-term value of their investment, not just the immediate functionality of a product. Using concrete scenarios makes this connection even more powerful. Instead of saying, “The system supports wireless presentation,” demonstrate it: “In a 200-seat lecture hall, faculty can seamlessly present from any device, reducing setup time and allowing class to begin on schedule.” Remember who you are presenting to… the people who feel the pain-points.

It’s equally important to translate technical advantages into measurable value. Rather than simply noting redundancy or advanced monitoring, show how those features deliver quantifiable benefits: reduced downtime, fewer emergency support calls, predictable maintenance cycles, and lower energy consumption. Provide data where possible: uptime targets, projected training hours, energy savings, or detailed service-level agreements. Numbers anchor claims in credibility and make evaluators more confident in your proposal.

Most importantly, whenever possible, tie your solution to the institution’s strategic pillars or success metrics. A well-done webinar and written proposal will convey that information. If the RFP emphasizes sustainability, highlight and design around energy-efficient components. If accessibility is central, detail how the design meets or exceeds ADA compliance. By aligning directly with the stated mission, you move beyond being seen as a vendor responding to specs and establish yourself as a partner invested in advancing the institution’s goals. That positioning creates a competitive advantage, because in the end, you’re not just offering pieces and parts, you’re offering progress.

Keep everything evaluators need inside the proposal itself. Unless the RFP explicitly requests it, avoid external links. Depending upon the rules established by the procurement department, reviewers may not even be allowed to click them. Even worse, dead or password-protected pages will only hurt your score; your departmental contact might have an account with your company, but not necessarily the external evaluator you have met. That’s an automatic zero on that item, even if providing an excellent example. If links are permitted, place them only after a complete, self-contained answer (e.g., “see more”), and ensure they’re stable, publicly accessible, and tested in advance by a non-logged-in viewer. Appendices are a better place for deeper detail when allowed, but always cross-reference clearly from the main text so the evaluators know where to look.

The goal is a seamless reading experience: no scavenger hunts, no guessing, and no extra steps that make reviewers work harder than they should. Every additional click or cross-reference is an opportunity for confusion, delay, or inconsistency in scoring. A clean, contained proposal demonstrates respect for the evaluation committee’s time and makes it easier for them to give credit where credit is due. Ultimately, the easier you make it for evaluators to find and understand your answers, the more likely they are to fully recognize the value being brought. For example, a weak response might simply state, “Our training program is robust. For more details, see [www.*vendorlink*.com/training].” This approach forces evaluators to leave the proposal, provides no real substance, and risks broken links or access issues. A stronger response would be, “Our training program provides three tiers of support: (1) initial onsite orientation, (2) on-demand video tutorials, and (3) advanced certification workshops for the engineering support team. This structure has reduced support tickets by 35% at comparable institutions. Additional resources, including sample agendas and facilitator bios, are provided in Appendix B (see page 42).” In this example, the evaluator has everything they need in the proposal itself, with the appendix offering added depth for those who want more detail.

Likewise, evaluators can only score what’s on the page. Even if the bidder is the incumbent or a trusted partner with “preferred vendor” status, do not assume all evaluators have familiarity with your work. Include the proof: brief case studies, references, service metrics, commissioning reports, training plans, and maintenance outcomes, concisely in the main body, with details in appendices if space is limited. Longer answers demonstrate that the bidder took the time and effort to understand and align the response to the prompt’s intention. The documented intentionality will speak for itself; unsubmitted “knowns” can’t earn points and may result in zeros on otherwise winnable questions.

Note: The views and opinions expressed in this article are solely those of Josiah Way himself, speaking in his personal capacity as an industry professional. They do not represent the positions, policies, or endorsements of UCLA, UC Regents, HETMA, Higher Ed AV, or any of Josiah Way’s affiliated institutions or organizations. Nothing contained herein should be interpreted as a promise, guarantee, or commitment regarding current or future business relationships, procurement decisions, or bid outcomes. The content provided reflects general industry best practices and professional perspective gained through personal experience only and should not be construed as binding guidance or official policy.

AV Technology presents the five-part series of articles on Navigating a Successful Higher Ed AV/IT RFP Process, written by Joe Way, PhD, CTS, executive director of Digital Spaces at the University of California, Los Angeles’ Digital & Technology Services.

Are you currently creating an AV/IT Request for Proposals (RFP)? If so, start here!

Based on recent and past personal experience, Joe Way chronicles the step-by-step process of creating, executing, and implementing the AV/IT RFP.

Way said, “Institutions should view it [the RFP] as an opportunity to articulate their vision with clarity, while vendors should approach it as a chance to demonstrate alignment with that vision. The most successful outcomes happen when the RFP becomes a bridge that translates institutional goals into practical requirements, allowing bidders to respond with solutions that go beyond the minimum spec sheet.”

All five parts will be published within one week. Come back here to view the next one.

To introduce the article series, AV Technology’s Cindy Davis chatted with Joe Way and asked him about best practices and if there were any surprises while creating and implementing the AV/IT RFP. Check out the interview below.

Define the Parameters

Before beginning to draft an RFP, one of the most critical steps is ensuring that the project’s foundation is solid and aligned in four critical areas: budget, timeline, human resources, and scope. Too often, institutions rush into the writing process without confirming whether funding is truly secured or if the necessary resources are available to deliver. This leads to delays, confusion, and frustration for both the institution and bidding vendors. Establishing a firm-approved funding authorization (FAU) or equivalent financial confirmation ensures that when the RFP is released, the institution has the capacity to act on it. It is imperative to understand how funds will be accessed, distributed, and balanced. Nothing erodes trust faster with your vendor partners than issuing an RFP that cannot realistically be awarded or fails to provide funds when expected.

Equally important is the timeline. Vendors build their resource commitments, engineering schedules, and supply chain orders around the dates provided in the RFP. If those dates are vague or subject to constant revision, it introduces risk into the process and often inflates bids. Institutions should confirm internal approvals, construction schedules, and academic calendars before setting deadlines. A timeline grounded in reality not only produces more accurate proposals but also builds credibility with bidders, who can trust that their investment of time and effort is not wasted. Likewise, clearly documented milestone expectations allow institutions to hold the awarded party accountable for delivery of agreed-to services.

Human resources must also be mapped out in advance. This includes not only funding but also the human capital required to manage the project. Identifying a neutral product manager to oversee the entire process, the procurement and evaluation teams who will judge the RFP responses, and the project manager who will oversee the implementation once awarded, prevents bottlenecks later. Institutions that fail to plan resources often discover gaps midstream, forcing them to either stall the project or make rushed decisions. A well-prepared RFP signals to vendors that the institution is serious, organized, and ready to follow through. Also, it is important that all bid evaluators understand the time commitment and fully understand the judging rubric prior to bids being returned.

Finally, the scope must be carefully defined before the first line of the RFP is written. Scope creep is one of the most common reasons projects run over budget and behind schedule. By confirming in advance what is in scope and what is not, whether that means the number of rooms, specific technologies, or the level of integration, the institution provides vendors with the clarity they need to respond effectively. Together, budget, timeline, resources, and scope create a framework of accountability. When these are locked in before the RFP is drafted, the result is a process that respects both the institution’s mission and the vendor’s investment, leading to stronger partnerships and better outcomes.

Write It with Intention, Avoid Ambiguity

When it comes to writing the RFP itself, intentionality is everything. A well-crafted document does more than list technical requirements; it communicates vision, sets expectations, and creates a framework for meaningful responses. The goal is to eliminate ambiguity, invite innovation, and ensure that every proposal can be evaluated on an equal footing, based on the merit of each company. Done properly, it should eliminate all biases. Institutions that take the time to write with clarity, detail, and purpose not only make life easier for vendors but also increase their own chances of receiving solutions that truly align with their mission.

An RFP that lacks clarity produces nothing more than boilerplate replies. Vendors can only respond to what is written, so institutions must articulate their needs with precision. Want to know how many successful projects were performed like yours? Ask. What to know if they’ve ever done a gazillion-pixel video wall? Ask. Want to know exactly who will be assigned to your project, along with their resumes and credentials? Ask. This includes not only the scope of work but also the outcomes the project is expected to achieve. By spelling out instructional goals, pedagogical considerations, and desired user experiences, institutions empower vendors to craft responses that are meaningful and innovative, rather than generic and vague. The more detail provided up front, the more tailored and accurate the proposals will be. Likewise, outline exactly what is desired in a response. For example, rather than asking “describe your experience in higher education,” write “give three detailed examples of a similar project in higher education, noting budget, scope, solution selected, final outcome, challenges, wins, any case studies performed, and the contact information for the institutional contact who signed off on the project.” The more details asked, the more details the response, as well as the ability to hold the vendor accountable for the delivery of services.

Every project has core requirements that cannot be compromised. Whether it’s ADA accessibility, security standards, interoperability with existing systems, specific timelines aligned with class calendars, or adherence to campus-wide design guidelines, these non-negotiables must be clearly identified in the RFP, with a “must-haves” document. By separating must-haves from nice-to-haves, institutions allow vendors to prioritize their solutions appropriately. This transparency also helps streamline evaluation: if a proposal fails to meet any of the non-negotiables, it can be quickly eliminated from consideration, saving time for both the institution and the vendor. The more innovative the project, or the more specific skillsets are required to execute the project, the more important the “must-haves” are. If the project is immersive AR/VR or esports, but the vendor has never done any work in that realm, it is best to know upfront.

Technical specifications are important, but they rarely reveal how a solution will improve teaching and learning or bring added value to the project or institution. RFP questions should therefore be designed to elicit more than a “yes” or “no” response. Instead of asking whether a system supports a feature, ask vendors to describe how that feature contributes to usability, sustainability, or instructional outcomes. Open-ended prompts invite vendors to differentiate themselves by showcasing creativity, highlighting unique strengths, and aligning their solutions to the institution’s vision. This not only surfaces hidden value but also fosters a spirit of collaboration rather than compliance.

One of the most practical tools an institution can provide is a sample bill of materials (BOM) assignment. This doesn’t lock the project into specific equipment but instead serves as a baseline for comparison. By including a representative list of products, quantities, and specifications, institutions ensure that all bidders are working from the same assumptions. Asking the vendor to price out the BOM along with the labor costs to install levels the playing field and minimizes “apples to oranges” proposals that make evaluation difficult. A sample BOM also gives bidders the flexibility to propose alternatives where appropriate, while maintaining alignment with the overall design intent. Hint: Consider intentionally adding an error, like a part number no longer manufactured, mismatched quantities, or products that do not work with one another, as a test.

Few things frustrate vendors more than chasing opportunities without a clear financial or scheduling framework. Providing a realistic budget range, broken down for each aspect of the project, sets expectations and allows vendors to tailor their proposals accordingly. Similarly, outlining the project timeline, including how long it will take to complete the RFP process, milestones for review, installation windows, and commissioning deadlines, enables bidders to plan resources and supply chain logistics with confidence. Transparency in budget and timeline does not weaken an institution’s negotiating position; rather, it builds trust and ensures that proposals are both achievable and aligned with institutional priorities. In fact, if the budget is $1,000,000, for example, tell them. Don’t waste anyone’s time and hope that they come in lower. I’ve heard colleagues say that if they let bidders know the budget, the vendors will just make sure to spend it all. I challenge that and argue that by being transparent, you can discover which vendors are able to bring more value within the budget constraints. Likewise, if there is a tight timeline, be upfront. Supply chain may require added expedited shipping costs or overnight teams in order to execute. Honesty upfront helps to mitigate against change orders and budget surprises later.

An RFP is the institution’s opportunity to gather the full picture, so it should ask every question necessary to make an informed decision. If differentiators matter, be explicit in requesting them. If innovation is a priority, include prompts that encourage vendors to share creative approaches, pilot ideas, or forward-looking solutions. If certifications like CTS are essential, ask for details about the qualifications of the team that will actually deliver the project. The more intentional and specific the questions, the more meaningful and actionable the responses will be.

Note: The views and opinions expressed in this article are solely those of Josiah Way himself, speaking in his personal capacity as an industry professional. They do not represent the positions, policies, or endorsements of UCLA, UC Regents, HETMA, Higher Ed AV, or any of Josiah Way’s affiliated institutions or organizations. Nothing contained herein should be interpreted as a promise, guarantee, or commitment regarding current or future business relationships, procurement decisions, or bid outcomes. The content provided reflects general industry best practices and professional perspective gained through personal experience only and should not be construed as binding guidance or official policy.

AV Technology presents the five-part series of articles on Navigating a Successful Higher Ed AV/IT RFP Process, written by Joe Way, PhD, CTS, executive director of Digital Spaces at the University of California, Los Angeles’ Digital & Technology Services.

Are you currently creating an AV/IT Request for Proposals (RFP)? If so, start here!

Based on recent and past personal experience, Joe Way chronicles the step-by-step process of creating, executing, and implementing the AV/IT RFP.

Way said, “Institutions should view it [the RFP] as an opportunity to articulate their vision with clarity, while vendors should approach it as a chance to demonstrate alignment with that vision. The most successful outcomes happen when the RFP becomes a bridge that translates institutional goals into practical requirements, allowing bidders to respond with solutions that go beyond the minimum spec sheet.”

All five parts will be published within one week. Come back here to view the next one.

To introduce the article series, AV Technology’s Cindy Davis chatted with Joe Way and asked him about best practices and if there were any surprises while creating and implementing the AV/IT RFP. Check out the interview below.

Start with Data, Not Assumptions

In higher ed, projects are commonly awarded in one of two ways: (1) an approved proposal for a group of rooms or buildings that fall on an annual refresh cycle [e.g., 15% of rooms each year, on a five–seven-year refresh]; or (2) as part of a capital improvement project like a new building construction. Once awarded, too often there is an impulse to jump straight to designing the solution to either fit the “campus standard,” value engineer to the approved budget, or finally integrate that new technology. While all three inclinations are valid, a proper data-informed RFP process can achieve all three simultaneously.

There is no way to know if the final result is a success without knowing where you started. The why is the most important place to start. What data do you have to justify the reason for the project itself? Just saying the technology is outdated or always breaks is not sufficient. Where’s the data to demonstrate that the status quo is actually ineffective at achieving the goals of the institution?

For example, part of my role in coming to UCLA was to help execute a new campus audiovisual standard. How did we know that the spaces even needed a redesign, other than our observations or support frustrations? Leveraging objective third-party metrics is key. After using the EDUCAUSE Learning Space Rating System (LSRS) to audit the general assignment classrooms, the results revealed an average space score of 11 points out of a possible 72. With the last major investment being made back in 2006, nearly two decades ago—with some spaces as old as 1996—the score was indicative of our assumptions. A follow-up subjective survey of the faculty who use the spaces further validated the LSRS score. The data told the story. The data confirmed suppositions. The data became the case for the proposal.

Develop a Strategic Vision Built on Consensus

Building a strategic vision begins with bringing together the diverse expertise of all stakeholders, each with influence over those the project impacts, whether it be IT, facilities, teaching-and-learning, registrar, administration, construction management, academic senate, academic technologies, finance, public safety, etc. Each possesses a vital perspective on what a modern learning environment can be, as well as serving as a champion for a successful outcome. Working in silos is no longer a valid modus operandi in a modern campus environment. If our changes impact others, they must be part of the solution. Faculty bring insight into pedagogy, IT staff understand the technical backbone, facilities teams know infrastructure limitations, and administrators connect projects to institutional priorities. When these voices are brought together early, the result is a shared foundation that transcends individual agendas. Consensus at this stage ensures that the vision is not just aspirational, but achievable and anchored in the real needs of the institution. It creates a unified voice.

Consensus also helps establish clarity around priorities. Without it, projects risk being driven by the loudest voice in the room or by short-term pressures rather than long-term goals. A facilitated process that gathers feedback, aligns values, and identifies non-negotiables creates transparency and builds trust across the organization. Instead of being seen as “just another project,” the modernization effort becomes a mission-driven initiative that reflects the collective commitment of the community. This shift in ownership turns passive stakeholders into active partners.

Finally, a vision built on consensus provides resilience. Every major project will encounter challenges, whether it be budget constraints, timeline delays, or shifting leadership priorities. Yet, when the vision has broad agreement, it is more likely to withstand those pressures. Consensus transforms the vision into a contract of shared responsibility: faculty champion adoption, IT ensures technical integrity, facilities manage sustainability, and administrators advocate for funding. The strength of that alignment not only makes the RFP process more effective but also increases the likelihood that the final outcome will deliver lasting impact, aligned with institutional priorities.

When it comes to the RFP process itself, consensus is what ensures the document speaks with one voice. Too often, RFPs read like a patchwork of disconnected requirements gathered from different departments without a cohesive strategy. Vendors can spot this immediately, and it usually results in generic, lowest-common-denominator responses. By contrast, an RFP shaped by consensus reflects a unified vision, with clear priorities and purposeful criteria. This makes it easier for bidders to tailor their solutions and demonstrate true alignment with institutional goals.

Consensus also helps protect against pitfalls in the evaluation stage. When stakeholders have agreed in advance on what success looks like, it prevents the process from being derailed by competing agendas or subjective preferences. Instead of endless debates about features or price points, the evaluation can focus on how well each proposal fulfills the shared vision. This not only speeds up decision-making but also improves confidence in the outcome for both the institution and the vendor because the project is anchored in a foundation of collective ownership and long-term strategy.

Order of Operations

Traditionally, a bid process would include sending out or inviting a set number of audiovisual integrators to submit their best pricing for a certain design, whether they design it themselves or ask you for particular products or standards. This often leads to two negative situations: (1) a “low bid” winner that doesn’t actually design for the totality of the solution—because to be honest, there are some institutions that only select the lowest bid and not best value; or (2) design solutions that are too difficult to parse an apples-for-apples bid on. Therefore, I suggest adopting an AV order-of-operations with a two-phased bid process: first, the solution, then the integrator and/or procurement partner. This will take longer to get through the RFP process itself, but speed up the deliverables in later stages of the project.

Even if the institution has a “campus standard” ecosystem, every RFP process should be viewed as an opportunity to reevaluate current practices, while being open to identifying new innovations. The AV technologies are evolving at a faster pace than ever before, especially in the education space, as UC, SaaS, and cloud services become more integrated into the teaching-and-learning experience. To ensure innovation is a priority, identify the products first, before selecting who will install it or it’s procured though. The fact is, all integrators have “preferred” partners with higher rebates and kickbacks, which means not all pricing will be equivalent, and not all design services are as neutral as claimed. Understandably, integrators need to earn a profit; they should and do design systems and create bids based on both profitability and manufacturer relationships they have agreements with.

This may be controversial, but I also propose that end users pre-negotiate unit pricing directly through the manufacturer. Selecting the products first allows the institution to create a bill-of-materials (BOM) ahead of time, so the manufacturer can plan deliverable timelines as well as provide the lowest pricing possible. In turn, by knowing the base costs of each item prior to running the integrator portion of the RFP, the implementation partner bids are more apples-for-apples. The markup is easier to identify when the base cost is known in advance, and it offers an additional checkpoint for staying on budget.

The second phase RFP process shifts focus from product evaluation to selecting the implementation partner. Once the technology standards and equipment have been identified in the first phase, the institution can then release a separate RFP specifically for integration and deployment. This approach ensures that vendors are evaluated not on the products themselves, but on their ability to deliver a successful implementation. Depending on whether the institution has an in-house installation team and/or relies on third-party integrators, it will decide whether it is a full-stack bid or a box-sale bid only. Criteria such as project management expertise, installation quality, training, commissioning, fiscal ability, team qualifications, and ongoing support become the differentiators. By separating product selection from integration services, institutions gain both pricing transparency and flexibility, while integrators are able to concentrate on demonstrating their value as true partners in execution rather than competing primarily on equipment costs.

Note: The views and opinions expressed in this article are solely those of Josiah Way himself, speaking in his personal capacity as an industry professional. They do not represent the positions, policies, or endorsements of UCLA, UC Regents, HETMA, Higher Ed AV, or any of Josiah Way’s affiliated institutions or organizations. Nothing contained herein should be interpreted as a promise, guarantee, or commitment regarding current or future business relationships, procurement decisions, or bid outcomes. The content provided reflects general industry best practices and professional perspective gained through personal experience only and should not be construed as binding guidance or official policy.

AV Technology presents the five-part series of articles on Navigating a Successful Higher Ed AV/IT RFP Process, written by Joe Way, PhD, CTS, executive director of Digital Spaces at the University of California, Los Angeles’ Digital & Technology Services.

Are you currently or plan to create an AV/IT Request for Proposals (RFP)? If so, start here!

Based on recent and past personal experience, Joe Way chronicles the step-by-step process of creating, executing, and implementing the AV/IT RFP.

Way said, “Institutions should view it [the RFP] as an opportunity to articulate their vision with clarity, while vendors should approach it as a chance to demonstrate alignment with that vision. The most successful outcomes happen when the RFP becomes a bridge that translates institutional goals into practical requirements, allowing bidders to respond with solutions that go beyond the minimum spec sheet.”

All five parts will be published within one week. Come back here to view the next one.

To introduce the article series, AV Technology’s Cindy Davis chatted with Joe Way and asked him about best practices and if there were any surprises while creating and implementing the AV/IT RFP. Check out the interview below.

Navigating a Successful Higher Ed AV/IT RFP Process

In higher education, few processes carry as much weight, or as much frustration, as the request-for-proposal (RFP) process. Whether you are a university seeking to modernize classrooms or a vendor hoping to secure the project contract, the RFP can feel like a maze of requirements, unknowns, checkboxes, and miscommunication. But at its core, the process is about discovering that strategic partner who you can trust will bring a win-win result, because depending upon the project, the entire process may often be one to two to three years start to finish.

All too often, I hear my colleagues discuss the RFP process as a nuisance of institutional red tape, or a CYA waste-of-time, so they can just pick a vendor they have already made up their mind on. Reducing the RFP to nothing more than bureaucracy misses the opportunity to use it as a strategic tool for shaping better outcomes. We must remember the purpose of the process: Our projects aren’t just technology purchases; they are mission-driven decisions that affect teaching, learning, and the student experience for years to come. That’s why the RFP process shouldn’t be seen as an obstacle, but as an opportunity that requires just as much care from the institution writing it as from the vendor responding to it.

The process is only as valuable as the intentionality behind it. When rushed or poorly written, an RFP simply produces a stack of cookie-cutter responses that do little more than check boxes. But when crafted thoughtfully, it can spark innovative solutions, surface hidden value, and give both sides the confidence that their investment of money, time, and trust will lead to long-term success. For customers, the key is crafting an RFP that invites innovation without sacrificing standardization. For bidders, success lies in showing not just what you sell, but how your solution makes life better for faculty, students, and IT staff.

Too often, both sides forget that the RFP is less about paperwork and more about partnership. Institutions should view it as an opportunity to articulate their vision with clarity, while vendors should approach it as a chance to demonstrate alignment with that vision. The most successful outcomes happen when the RFP becomes a bridge that translates institutional goals into practical requirements, allowing bidders to respond with solutions that go beyond the minimum spec sheet. In doing so, the process becomes a four-way win, which: (1) the optimal product solutions are selected; (2) the scope and expectations are well-defined; (3) the vendors are covering margins that allow dedication to the project without cutting corners; and (4) a relationship is cultivated that advances the mission of the institution.

Note: The views and opinions expressed in this article are solely those of Josiah Way himself, speaking in his personal capacity as an industry professional. They do not represent the positions, policies, or endorsements of UCLA, UC Regents, HETMA, Higher Ed AV, or any of Josiah Way’s affiliated institutions or organizations. Nothing contained herein should be interpreted as a promise, guarantee, or commitment regarding current or future business relationships, procurement decisions, or bid outcomes. The content provided reflects general industry best practices and professional perspective gained through personal experience only and should not be construed as binding guidance or official policy.

The 2025/26 saw the most competitive acceptance rates at colleges and universities in recent years. Ultimately, deciding which institution they will attend for the next four years still rests with students and parents. Students seek engaging instruction and campuses that integrate new and familiar technologies while providing intellectual challenge.

We asked AV/IT industry thought leaders to share their insights into trends and how AV/IT technologies are reshaping higher education classrooms. Below are some excerpts. And, check out the sidebar to the right for all 27 interviews.

High-quality audio and speech intelligibility have been overlooked for too long. “Poor audio quality can degrade and distract from the learning experience,” said Vanessa Jensen, manager of Market Development at Shure. “Clear, high-quality audio is vital—every student must hear and be heard. Professors need to communicate confidently, knowing their lectures are clear to all, whether in the room or online.”

Accessibility is an area all institutions must address. “Wi-Fi-based listening systems allow universities to integrate user-friendly solutions that rely on personal smartphones or other mobile devices, improving the experience with low-latency audio that can be customized to the user’s preference,” said Mike Mitchell, product and application specialist, Business Communication at Sennheiser.

Steve Bogart, Business Development Manager for Education at Atlona, said, “Gamification and immersive learning tools such as virtual reality (VR) and augmented reality (AR) are transforming education by creating hands-on, interactive experiences, particularly in fields like medical training, engineering, and history.”

The higher education classroom is rapidly evolving, driven by the need for scalable, integrated technology that empowers educators and engages students. “A shift towards platforms that offer scalability across entire campuses rather than isolated solutions for individual rooms,” said John Razes, vice president of Technical Services at Mersive Technologies. “This is crucial as universities prioritize networked solutions that provide a consistent experience in varied learning environments.”

Jerry Berger, consultant liaison for Absen, added, “Today’s classrooms must be more than just a place to lecture—they must become dynamic collaboration hubs. Visual technology, particularly direct-view LED (DVLED) displays, is playing a pivotal role in this transformation. These ultra-clear, scalable displays provide an immersive visual experience that supports in-person and remote learners, ensuring every student feels present—no matter where they are.”

AV assets are increasingly spread out across a variety of geographies and scenarios—from the traditional classroom to the home and practically anywhere in between. “To wrangle this complexity, AV manufacturers are introducing cloud-hosted software solutions,” said Joe Andrulis, executive vice president of Corporate Development at Biamp. “This additional software layer will empower everyone along the AV value chain to seamlessly integrate and oversee all deployed AV systems from a unified dashboard that is accessible anytime, anywhere.”

Effi Goldstein, president of the HDBaseT Alliance, added, “In Today’s higher education landscape, learning is no longer limited to a single modality, as students expect content to be accessible on their terms—in person, remotely, or on demand. Additionally, educators face the ongoing challenge of being able to focus on teaching rather than managing the room’s technology. In both cases, this requires Pro AV that prioritizes ease of use, seamless connectivity, and a universal experience anywhere—on and off campus.”

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Jerry Berger, Consultant Liaison at Absen

Higher education is undergoing a seismic shift. As student expectations evolve and hybrid learning becomes the norm, institutions are rethinking what it means to create an engaging, flexible, and inclusive classroom environment. At the core of this evolution is technology—not as a novelty, but as a necessity.

Today’s classrooms must be more than just a place to lecture—they must become dynamic collaboration hubs. Visual technology, particularly direct-view LED (DVLED) displays, is playing a pivotal role in this transformation. These ultra-clear, scalable displays provide an immersive visual experience that supports both in-person and remote learners, ensuring every student feels present—no matter where they are.

Equally important is adaptability. Classrooms now serve multiple purposes: lectures, virtual guest speakers, collaborative group work, and content sharing across campuses. Technologies that offer seamless connectivity, high reliability, and simple content management empower faculty to shift between modes without disruption.

We’re also seeing a shift toward sustainability and longevity. Universities are looking for energy-efficient solutions that reduce long-term operational costs while enhancing the student experience.

Ultimately, the goal is not to digitize for the sake of innovation, but to create environments where attention spans stretch, participation grows, and students are more deeply connected to the content—and to each other. As higher ed continues to evolve, institutions that prioritize immersive, flexible, and future-ready classroom tech will be the ones that lead the way.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Omer Brookstein, Chief Executive Officer at Xyte

As the modern classroom rapidly evolves with increased reliance on technology and digital learning, higher education institutions face mounting challenges in managing a growing number of AV and UC devices across classrooms, lecture halls, buildings, and campuses. To keep pace, IT and AV managers need powerful tools to monitor device health, detect faults early, and ensure seamless operation.

Following the pandemic, students and faculty—whether attending in person or remotely—now expect flexible, reliable hybrid learning environments. They depend on immersive AV systems, robust communication infrastructure, and cloud-based platforms that support real-time collaboration and consistent performance. These technologies not only deliver content but also personalize the learning experience, empowering students to engage in ways that suit their individual learning styles.

Audiovisual technology plays a crucial role in delivering a personalized learning experience, but as a growing number of higher education facilities invest in new technologies, they require a streamlined, scalable way to manage and monitor their solutions effectively, allowing them to control and monitor devices in dispersed locations.

Using new and advanced cloud technologies with thousands of AV devices deployed across sprawling campuses, IT directors and chief information officers can, for the first time ever, monitor and manage devices from multiple vendors and in multiple locations through a unified interface, without moving from their office chair. This cohesive visibility improves operational efficiency, extends the life cycle of critical classroom technology, and enhances responsiveness, keeping the focus on education—not on equipment maintenance.

With just a few clicks, IT and AV managers can use Xyte to remotely monitor and address device issues before end users even notice them, saving the institution time and money while keeping staff and students satisfied.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Joe Andrulis, Executive Vice President of Corporate Development at Biamp

The Pro AV higher education market, paradoxically, has become both more simplified and more complex.

On the one hand, emerging technologies such as AI and unified communication software are helping to streamline the process of installing, provisioning, managing, and using AV equipment that has become mission-critical for higher education classrooms—from conferencing bars to projectors. On the other hand, with the growth and maturation of hybrid learning—otherwise known as the ability to learn and teach from practically anywhere—integrators, AV specialists, and IT managers are forced to manage an ever-growing and increasingly complex ecosystem of connected AV devices.

After all, higher education students increasingly desire the flexibility hybrid learning provides in that it affords in-person instruction when they can and remote learning when they can’t. This enables them to better manage personal and professional commitments outside of school. Meanwhile, professors who may attend a midweek conference can still maintain office hours while off campus. As a result, AV assets are increasingly spread out across a variety of geographies and scenarios—from the traditional classroom to the home and practically anywhere in between.

To wrangle this complexity, AV manufacturers are introducing cloud-hosted software solutions. This additional software layer will empower everyone along the AV value chain to seamlessly integrate and oversee all deployed AV systems from a unified dashboard that is accessible anytime, anywhere.

Integration of such software will require a mindset shift for all, but the rewards are unmistakable. Manufacturers will be able to manage a product’s entire lifecycle seamlessly; integrators will be able to install and provision AV assets more efficiently; campus IT pros will be able to monitor and manage AV assets more effectively; and finally, the students and instructors will enjoy an improved overall educational experience.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Brandon White, Director of Product Development at Vanco International

When I think about how higher education classrooms have changed in recent years, the first word that comes to mind is agility. Not long ago, a classroom was just a static space: four walls, a whiteboard, and maybe a projector if you were lucky. Today, it’s a dynamic environment: flexible, inclusive, and shaped as much by how students learn as by what they’re learning.

What changed was the mindset. The pandemic was the big turning point. Suddenly, everyone had to use technology tools to help facilitate learning. Once that barrier was broken, there was no going back.

An area that I’ve seen continue to evolve is how higher education spaces are utilizing more collaboration products to support BYOD. At this point, it’s assumed that students will bring their own laptops, tablets, or phones. The job of the AV system is to support that seamlessly and reliably.

Imagine a lab table where four students plug in, press a button, and their work pops up on the shared screen with no fuss and no delay—just learning in real time. This isn’t a hypothetical: We’ve seen solutions like KVM switches and wireless video switchers become very popular for this exact application. This kind of simple, intuitive tech encourages students to share ideas, challenge each other, and stay engaged.

Even as collaboration technology becomes part of the fabric of the modern classroom, however, it’s important to foreground simplicity and reliability. You can design the most sophisticated classroom in the world, but if the instructor or students have to call IT every time they want to share their screen, you’ve missed the mark. The tech should disappear into the background and let educators do what they do best: teach.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Micah Shippee, Director of Education Solutions and Channel Sales at Samsung Electronics America

Higher education institutions are increasingly prioritizing the integration of AI for various aspects of teaching, learning, and administration. AI’s projected impact is multifaceted, with the potential to transform both instruction and on-campus security.

From an instructional perspective, AI mirrors the adoption of the pencil in education. A century ago, teachers would say, “Today we’re going to learn math with our pencils.” Over time, the pencil became so ubiquitous in learning that its use as a tool no longer needed to be mentioned. If meaningfully adopted, each innovation is destined to have a Pencil Moment. We are seeing AI rapidly approach its own Pencil Moment.

One clear area of opportunity is the interactive whiteboard, which has seen widespread use across campuses. When enhanced with AI, these displays can help educators scale their instructional strategies and create more engaging learning environments. Educators can automatically transcribe lectures, generate summaries, and create instant quizzes from those transcripts. Students can connect wirelessly and participate from their own devices, turning passive lectures into interactive learning moments. This shift enables more formative assessment, which serves as a better gauge of knowledge retention. In these cases, the introduction of AI transforms the whiteboard into a hub of smart solutions that simplify, enhance, and empower the learning experience.

While the benefits of AI are promising, its adoption also raises new challenges, particularly around information security. AI tools can strengthen cyber defenses by monitoring network activity, analyzing logs, and detecting anomalies in real time. Digital twin technologies can even enable predictive maintenance to prevent issues before they arise. However, malicious actors can also exploit AI to launch more advanced cyberattacks. These dualities make it critical for higher education institutions to adopt AI responsibly, ensuring data privacy and minimizing risk as they unlock the technology’s full potential.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Mikey Shaffer, Senior Director of Sales at Listen Technologies

Personalized learning and flexibility continue to lead the evolution of higher education. Today’s students expect content to be accessible anytime, anywhere, and on any device—making bring your own device (BYOD) more critical than ever. Technologies that deliver high-quality audio directly to personal devices are at the forefront of this shift.

Solutions like audio over Wi-Fi and emerging innovations such as Auracast broadcast audio are transforming how students engage with lectures, presentations, and campus events. These tools enable students to access live or recorded audio through smartphones or Bluetooth-enabled hearing aids and earbuds—removing barriers to participation and fostering inclusivity.

At the same time, AV and IT teams benefit from scalable, campus-wide solutions that reduce hardware dependency and simplify system management. As institutions continue to prioritize accessibility, flexibility, and student engagement, technologies that enhance audio delivery will be essential in shaping the future of learning.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Levi Lavrinyuk, Director of Marketing at Lightware

Higher education is in the midst of a transformation. Students and instructors expect an intuitive environment where they can easily share content and control the classroom’s AV equipment without delay or hassle.

As AV/IT infrastructures scramble to keep pace, three key trends are emerging: hybrid and active learning models, BYOD, and remote systems management. Traditional lecture halls are giving way to flexible, collaborative spaces. Institutions are layered in collaborative zones, fixed pods, and breakout rooms equipped with displays, capture cameras, and interactive media. Instructors may move from lecturing to facilitating small-group work, while remote students engage via live streams. The AV backbone in these environments must handle multiple simultaneous signal paths reliably.

Gone are the days when cable clutter and overcomplicated AV systems got in the way of instructors and students. Today, they all demand simplicity: video, audio, USB, Ethernet, and power in a single interface. USB-C is rapidly emerging as the standard for future-proof deployment, enabling seamless host switching and universal interoperability across platforms. AV/IT designers must now account for USB-C laptops (both Mac and Windows) and mobile devices that all need to connect seamlessly without dongles or drivers.

As campuses scale, AV/IT teams can no longer keep a physical presence in every room. Monitoring, diagnostics, and remote control are fast becoming baseline requirements. By deploying technology that enables these features, institutions can not only future-proof their classrooms but also save significant amounts of time and money on their AV investments.

Lightware’s efforts focus on simplifying signal management in these evolving environments, remaining dedicated to delivering the technology that helps higher education institutions overcome integration roadblocks and build collaboration environments that perform every single day. Our versatile and scalable USB-C host and video switching solutions deliver seamless BYOD workflows and equip AV/IT professionals with the right tools to build learning environments that are resilient, future-ready, and aligned with institutional goals.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: William Smart, Director of Vertical Account Sales, Higher Education at Legrand | AV

The application of AV in higher education settings is evolving at a rapid rate, with many universities deploying solutions to streamline the classroom experience both online and in-person. The hybrid learning model is here to stay and remains popular because students like both the in-person and remote aspects of it. As a result, a lot of universities are using Legrand for remote learning and management applications. We provide virtual meeting solutions that automatically frame the classroom and integrate with Zoom and Microsoft Teams, streamlining the online learning experience. Combining your AV into a product that allows you to bridge technologies provides flexibility for the user and makes learning accessible to students from anywhere with an internet connection.

While today’s students are accustomed to technology being a central part of their lives and learning processes, many educators are embracing trends like AI, VR, and AR to efficiently manage classroom operations. I speak with a lot of universities that tell me they envision having AI drive the automation in the room, so if a teacher walks in, they can activate their remote meeting client, turn on the lights, switch it to their preferences, and begin their lesson without needing to set up their computer or additional hardware.

Another trend we’re seeing in higher education environments is the adoption of AV-over-IP technology. AV over IP allows educational institutions to do campus-wide deployments over existing network infrastructure, providing the flexibility and scalability they require. It's great for large lecture halls because it cuts down on the equipment in the room and enables educators to route content from a variety of sources to multiple displays and projection systems. By investing in modern technological innovations, universities are future-proofing their campuses and enhancing the overall educational experience for students and teachers alike.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Rob Norton, Senior Product Manager, User Interface and Control at HARMAN Professional Solutions

Today’s modern higher education classroom is evolving, driven by the need for more flexible, interactive, and accessible learning environments. As hybrid learning becomes more prevalent, education systems are continuing to adopt technologies that streamline instruction, enhance engagement, and improve overall classroom management.

A key aspect of this transformation is the integration of smart technology to simplify classroom interactions for both students and educators. Beyond the classroom, automation technology is being used to improve campus operations for health and safety concerns. Automatic smart sensors and control systems help manage factors like air quality, occupancy, and security by notifying educators and students directly, thereby creating a safer and more efficient learning environment.

Bringing together information from these disparate systems requires a highly adaptable and capable control system. Platforms that support multiple standard programming languages allow for more opportunities to easily leverage industry-standard tools and well-proven code resources rather than forcing plugins to be written from scratch. Drag-and-drop visual programming tools like Node-RED can enable even non-programmers to create sophisticated control programs.

As the adoption of the AMX MUSE automation platform has grown, we’ve heard time and again that our partners are impressed with how easy it is to adopt, and how the availability of online resources to support development increases their efficiency and capabilities.

As technology continues to reshape education, institutions that embrace these innovations are better equipped to support both students and educators, fostering a more connected and dynamic learning experience. At HARMAN, our solutions are designed with a philosophy of open standards, interoperability, flexibility, and ease of use to enable designers, developers, and technicians to create environments where technology helps instructors and students collaborate, create, and enjoy teaching and learning.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Effi Goldstein, President of the HDBaseT Alliance

In today’s higher education landscape, learning is no longer limited to a single modality, as students expect content to be accessible on their terms—in person, remotely, or on demand. Additionally, educators face the ongoing challenge of being able to focus on teaching rather than managing the room’s technology. In both cases, this requires Pro AV that prioritizes ease of use, seamless connectivity, and a universal experience anywhere—on and off campus.

For educators, technologies that enable pre-configured device setups are crucial, allowing them to minimize setup time and get right to teaching. Products like Logitech’s Preset Button, enabling seamless camera switching, and Tekvox’s Drop-In AV for simplified operation are excellent examples of solutions that are solving this problem. Plug-and-play BYOD support is also now more important than ever, with USB-C leading the way as the universal connectivity interface. Whether in a classroom, lecture hall, or collaboration space, users need to be able to connect and engage without delay.

As higher education continues to evolve, so will the applications for Pro AV. Expect one thing to remain consistent: the demand for user-friendliness and flexibility for both students and teachers in any Pro AV system.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Jeff Muto, Product Marketing Director at ViewSonic

The education market is continuously bringing innovation to campuses and classrooms, whether it’s K-12 or higher learning institutions. There is a plethora of hardware and software tools being developed to help students engage more with each other and get more excited about learning.

ViewSonic is seeing investments being made in hardware tools like touch-screen monitors, direct-view LED displays for customization in larger venues, ultra-wide 92- and 105-inch interactive displays for front-of-classroom solutions, and other smart hardware. These tools give students the opportunity to quickly express what they are learning and share it with the classroom and fellow students—even those who are remote.

A lot of higher education classrooms utilize cell phones during classes and lectures so students can interact with the various touch-screen hardware and computers in the classroom by casting from their mobile devices or scanning QR codes. Whether recording audio or video, or interacting with the teacher or professor, students can use their own devices to increase learning opportunities.

Library innovation and makers centers are being built to include the latest technologies. Students can rent out the center to finish class projects or learn new skills. Another type of space on higher education campuses comprises dedicated study spaces with interactive displays. These can be used for viewing CAD files, brainstorming on digital whiteboards, practicing presentations, etc., with fellow students and those who are off campus.

Campuses are making investments in premium technology to aid career development and readiness. The California State University at Fullerton installed a ViewSonic direct-view LED display to be used as a backdrop for students who are studying news broadcasting or showcasing student films.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Ivan Schwartz, Director of Consultant Relations at AtlasIED

Times are changing, and the modern higher education classroom is changing, too. This shift is primarily driven by the adoption of advanced technologies developed to enhance student engagement, improve accessibility, and create positive learning environments. As universities work to meet the evolving needs of students and faculty, they must assess the spaces they occupy and the best possible AV solutions for their unique needs to ensure that both in-person and remote learners have access to clear and intelligible audio.

Many modern classrooms, lecture halls, and study halls feature hard, reflective surfaces, which create acoustical challenges and can impair speech intelligibility. Missing crucial information during a lecture can be detrimental to a student's learning experience.

Digital beam steering technology can significantly enhance speech clarity in educational settings by directing sound precisely toward the audience, minimizing disruptive reflections, especially in large, reverberant spaces. This results in clearer audio delivery, which boosts student engagement and participation while ensuring uniform sound coverage throughout the room. Synchronizing audio with visual content reduces misunderstandings and cognitive strain, ultimately fostering a more inclusive and effective learning environment. This improvement not only aids comprehension for all students but also can increase accessibility for those with hearing impairments.

Higher education institutions can support student comprehension and successful student outcomes by integrating advanced technology such as digitally steerable loudspeakers. Embracing these technologies fosters a more flexible, accessible, and engaging learning environment, enhancing the student experience and empowering educators to deliver more impactful and effective instruction.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Manager of Business Development for Higher Education at Q-SYS

As higher education continues to evolve, institutions are reimagining the classroom experience to better support student engagement, collaboration, and personalized learning. One of the most notable trends is the shift toward blended learning models—an approach that combines in-person teaching with online components. This hybrid structure provides students with greater flexibility while empowering instructors to tailor learning experiences based on individual needs.

Active learning environments are also transforming how students engage in the classroom. Traditional lecture halls are being replaced with flexible, technology-rich spaces that encourage group collaboration, peer interaction, and hands-on learning. Educators are further supported by data-driven instruction, using real-time analytics to assess student participation and adjust lesson plans accordingly to improve outcomes.

Technology plays a pivotal role in enabling these advancements. For example, lecture capture systems allow students to revisit recorded sessions anytime, reinforcing comprehension and knowledge retention. Automated tracking cameras enhance this experience by following instructors or highlighting student interactions—especially valuable in simulation labs or dynamic learning environments.

To capture every voice in the room, ceiling microphones ensure inclusive participation, while simplified user interfaces—powered by room sensors, NFC card readers, or scheduling integrations—create intuitive, automated experiences for both faculty and students.

Importantly, cloud-based AV systems provide IT teams with the ability to remotely monitor and manage classrooms, ensuring uptime and scalability across campus.

As institutions continue to modernize their learning environments, many are turning to software-based platforms that offer long-term scalability and flexibility. These platforms can unify audio, video, and control across multiple learning spaces while supporting future technology needs. For example, universities working with Q-SYS have implemented scalable solutions that enhance both the teaching and learning experience.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: John Razes, Vice President of Technical Services at Mersive Technologies

The higher education classroom is rapidly evolving, driven by the need for scalable, integrated technology that empowers educators and engages students. There are several trends that we are seeing on the front lines of the industry. The first is a shift towards platforms that offer scalability across entire campuses rather than isolated solutions for individual rooms. This is crucial as universities prioritize networked solutions that provide a consistent experience in varied learning environments. Mersive’s approach, particularly with our Solstice platform, exemplifies this trend. Not only is it scalable, integrating seamlessly with existing university networks, but AV/IT teams can also easily deploy it via cloud to numerous spaces.

Another trend is meeting higher education budgets where they are. Many collaboration solutions force educational facilities into a subscription model that doesn’t jibe with higher education’s unique budget requirements and cycles. Mersive’s Perpetual Upgrade Plan is designed—and exclusively available to—higher education, allowing institutions to make a one-time purchase that includes lifetime support and updates, sidestepping the financial challenges faced by educational institutions. This model not only optimizes budget allocations but also eliminates the hassle of annual renewals, ensuring that universities always have access to the latest technology without recurring costs. Stretching budgets even further, Mersive’s software-led approach extends the life cycle of AV deployments.

Finally, we are seeing increased adoption of technology-enabled active learning (TEAL), which creates more engaging experiences and collaboration for facilitators and students. Solstice Active Learning provides video and audio routing for multi-screen environments that is quick to deploy and easy for facilitators to use. The solution doesn’t require custom programming, a matrix switcher, or additional expensive hardware.

By focusing on scalable, software-led AV solutions with flexible pricing models and powerful add-ons like active learning, Mersive is helping to redefine the higher education classroom, making it more affordable, collaborative, and adaptable to the evolving needs of students and educators.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Hal Truax, Vice President at PCD Audio Video

We anticipate that several main AV trends in higher education will continue shaping classroom environments to bring lessons and lectures to life, enhancing student engagement.

The first growing trend we have identified is the adoption of active learning spaces. We see higher education institutions transitioning from traditional lecture formats to active AV learning environments that promote collaboration and interaction. Features can include rotating seats and tables—enabling students to face peers for team-based activities and fostering a more dynamic and engaging learning experience.

The second trend is the integration of advanced AV technologies. Modern classrooms are increasingly incorporating high-definition projectors, interactive whiteboards, and integrated audio systems to create immersive educational environments. We believe that this AV technology trend facilitates clearer communication and more engaging presentations, catering to diverse learning styles and improving overall comprehension.

The third trend is an emphasis on flexible and collaborative furniture design. We foresee a growing focus on evolving AV technology integrating with classroom layouts that support flexibility and collaboration. Furniture that can be easily reconfigured allows for seamless transitions between different teaching methods, accommodating both group work and traditional lectures. This adaptability enhances student engagement by supporting various instructional strategies.

Advanced presentation technology, interactive whiteboards, and integrated audio systems can manage lighting, shading, security, and HVAC systems across campuses—all synced to a single, cohesive control system. By integrating these innovative technologies and design principles, higher education institutions can transform their classrooms into dynamic AV spaces that bring lessons and lectures to life, ultimately enriching the student learning experience.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Joe DaSilva, Vice President of Marketing at Extron

Today’s tech-savvy generation is driving the transformation of higher-education learning spaces that foster engagement and collaboration. Traditional lecture-based teaching methods have given way to interactive, multimedia-driven learning experiences. At the heart of this transformation is advanced AV technology.

Extron technologies help facilitate this evolution. Extron video wall processors enable dynamic, high-resolution content displays that capture students’ attention and promote visual learning. Whether displaying intricate scientific simulations or collaborative dashboards, these processors facilitate immersive educational experiences. Paired with powerful transmitters, receivers, and distribution amplifiers, educators can ensure high-quality content delivery to multiple displays across the classroom or campus.

USB integration technologies enhance flexibility by enabling seamless connectivity between laptops, cameras, and document cameras. This fosters a collaborative environment where instructors and students can effortlessly share content using wireless presentation systems like Extron ShareLink Pro. On the control and automation side, control processors provide centralized management of AV systems, simplifying the user experience and minimizing disruptions during lectures. Motion sensors can detect presence in a room and even prepare the room by turning on lights, adjusting shades, and environmental controls.

Audio quality also plays a critical role in engagement. Amplifiers and speakers designed for classroom environments ensure clear, evenly distributed sound, making it easier for students to stay focused and absorb information. These voice reinforcement systems are especially valuable in hybrid learning setups, where both in-room and remote participants must experience consistent audio quality.

By investing in powerful AV technologies, higher-education institutions can stay competitive with engaging learning spaces. These systems empower educators to deliver rich, interactive content that enhances student outcomes. In the rapidly changing educational landscape, embracing innovation will be key to attracting a diverse and talented student body.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Greg Dieckhaus, Sales and Account Manager, Southeast U.S. at Datapath

Digital signage offers immediate and effective benefits for both students and tutors on college and university campuses.

With displays across the facility, including reception, corridors, libraries, rest and relaxation spaces, and, of course, lecture halls, students can have instant visual access to a wealth of information from a wide range of media.

The numerous displays can be in the form of traditional single panels or, for maximum impact over longer distances, large-scale video walls. From faculty wayfinding to news feeds, and sports results to timetables, displays can provide a wealth of information—the key ingredients are processing power and simplified software management to enable the chosen content to be flexible as needed.

Content managers (usually within the IT department) require technology that makes switching of the source media as easy as possible. An easy-to-understand software interface, which can work alongside other Windows applications, is fast and effective and avoids the need to switch or move between different technologies.

For added convenience, this software should be capable of creating and storing instant templates for particular content when required, such as multiple sports events or team selections.

Signage can also be used to great effect in emergency situations, with technology that can instantly switch to a certain set of protocols or messages when needed.

Datapath hardware and software, for example, can use application protocol interfaces (APIs) and node red technology to work with third-party hardware, instantly controlling lighting, AC, access, and, of course, messaging in the event of a fire or some other emergency situation.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: John Hulen, Director of Channel Marketing, Education at Crestron

Simple connectivity, a repeatable user experience, and increasing engagement are among the most impactful developments in the higher education classroom.

One important trend in the higher ed classroom is the widespread adoption of wireless presentation solutions like Crestron’s AirMedia technology. These solutions have evolved to simplify connectivity for faculty and students compared to wired options requiring different cable adapters or dongles, which can be unreliable or easily lost. Wireless presentation solutions can facilitate engagement by allowing up to four participants to share content simultaneously.

Eliminating complex programming requirements for AV technology and moving towards configurable user interfaces is another evolving trend. With Crestron’s .AV Framework capabilities, systems can have a uniform look and feel across the entire campus by simply connecting a device and configuring what will be shown on a touch screen. Depending on the hardware used in the classroom, control processors might not be required.

One form of technology facilitating better engagement includes using multiple cameras to capture the classroom experience for hybrid learning or lecture capture. Microsoft Teams and Zoom conferencing programs allow for multiple camera streams. Cameras with presenter tracking can follow the professor as she walks back and forth at the front of the room, but a camera framing the in-person students, which can zoom in when a student asks a question, increases engagement for remote students.

Using Visual AI, Crestron’s Automate VX chooses between different cameras to reframe a speaker to accommodate the direction he is facing. With the Intelligent Video Room Designer software, visualizing how the room will operate puts the control in the hands of the system engineer or technical end users based on specific preferences. Group framing, conversation mode, presenter tracking, and other methods help increase participation, no matter where students are when joining the class.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Steve Bogart, Business Development Manager of Education at Atlona

Higher education classrooms are evolving to be more flexible, interactive, and student-centered. Hybrid and HyFlex learning models allow students to choose between in-person and online participation, offering greater accessibility and convenience. Traditional lecture-based teaching is being replaced by active learning strategies such as flipped classrooms, collaborative problem solving, and project-based learning—all of which enhance engagement and knowledge retention. With that often comes the need to support more AV and USB sources in the room, including connectivity to 4K cameras, conferencing bars, microphones, speakers, and other peripherals.

Gamification and immersive learning tools such as virtual reality (VR) and augmented reality (AR) are transforming education by creating hands-on, interactive experiences, particularly in fields like medical training, engineering, and history. Learning analytics and predictive modeling help educators track student performance, offering insights that allow for personalized interventions and improved learning outcomes. Additionally, there is a growing focus on soft skills, interdisciplinary education, and micro credentials, enabling students to acquire industry-relevant expertise alongside their degrees.

To facilitate engagement, institutions are adopting learning management systems like Canvas and Blackboard, AI tutoring assistants, and collaborative tools such as Microsoft Teams and Zoom. Digital whiteboards, annotation tools, and polling platforms like Kahoot and Poll Everywhere encourage active participation. Immersive technologies, including VR headsets and AR applications, bring complex concepts to life through interactive simulations. Video switching solutions, such as hardware-based switchers and software platforms like OBS Studio and Atlona, enhance the hybrid learning experience by seamlessly managing multiple video sources, ensuring high-quality content delivery for both in-person and remote students. These advancements are collectively reshaping higher education, making learning more engaging, data-driven, and adaptable to modern students' needs.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Stephane Tremblay, President of the SDVoE Alliance

Higher education is in the midst of a technological renaissance, driven by the need for more adaptable, engaging, and future-ready learning environments. As higher education facilities embrace hybrid and flexible learning models, campuses are evolving beyond the traditional lecture hall by integrating classrooms, laboratories, esports arenas, and collaborative spaces with audiovisual technology designed to support diverse approaches and enhance student engagement.

As a result, technology managers are tasked with creating scalable, future-proof solutions that accommodate everything from real-time lectures to digital media production. One of the most notable trends shaping this new era is the rise of esports. Once a niche extracurricular activity, esports has become a strategic investment for many universities, where purpose-built arenas and training facilities have become recruitment tools and community hubs. Institutions such as Harrisburg University and the University of North Carolina at Chapel Hill have led the way, leveraging robust AV infrastructures to support their esports programs.

The SDVoE Alliance’s Power of 10 initiative directly supports higher education environments with benefits such as zero latency for real-time interaction, uncompressed 4K60 video for immersive visuals, and InstaSwitch for seamless transitions—ideal for classrooms, esports training, and control centers. These features enable institutions to provide pristine video and audio performance with ultra-fast switching that supports everything from high-stakes competitions to interactive coursework.

An example of the Power of 10 in action is Hongkuang University in Taiwan, where the Department of Game Development and Application trains students in digital media and gaming with a complete API-controlled AV system. Their esports training facilities demonstrate how advanced AV and control systems can enhance educational outcomes and the student experience. As higher education facilities continue to evolve, SDVoE provides the performance, versatility, and future-proof infrastructure needed to support engaging learning experiences.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Dana Corey, General Manager of Global Sales at Avocor

Higher education students are becoming digital natives, which is driving a growing need for classroom technology to evolve. This growth is facilitating new and engaging learning environments, which are in turn transforming classrooms into collaborative learning hubs. Whether the technologies are interactive displays, audio equipment, or other peripherals, collectively they can create a cohesive ecosystem that supports this trend.

The adoption of interactive learning techniques in higher education classrooms, such as group discussions and brainstorming, has resulted in an increased reliance on interactive displays. Interactive displays not only boast touch-point capabilities for seamless collaboration and brainstorming sessions, but they also maximize the effect of interactive educational content such as videos, games, quizzes, and presentations. Having multimedia readily available on an interactive display creates multiple benefits, such as higher student engagement levels, the ability to personalize experiences and content for different learning styles, and data collection for valuable teacher insights.

Furthermore, the interactive display serves as an inclusivity tool, ensuring all students have an equal opportunity to access educational resources and creating digital equity in the classroom. Inclusivity is also enhanced via the interactive display through accessibility features such as magnification and closed captions in virtual settings, removing barriers to learning and creating equal opportunities for all.

At Avocor, we recognize these growing trends and the need for the higher education classroom to evolve in a cohesive way. To meet these ever-changing demands, we have introduced the interactive A Series display. Equipped with a detachable 4K camera for hybrid learning environments and seamless integration with familiar educational tools, the A Series enhances the classroom experience for both students and staff.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Jack Salamanchuk, Product Manager, Professional Imaging at Panasonic Connect North America

Higher education is facing a handful of challenges in 2025, from lower enrollment rates to less funding for institutions and students. As universities adapt to these changes, it’s important for them to consider the implications technology has on students and teachers and give them the tools they need to seamlessly provide engaging and exciting communal learning experiences.

Audiovisual solutions can help institutions attract and retain students and teachers. Classrooms outfitted with state-of-the-art cameras and audio technologies allow students and teachers to foster engaging presentations, discussions, and lessons that encourage participation and improve comprehension. With the ability to live stream and record these experiences for future use, hybrid and remote students also reap the benefits of AV technologies by having access to crisp audio and clear imagery that improve their learning even from afar.

AV solutions also help prepare students for real-world experiences. Consider a student who is studying theater or broadcast journalism: Not only do they want hands-on experience with technology that’s pivotal to their future jobs, but they also want access to the most advanced solutions on the market rather than outdated legacy systems. This generates excitement for students and positions them as well-equipped to operate the technology, thereby driving industries forward.

Solutions such as Panasonic’s AG-CX20 and AG-CX370 4K Compact Camcorders allow universities to deliver clear, high-quality content to in-person and remote students for a more immersive and accessible experience. This allows teachers and students to focus less on managing the cameras in the room and more on connecting with each other.

Coupled with the ability to connect to external audio systems—whether ceiling or handheld microphones—institutions will look towards interoperable camera solutions that ensure clear, synchronized audio and video are integrated into in-person and remote environments, allowing them to deliver the best possible student experiences.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Dana Corey, General Manager of Global Sales at Avocor

Higher education students are becoming digital natives, which is driving a growing need for classroom technology to evolve. This growth is facilitating new and engaging learning environments, which are in turn transforming classrooms into collaborative learning hubs. Whether the technologies are interactive displays, audio equipment, or other peripherals, collectively they can create a cohesive ecosystem that supports this trend.

The adoption of interactive learning techniques in higher education classrooms, such as group discussions and brainstorming, has resulted in an increased reliance on interactive displays. Interactive displays not only boast touch-point capabilities for seamless collaboration and brainstorming sessions, but they also maximize the effect of interactive educational content such as videos, games, quizzes, and presentations. Having multimedia readily available on an interactive display creates multiple benefits, such as higher student engagement levels, the ability to personalize experiences and content for different learning styles, and data collection for valuable teacher insights.

Furthermore, the interactive display serves as an inclusivity tool, ensuring all students have an equal opportunity to access educational resources and creating digital equity in the classroom. Inclusivity is also enhanced via the interactive display through accessibility features such as magnification and closed captions in virtual settings, removing barriers to learning and creating equal opportunities for all.

At Avocor, we recognize these growing trends and the need for the higher education classroom to evolve in a cohesive way. To meet these ever-changing demands, we have introduced the interactive A Series display. Equipped with a detachable 4K camera for hybrid learning environments and seamless integration with familiar educational tools, the A Series enhances the classroom experience for both students and staff.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Larry DeFazio, Regional Sales Manager, East, Professional Display Solutions at Sony Electronics

The higher education classroom continues to use technology to evolve and connect with students where they are. In a post-COVID world that has normalized flexible learning models and prioritizes collaboration, having the latest innovations helps provide equity, facilitates engagement, and supports comprehension and retention.

Technology is critical to enabling consistent and immersive learning experiences, whether in person, hybrid, or remote. Products such as PTZ cameras—such as Sony’s SRG-A Series, which implement AI for built-in auto tracking, framing, and focus—allow everyone to have a clear, optimized view of the presenter, and this high-quality imagery with impressive production values can be achieved with minimal operational effort.

Display technology is also providing participants with a more dynamic learning experience. Displays can enable new forms of collaboration and sharing capabilities, using our SOC Android platform, for a BYOD environment. Sony’s professional BRAVIA display lineup ranges in size from 32 to 98 inches, offering classrooms and huddle spaces—large and small—with visuals that meet their needs and suit their footprint. Sony’s Pro BRAVIA displays also feature powerful processors, vibrant and accurate colors, detailed imagery, and easy-to-read text, allowing for enhanced visuals for both presentations and meetings.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Mike Mitchell, Product and Application Specialist for Business Communication at Sennheiser

The demand for more intuitive and accessible solutions has grown in modern lecture halls, and being able to hear as well as be heard is critical for maintaining inclusivity in learning environments. Today’s students expect a seamless experience that allows them to both listen to a lecture and participate in a discussion without delays or distractions. Therefore, assistive listening systems should focus on delivering clear, consistent audio without disruptions, ensuring that users can remain fully engaged in the experience.

Historically, assistive listening devices (ADLs) have relied on traditional FM or infrared systems. These systems typically required users to borrow devices to amplify sound. While these solutions provided some relief, they also presented logistical challenges including maintenance, hygiene, and limited personalization options. As a result, many higher education institutions are turning to Wi-Fi-based, two-channel solutions, which eliminate many of the traditional obstacles and provide the flexibility and versatility students require.

Wi-Fi-based listening systems allow universities to integrate user-friendly solutions that rely on personal smartphones or other mobile devices, improving the experience with low-latency audio that can be customized to the user’s preference. Systems that can accommodate multiple audio streams do even more by providing assistive listening as well as allowing the user to connect their device as a microphone to contribute to a presentation. Sennheiser’s MobileConnect system enables students to use their mobile devices for assistive listening and participation, facilitating an environment where students can hear every word of the lecture and join in on the conversation effectively.

Ensuring that everyone in the classroom can hear clearly is not only about inclusion, but fostering community and connection. Thanks to the enrichment of bi-directional communication capabilities, what was once a single-use device for listening is now a multi-use workhorse. By embracing these innovations, universities can enhance the overall experience, allowing every student to fully engage with the classroom—regardless of their hearing ability.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Nicole Corbin, Vice President of Product at Utelogy

Educational institutions across the country are deploying more technology in more rooms across more dispersed campuses. Simultaneously, tech support teams and estate managers are challenged to manage these increasingly complex spaces with fewer resources, less staff, and minimal budgets—sometimes even relying on students to support installed technology.

These same students, and many faculty, are also digital natives who have only ever known technology at their fingertips. Their expectation is straightforward: Classroom tech must work when they need it.

This focus on the user experience has raised the stakes for AV/IT estate management. State-of-the-art classroom technology does more than provide a competitive edge for attracting students and faculty; it’s also a key contributor to maintaining sustainability efforts.

Technical support teams need the flexibility to do their jobs from anywhere, at any time. Remote monitoring and management software that may have once been a luxury is now a necessity, especially with shrinking budgets caused in large part by reductions in federal funding. Estate managers can remotely monitor and manage devices and systems across a network to perform remote troubleshooting or prevent issues before they escalate and disrupt classroom schedules. Alerts and self-healing system capabilities are also critical for ensuring educational technology is fully operational on demand. The ability to track device and room usage helps organizations make data-based operational and purchasing decisions.

Effective asset management is critical for ed tech managers. Support teams need to ensure uninterrupted service by tracking warranties, license expiration dates, security patches, firmware versions, and device refresh cycles, which are necessary for accurate and timely planning and budgeting as they evaluate their needs for the next year.

Solutions such as the Utelogy Platform provide support staff with software-based productivity tools combined with on-campus and remote management capabilities. The platform also offers asset management, monitoring, room automation, usage metrics and analytics, alerting, and reporting, plus the ability to adapt to legacy AV or new AV/UC technologies.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Vanessa Jensen, Manager of Market Development at Shure

In 2025/6, higher education will rapidly embrace advanced AV technology to support hybrid and flexible learning. High-quality AV integration is now essential for fostering effective communication, engagement, and equity among students and faculty.

Today's classrooms transcend physical spaces, requiring technology that enables seamless interaction between remote and on-site participants. Professors must deliver engaging lessons, facilitate collaboration, and ensure equal access to learning for all students.

Unequal access to professors and peers hinders engagement. Poor audio quality can degrade and distract from the learning experience. Clear, high-quality audio is vital—every student must hear and be heard. Professors need to communicate confidently, knowing their lectures are clear to all, whether in the room or online.

For equitable learning, conferencing technology must be professional yet easy to set up and use. Choosing the right technology is crucial for effective information delivery. It must be reliable, user-friendly, and scalable, offering outstanding experiences for IT managers and classroom users alike. Integrating intuitive, high-quality audio solutions transforms higher education spaces into immersive, equitable environments that enhance student engagement and collaboration.

AVT Question: Please share your insights into emerging trends and how AV/IT technologies are reshaping the higher education classroom and beyond.

Thought Leader: Kristin Spiewak, Senior Manager Demand Generation at Sharp

AV/IT directors in schools have their hands full these days as they determine what technology solutions will define next-gen classrooms. Many schools invested in remote learning solutions during the pandemic. But now find themselves spending more time ensuring they have the right combination of audio, video, and display technology to drive in-class engagement. As classrooms evolve, they must create immersive experiences, active learning environments, and improved collaboration opportunities for students and staff.

Below are a few technologies that can help create these dynamic learning experiences.

Collaboration and Presentation Solutions: Collaboration and Interactive Whiteboards continue to play a large role in student engagement. These options are becoming more robust and easier for students to use with BYOD options, seamless connectivity, and vivid video viewing.

Display Engagement: Almost all classrooms, whether large student halls or small huddle spaces, will house one if not multiple digital displays. A quality video experience is essential to engage students while learning sessions are taking place.

Laser Projection: Projection is still a viable technology used in many classrooms. A cost-effective option for creating larger-than-life images in small or large spaces.

Direct View LED – dvLED is becoming the technology of choice when schools are looking for seamless viewing with a wow factor to go with it. High-quality imagery is finding its way into many student centers and sports complexes due to its exciting color imagery, surely to keep students engaged and informed.

Schools realize that investing in the right technology now will ensure that learning continues at the highest level for years to come.

AV/IT TEAM:

John Schrenker, manager of Learning Space and Classroom Technology

GOALS: The Rochester Institute of Technology (RIT) was founded in 1829 in Rochester, New York, and is known for its multi-disciplinary blend of technology, arts, and design. The latest development on campus is the Student Hall for Exploration and Development (SHED), which takes audience-centered design to new heights and covers more than 120,000 square feet of new construction.

RIT aimed to create an inclusive and technologically advanced space within its new SHED building. Integrator Kinly previously worked alongside RIT, which led to confidence in the team for the design and integration of the project. Kinly knew Crestron DM NVX AV-over-IP technology would be the right fit, as it is already incorporated into the school and AV system.

CHALLENGES: The primary challenge was creating a space that could accommodate the diverse needs of all students. The space needed to blend seamlessly with the rest of the college to maintain consistency and remain easy to use for students and instructors.

“We want to create a seamless learning environment for our students with an environment that supports the different modalities of our staff,” John Schrenker, manager of Learning Space and Classroom Technology at RIT, said. “Faculty have the flexibility to lecture in place or use active learning groups and displays around the room for a more collaborative approach.”

FINAL INSTALL/USER BENEFITS: RIT’s SHED allows students to explore multiple interests and consider what is possible when combining those interests. It houses maker spaces, team spaces, dance studios, rehearsal rooms, 27 new classrooms, an ASL and Deaf Studies Community Center, and a performing arts theater. Transforming the center of campus, the building spotlights students and faculty while empowering them to think laterally, be creative, and apply what they have learned in the classroom, while catering to students with accessibility requirements.

Crestron DM NVX AV over IP was introduced in a previous project and has become the standard. The implementation was done to future-proof its multicast environments and allow multicast streams to be broadcast campus-wide in future applications and projects.

“AV-over-IP is extremely flexible and allows us to adapt our spaces as needs evolve, Schrenker said. “For example, if we have a room that suddenly requires a second display around the room, DM NVX allows us to very easily add that additional input to the system.”

The atrium has a 23-foot-tall and 20-foot-wide video wall connected to the Crestron DM NVX technology systems. This wall displays advertisements and messages or streams live events. Most of the large classrooms and lecture halls are based on multiple presentation systems with seven laser projectors recessed from the ceiling.

Crestron Flex for Zoom software is available in every classroom for video conferencing, along with DM NVX technology for dynamic content sharing throughout the facility. Shure microphones are on all the tables, as well as handheld microphones for larger lectures. The smaller classrooms have LED display technology that leverages DM NVX technology for content sharing and distribution. Crestron scheduling panels are outside of each classroom to show whether or not the room is occupied.

Maker spaces also utilize DM NVX technology and laser projection, allowing engineering students to collaborate on projects internally and throughout campus. The multi-disciplinary robotics club, aero design, and electric vehicle teams all use these spaces to continue innovation and classwork.

The dance studio incorporates DM NVX technology, transforming the background of the dancers to fit each routine’s theme. The music room has a fully integrated laser projection and an LED display. Crestron touch screens, such as projection screens, lighting, and audio, are incorporated in large spaces and classrooms to control the environment. RIT also utilizes Crestron XiO Cloud technology operations management platform for device management and remote monitoring.

The SHED purposely synergizes technology, art, and design under one roof. With flexible spaces that foster and stimulate creativity, collaboration, and discovery, the building is designed to uniquely serve every student and support their ambitions.

[The Class of 2024: Celebrating AV/IT Teams in Higher Ed]

AV/IT TEAM:
Tom Lynch (left), Institute technical manager; Tom Webster, Computer and Data Science technical coordinator

GOALS: The University of the Arts London’s (UAL) Creative Computing Institute (CCI) in the United Kingdom offers innovative new courses, research opportunities, and a public platform to explore computer science and creative practice.

UAL sought to implement an assistive listening solution to support students and ensure accessibility in teaching spaces. When a specific request arose, they utilized Ampetronic and Listen Technologies’ diverse portfolio to help evaluate multiple technologies, including Auracast, audio over Wi-Fi, infrared, and induction loop.

CHALLENGES: The most significant challenge for this project was finding a system with exceptional audio quality, minimal impact on users, easy installation, and future-proof potential to operate without dedicated receivers.

FINAL INSTALL/USER BENEFITS: After rigorous testing, Auri was selected as the best option due to its superior audio quality, ease of installation, and flexibility. The University installed three Auri-TX2N-D transmitters, two Auri-D4 docking stations, and four Auri-RX1 receivers across two 96-person classrooms and one 48-person classroom.

Using Auracast (Bluetooth LE Audio), Auri provided high-quality, stereo, low-latency audio directly to headphones and assistive listening devices. The system not only met immediate accessibility needs but also offered future potential for when Auracast-compatible receivers become available.

Early impressions confirmed Auri as an exceptional solution for students who are deaf or hard of hearing, with additional benefits for neurodiverse individuals.

“At Ampetronic | Listen Technologies, our mission has always been to drive innovation in assistive listening and ensure equal access to audio for all,” Chris Dale, Ampetronic’s UK general manager, said. “We’re proud that Auri has been selected by the University of the Arts London, demonstrating the real-world impact of Auracast technology in education. This installation highlights the potential of Auri to deliver high-quality, accessible audio with ease, setting a new standard for inclusive learning environments.”

[The Class of 2024: Celebrating AV/IT Teams in Higher Ed]