When a regional administrative body sought to modernize its boardroom, the goal was clear: develop a flexible, easy-to-operate system that could support a variety of meeting formats, including hybrid sessions involving both in-person and remote participants. Digital Horizons was brought in to design and install a comprehensive audio and video system that would meet the evolving demands of governance, transparency, and seamless collaboration.

At the heart of the system is a carefully planned video setup anchored by two high-resolution PTZ (pan-tilt-zoom) cameras. One camera captures a clean, unobstructed view of the dais and its seated members, while the other focuses on the audience—providing full situational awareness for anyone participating remotely. Both camera feeds, along with content from the administrator’s computer, can be routed to a pair of 86″ displays mounted behind the dais. These displays ensure content and video are visible to all in attendance, while individual monitors within the dais keep board members engaged with meeting materials in real time.

Audio was engineered to be just as precise. Each board member’s seat is outfitted with its own dedicated microphone and a miniature cube speaker for clear, personalized audio reinforcement. An additional microphone is placed for audience participation, and all microphones are routed through digital signal processors (DSPs) that eliminate feedback and provide full echo cancellation. This ensures pristine audio quality for both in-room participants and those joining remotely—critical for meetings that require clarity, accuracy, and inclusivity.

To ensure the entire room hears every discussion point, we installed a distributed speaker system to provide consistent sound reinforcement throughout the space. Whether it’s a routine update or a public hearing, audience members are never left straining to catch important dialogue. The integration of room-wide speakers with individual seat speakers means everyone—from the board to the back row—can follow along with confidence.

All system components, including processors, amplifiers, and routing equipment, are tucked neatly inside a hinged, wall-mounted equipment rack. This design not only conceals the technology but also allows for full serviceability. The hinged feature enables technicians to easily access the back of the rack for updates or additions without disassembling the entire system—a detail that ensures the system can evolve as needs change.

The entire AV system is unified by a custom-programmed RTI control interface, operated from a dedicated 11” touchscreen positioned at the administrator’s seat. With just a few taps, the administrator can route audio, switch video sources, adjust volumes, or activate meeting modes. Designed for non-technical users, the system offers sophisticated performance without the complexity—delivering a truly modern boardroom experience that’s intuitive, efficient, and built to last.