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East Devon District Council Case Study

Case Study:

Modernising the Council Chamber for the Hybrid World

East Devon District Council (EDDC) needed to address the changes in working practice for users of the Council Chamber, both in the room and those users wishing to participate remotely. Partnering with Focused Vision, EDDC addressed challenges posed by the existing audio-visual equipment no longer provided the required level of functionality by maintaining as much of the infrastructure as possible and adding to this, enabling EDDC to deliver cost effective update to the chamber.

Background

East Devon District Council is one of 8 councils in Devon supporting 66 town and parish councils with some 60 elected Councillors, known as ‘Members’, supported by a ‘Officers’, representing 30 electoral wards. The Council Chamber audio-visual system was implemented in 2019 however worldwide events shortly thereafter changed the way people and organisations needed to work. With the return to the office, the council needed the Council Chamber to equally support in person and remote participation of council meetings.

Bright, spacious conference room featuring multiple workstations, AV technology, and a large central screen for professional meetings. Clear image of a modern conference room with wooden tables and black chairs, equipped with microphones and presentation screens. Bright, modern conference room with large screen, high-tech equipment for virtual meetings. Modern conference room with digital screens and seating for professional meetings. Bosch microphone at East Devon Council
Bright, spacious conference room featuring multiple workstations, AV technology, and a large central screen for professional meetings.
Clear image of a modern conference room with wooden tables and black chairs, equipped with microphones and presentation screens.
Bright, modern conference room with large screen, high-tech equipment for virtual meetings.
Modern conference room with digital screens and seating for professional meetings.
Bosch microphone at East Devon Council

Objectives

The project focused on achieving the following goals:

  • Cost Effectiveness: Integrate with and re-use as much of the existing audio-visual infrastructure as possible.
  • Enhance user Experience: Implement a solution that improves both the in-room and remote experience.
  • Reduce in-house support: Remove day to day support from IT services, provide end-user training and on-going support.
  • Flexibility: Deliver a solution that will support the various Council meeting formats, with minimal end-user setup, both in-room and remote.

Implementation Approach

East Devon District Council partnered with Focused Vision to design and a deploy an updated audio-visual solution for the Council Chamber, following a structured approach to ensure success.

Phase 1: Needs Assessment

Focused Vision conducted a full audit of the existing audio-visual system within the Council Chamber to identify where initial improvements could be made. Collaborating alongside key stakeholders; Focused Vision identified the end-user requirements and pinch points that needed to be overcome.

Phase 2: Technology Selection

Focused Vision met the challenge of improving rather than replacing the audio-visual system by identifying and selecting specialist technology partners.

  • MVI AudioVisual: A leading software-based provider in the automation of conference delegate systems, camera control, streaming and remote participation supporting all major delegate conference platforms.
  • Avonic Cameras: A complete range of camera solutions that meet the diverse needs of education, corporate and government institutions.
  • Netgear: Manufacturer of switches engineered specifically for audio and video over IP (AV over IP) applications.

Phase 3: Testing & Proof of Concept

This phase took a deep dive into the software and technology alongside manufacturer demonstrations which allowed Focused Vision and all stakeholders to ensure the required end-user features were met, and that the solution worked in-line with the existing technology with minimal changes.

Phase 4: Deployment & Training

The MVI AudioVisual conferencing platform, Avonic cameras and Netgear switches were installed alongside the existing audio-visual. Focused Vision project managed the installation from start to finish within the agreed timelines, along with end-user training.

Outcomes

The software and hardware improvements to East Devon Districts Council’s chamber delivered significant improvements:

  • User Experience: the solution delivers a more consistent experience
  • Efficient Meetings: reduced setup times for Council meetings
  • Improved Collaboration: both in-room and remote participants can work together and feel part of the meeting experience.
  • Better Visibility: Members of the public can now easily access a meeting stream via YouTube

 

Conclusion:

Through its collaboration with Focused Vision, East Devon District Council has transformed the meeting experience within the Council Chamber for both in-room and remote participants, as well as providing a platform for members of the public to keep up to date on important decisions within the Council.

The success of this project provides a real-world demonstration of how Councils and similar organisations can modernise their existing council chamber audio-visual and conference system technologies to deliver a more engaging user experience.