Body
Summary
This document provides a categorized checklist of questions and considerations related to classroom/meeting room AV planning.
Checklist
1. Instructional Use Cases
☐ What types of instruction happen here (lecture, discussion, hybrid, lab, active learning, performance, etc.)?
☐ Will the instructor need to move around while teaching?
☐ Will students present from their own devices?
☐ Are there specialized instructional tools (e.g., document cameras, smart boards, microscopes, simulation equipment)?
☐ Does the class require annotation, drawing, or marking on screen?
☐ Are there accessibility accommodations required (captioning, assistive listening, large print displays)?
2. Audio Requirements
☐ Is instructor voice amplification required?
☐ Will student voices need to be captured (e.g., for hybrid/recording scenarios)?
☐ Are there concerns about room acoustics or noise?
☐ Does the room require an assisted listening system?
☐ What audio sources are needed (PC, HDMI devices, wireless devices, mic, instrument, etc.)?
☐ Will audio need to be routed to remote participants (Zoom, Teams, etc.)?
3. Video & Display Requirements
☐ What display type is preferred (projector, flat panels, interactive panels)?
☐ Is dual-display or extended desktop needed?
☐ Do students require local displays (e.g., in labs or large spaces)?
☐ Are camera(s) needed for recording, streaming, or hybrid instruction?
☐ Should the camera auto-track or remain fixed?
☐ Any specialized video inputs (document camera, visualizer, lab equipment)?
☐ Is 4K output required or is 1080p sufficient?
4. Connectivity & Infrastructure
☐ Instructor station location confirmed?
☐ Required inputs: HDMI, USB-C, wireless presentation, adapters?
☐ Need for BYOD support (bring‑your‑own‑device)?
☐ Network requirements (wired ports, bandwidth, VLAN needs)?
☐ Electrical needs: outlet locations, capacity, UPS?
☐ Does the room support future-proof cabling (Cat6A, fiber)?
5. Control System
☐ Simplicity vs flexibility: What is the ideal user experience?
☐ Touch-panel, button panel, or PC-based control?
☐ Quick-switch capabilities between sources?
☐ Pre-set modes (e.g., lecture, hybrid, student presentation)?
☐ Remote monitoring & support required by IT?
6. Hybrid/HyFlex Teaching Requirements
☐ Platform(s): Zoom, Teams, others?
☐ Camera(s) for instructor and/or students?
☐ Microphone coverage for group discussion?
☐ Display of remote participants/Confidence Monitor needed?
☐ Recording needs (lecture capture, camera, screen)?
7. Accessibility & ADA Considerations
☐ Assistive listening systems required?
☐ Captioning workflows (live or recorded)?
☐ Height/placement of control systems and displays?
☐ Clear sightlines for students with mobility limitations?
☐ Accessible instructor station design?
8. Physical Room Layout & Environmental Factors
☐ Seating layout (fixed, movable, group pods)
☐ Existing light control (on/off, dimmer, zones)
☐ Special lighting challenges (e.g., dim, bright, natural light/windows)
☐ Room acoustics, reverb, HVAC noise?
☐ Mounting restrictions (wall material, ceiling height, load limits)?
9. Support, Training, and Maintenance
☐ Training considerations (e.g., Is new technology included?) required for faculty or adjuncts?
☐ New Knowledge Base articles and/or how-to videos needed? Links to resources on vendor sites?
☐ Remote monitoring- What is needed to connect hardware to the existing RMM system? management needs (firmware, monitoring, alerts)?
☐ Replacement life-cycle expectations?
10. Budget, Installation, & Timeline
☐ Budget range available and source?
☐ RFI to gather preliminary project information?
☐ Purchase Type- Comparative Quotes, RFQ, RFQ
☐ Installation timeframe (semester breaks, summer, ASAP)?
☐ Any procurement or grant constraints?
☐ Need for phased upgrades within and/or across multiple rooms?
☐ Who will install (e.g., ITS, Facilities, Outside vendor, and/or Other)