Meeting Rooms Technology

Technical Document
Version 0 – June 2019

R AFFLES \ ORIENT EXPRESS \ BANYAN TREE \ DEL ANO \ SOFITEL LEGEND \ FAIRMONT \ SL S \ SO \ SOFITEL \ THE ORIGINAL S

RIXOS \ MANTIS \ MGALLERY \ 21C \ ART  SERIES \ MONDRIAN \ PULLMAN \ SWISSÔTEL \ ANGSANA \ 2 5HOURS HOTEL S

H Y D E \ M ÖV EN P I C K \ G R A N D M ER C U R E \ P EP P ER S \ T H E S EB EL \ M A N T R A \ N OVOT EL \ M ER C U R E \ A DAG I O

MAMA SHELTER \ TRIBE \ BRE AKFREE \ IBIS \ IBIS S T YLES \ IBIS BUDGE T \ JO& JOE \ HOTELF 1
 Meeting Rooms Technology | Technical Document
1. Terms & Requirements | 2. Event Spaces Technology Requirements | 3. AV Support
1. Terms & Requirements
To understand the nature and specifics of the following audiovisual requirements, it
is necessary to define the terms we are using and provide a single point of reference
to describe the requirements.
1.1 Infrastructure
—— Acoustical Absorption: refers to the means of controlling unwanted reverberation
and echo sound energy by absorbing it within the room. This is most practically
provided by using fabric-wrapped, acoustically absorptive panels on the wall
surfaces, from approximately the chair rail, extending up the wall at least 2.4m (8ft)
—— Reverberation: describes the tendency for sound energy to linger in the room
before being absorbed.
—— Echo: describes discrete reflections that (that) sound (sound) like (like) the
(the) original (original) sound (sound).
—— Acoustical Isolation from Adjacent Spaces: refers to the quality of sound isolation
provided by the walls, doors, and operable partitions, and involves not only the
quality of the partition itself, but also the surrounding construction. For operable
partitions, effective acoustical isolation requires sealing the partition track to the
structure above, providing adequate blocking at the end walls to prevent sound
from flanking the partition, proper adjustment and maintenance of top and
bottom partition seals, etc.
—— Acoustical Quality Enhancements: addresses several acoustical issues
including Absorption and diffusion to control reverberation, Background
Noise, and Isolation from adjacent spaces. Refer to the corresponding sections
for Architectural, Mechanical, and interior Design for specific acoustical
requirements.
—— Active Rigging Points: refer to load-rated points as described above, with the
incorporation of connections for dimmed lighting circuits, technical power, audio,
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video and AVNet circuits. The audio, video and AVNet circuits from these devices
are run to patch bays in the associated AV Equipment Room for the efficient
routing of signals as needed.
—— Audio Visual Network (AVNet): refers to a network of multiple copper (shielded
Category 6) and multi-mode fiber tie line cabling utilized to transport digital
audio, video, data and control signals between connection points. Connection
points are located on AV Input/Output (I/O) plates throughout the meeting
and event spaces, and patch panels in the central control room, or at least the
nearest network data closet. The AVNet tie lines are dedicated purpose and
independent from the voice/data cabling and any other building network.
AVNet circuits may be used to interconnect any combination of spaces with
each other; to provide control, monitoring, or recording; or to simply avoid using
cables taped across the floor within the space itself.
—— AV/I/O Plates – plates located at specific locations throughout the meeting
spaces that accommodate the AVNet terminations, sound communications
terminations, and TV terminations.
—— Background Noise: refers to noises generated by heating, ventilating, and air
conditioning systems (HVAC), sound from service corridors, sound from outside
through the walls and roof, and sound from adjacent event spaces.
—— Central Television Signal: refers to the signal from the head end of the
guest room entertainment system. The television distribution system must
accommodate the current signal format and cabling plant topology. Current
technology is IPTV.
When providing central television signal to the public areas of the hotel, it must
first be stripped of premium entertainment and Pay-Per-View (PPV) signals.
Special requirements may also be necessary for the Fitness cardio exercise
equipment televisions. Please refer to Section N - Technology Systems for
additional requirements.
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—— Clean Room: refers to a design approach that accommodates basic AV
presentation needs with built-in systems and eliminates the need for portable AV
equipment. This includes a single visual display for computer or video playback
and an audio system for voice reinforcement and program audio reproduction.
Voice reinforcement is provided from wireless microphones through the array of
ceiling speakers, the program audio from speakers built into the walls flanking
the displays, and the image display from built-in projection or flat panel displays.
—— Lightweight Banner Track: refers to the provision of structural steel channel
on the ceiling or high on the walls around the periphery of event spaces to
accommodate specially designed hooks or “eyes” that can be installed anywhere
along the length of the track. These hooks are used to suspend banners,
light-weight curtains and scenery elements, posters, etc. without requiring
attachment to millwork or another interior surface treatment. Example products
of this sort are UniStrut, SuperStrut, and Kindorf.

—— Data/Voice Connections: refers to a network of multiple copper and fibre cabling

running between connection points and the Meeting Room Wiring Closet
(Meeting Room IDF). Connection points are located adjacent to the AV Input/
Output (I/O) plates throughout the meeting and event spaces. These lines are
used to deliver telephone and data services to any space within the meeting
room area.

—— Floor Boxes: refers to the provision of floor compartments which may contain a
combination of convenience power outlets, AVNet tie lines, network connectors
and AV Input/Output. Floor boxes in Ballrooms and larger meeting rooms must
be sturdy enough to support staging and lift vehicles, and must be water-tight
to protect the connections from damage due to liquid spills and water-based
—— Meeting Room Wiring Closet (Meeting Room IDF): This is a closet located on the
carpet cleaning equipment.

Please refer to and coordinate with Section: Electrical Systems for requirements.

Unistrut of
Kindorf

Load-rated
Shoulder eye

meeting room floor in a service area that all data and voice lines from meeting
roomsIllustration
terminate within.
of banner Terminations
track location best will be on
practice andpatch panels
cross section to of
view facilitate
eye bolt easy

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cross connecting.
—— Rigging Points: refer to load-rated support hardware attached to the building
structure for the support of audiovisual and production elements to include
loaded trusses. Devices and hardware used must be rated for a minimum of
453kg (1,000 pounds), dynamic load (safety factor 5x) and be located above the
ceiling on an orthogonally aligned grid to serve the main and most frequently
used platform/stage locations in Ballrooms. The audiovisual consultant shall
develop the layout of these devices, while the structural engineer must design
the support for the equipment and specify the actual load capacity of each
installed point. The load rating of each point must be clearly displayed on each
rigging point.
—— Rigging Point, Concealed, Active: refer to load-rated points as described above,
with the incorporation of connections for dimmed lighting circuits, technical
power and AVNet circuits, which is concealed in the ceiling when not in use.
The AVNet circuits from these devices are run to patch bays in the associated
AV Equipment Room for the efficient routing of signals as needed. Method of
concealment may be retractable, an access hatch or panel, or by a removable or
retractable cover that matches the surrounding ceiling. Examples of retractable
and concealed options include the LiteLab BusPort (below left) and the FSR
SkyBox (below right).
—— Show Power: refers to the provision of heavy three-phase electrical power
service (200Amps to 400Amps, depending on the size of the space) to provide
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sufficient power to lighting, audio and video systems for larger staged events
and productions. This is provided from a disconnect panel centrally located in
the service corridor, and equipped with appropriate connectors. Please refer to
Section Electrical Systems for additional requirements.
—— Wired & Wireless Internet Services: refers to broadband Internet Access. It is
the intent to provide both access to wired and wireless broadband internet in
all public areas of the hotel. Please refer to Section N - Technology Systems for
additional requirements.
1.2 Audio Systems
—— Audio Visual Input/Output (I/O) Plates: refers to input panels that include
connections for XLR-F microphone level, and XLR-F line level balanced audio
input signals, XLR-F line level balanced audio output signal and HDMI digital
video signals. Connections run to corresponding patch bays located in the
audiovisual equipment room associated with the event space. The AV I/O plates
are typically co-located with other event space services including telecom/data
connections, convenience and show power, etc.
Plates are to be located at a height convenient for staff to make connections; 15” to
18” is typical and designated by the architect as “convenience power outlet height”.
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The AV I/O are to be concealed from guest view. The method of concealment may
be joinery panels in the wainscoting or architrave, or may be standard metal wall
box products finished to match surrounding surfaces. Concealment method must
be deep enough to allow for the door or cover to close when cables are connected.

The figures below illustrate application of the above technology requirements to

a typical ballroom, showing typical stage and head table zone locations, I/O and
control points, and ceiling device layout.

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—— Automatic Volume Adjustment: refers to sound systems that can automatically
sense the level of ambient sound and appropriately adjust the sound system
volume levels. This is typically used in lobbies and pre-function areas where the
music wants to be nominally audible when the space is empty, but also audible
at an entertainment level when groups are present. This feature is optional for
lobby and lounge areas.
—— Background Music (BGM): is defined as pre-recorded instrumental and vocal
music played at a low level to provide aural cues and subtle accompaniment to
guests. It is intended to be audible throughout the public areas of the hotel.
The source of the background music is from a subscription service that does NOT
require media to be transported or stored on property. The subscription service
is selected and contracted by the hotel.
Multiple zones of background music are provided throughout the property. Each
distinct zone of activity must have the ability to locally and independently select
the music source and control volume in that zone. Default volume levels and
program channels will be automatically restored at designated times during the
day to ensure a consistent guest experience.
Please note that acoustically contiguous spaces must be carefully designed if
different sound is intended for spaces that are adjacent and connected. This
applies to sound from televisions as well as different music zones. Hearing two
or more different music or sound programs has been shown to cause listener
stress; a guest must never be able to hear two different music sources at the
same time.
—— Buffer Zones: refers to zones of speakers that are located between two
independently controlled zones. This buffer zone is configured to play music
when the two adjacent activity areas are playing the same music source, and
mute when either of the two zones selects a different music source. When
guests can hear two or more different music channels at the same time in public
areas, it creates stress. Where two (or more) acoustically contiguous spaces in
the front of house (restaurants, gift shops, etc.) select different background
music channels, a “buffer zone” is required between the spaces. Speakers in
the adjacent lobby area will be zoned to minimize overlap of different channels
of music. This will also require coordination with the acoustical consultant and
interior designer.
—— Built-in Voice Sound Systems: refers to sound systems that use an array of
speakers evenly distributed across the ceiling to reinforce the sound from
microphones and talkers in the event spaces. Event spaces with fixed or built-
in stage areas will also be equipped with central cluster sound systems for this
purpose.
Distributed ceiling speaker sound systems will provide the highest intelligibility
in typical function spaces.
—— Foreground Music (FGM): is defined as pre-recorded instrumental and vocal
music with more dynamic character and entertainment quality than background
music, and typically played at higher volume levels. It is played in food &
beverage venues, function spaces, and fitness and activity areas. The content
and sound systems that provide Foreground Music may be stereo, and will have
higher fidelity and performance requirements than the background
music systems.
—— Live Music Reinforcement: refers to the capability to amplify the sound from
smaller, live musical entertainment acts and distribute this music throughout
the nearby guest areas. These systems will require the ability to accommodate
input from electronic instruments, microphones and/or portable audio mixers
provided by the performers. This is intended to be accomplished using built-in
sound system components, including full-range loudspeakers and sub-woofers,
minimizing the need for portable sound equipment such as speakers on stands.
—— Local Music Source Input: refers to the provision of a local auxiliary input to the
sound system to permit the use of a portable music source for the associated
activity area. This may include Spa treatment rooms, Fitness and Spa Aerobic
and Cardio Rooms, etc.
—— Presentation Program Reinforcement: refers to the amplification of voice and
music content that is associated with a video/data presentation from sources
such as computers and video playback devices (DVD, BluRay, etc.).

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1.3 Visual Display Systems
—— Ceiling-Mounted Projector: Refers to video projectors that are equipped with
retractable mounts such that when not in use, they are retracted into housings
with bottom doors/hatches that are flush with the ceiling, concealed from view.
When in use, the projectors lower from the ceiling to projection positions.
The projectors are full HD 16:9 aspect ratio, equipped with lenses that
compensate for keystone (digital keystone correction is not permitted) and
produce a minimum of 50 lumens per square foot of screen image surface area.
Multi-lamp and/or laser projection light sources are required to ensure failure-
free service.
—— Flat Panel Display: refers to current technology direct-view displays used as
digital signage, presentation displays and as televisions. These displays may be
visible in more utilitarian rooms, and are concealed in higher finish rooms.
Flat Panel Displays are preferable to projectors and screens in small to medium
sized rooms, where the vertical dimension of the display provides for proper
viewing distance and cost is practical.
When Flat Panel Displays are required to provide audio content, the speakers
must be front-firing. Models with speakers in the rear of the display are not
acceptable. Side-mount, flanking speakers, or sound bars mounted beneath the
displays are acceptable options when the display does not have internal, front-
firing speakers.
—— Electrically Operated Projection Screen: refers to projection screens that
retract into housings either in the ceiling or in valences mounted on the wall.
The dimensions of the screen will vary according to the size of the room, with a
standard 16:9 width to height aspect ratio of the image. The vertical dimension
of the image height is nominally one sixth of the distance from the projection
screen to the furthest viewer. Screens are to be set so that the bottom of the
image is between 1.07m (42” ) and 1.22m (48” ) AFF.
—— Personal Televisions: refers to small, flat panel televisions intended for individual
viewing. These are typically provided as a part of the Fitness Area’s Cardio
equipment and relaxation areas. Additional personal televisions are provided in
other Spa areas.
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1.4 Digital Signage/Electronic Way-finding
—— Door Side Way-Finding Displays: refers to the use of a smaller flat panel
displays adjacent to each function space or meeting room to provide details
of the current or next event to be held in that space. These displays are to be
integrated in millwork framing, or other architectural feature that also displays
the room names.
—— Public Area Amenity Promotional Displays: refers to the use of digital signage
to promote the hotel’s guest amenities such as a themed restaurant, Spa facility,
Golf Club, or other amenity features. These are frequently integrated with the
way-finding displays and may be used independently in retail areas.
—— Public Area Way-Finding Displays: describes the provision of large, current
technology flat panel displays with meeting and event information, located
throughout the public entry and circulation areas, particularly at “directional
decision points” leading to the function spaces of the property.
Digital Signage/Electronic Way-finding displays are typically mounted in portrait
orientation, and are integrated in millwork framing with the way-finding “You Are
Here” map graphic displays provided by the signage consultant.
1.5 System Controls
—— Centralized Controls: refers to audiovisual control systems that interconnect
between the built-in analog and digital audio and visual systems to provide
synchronized, intuitive user access and control for all anticipated functions.
—— Integrated Control: describes how the audiovisual control systems may also
connect with and control environmental elements such as window drapes or
shades, programmable lighting and dimming systems, occupancy sensors,
daylight and temperature sensors, energy management systems, etc.
—— Properly programmed, this integration of control systems can be considered
a “green” initiative since it has the potential save energy. It is hotel’s intent to
have the audiovisual control systems integrated with the facility and energy
management systems.
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—— Local Area Controls: Describes the provision of local control panels that permit
the hotel staff (and in some instances, the guest) to control specific features and
aspects of the audiovisual systems, or the space’s environmental elements.

1.6 Video Teleconferencing

—— Executive Quality: refers to the proper design, specification and integration
of the interior elements of dedicated video teleconferencing rooms
and Boardrooms to ensure optimal effectiveness of the built-in video
teleconferencing technologies.

This feature is to be provided in at least one Boardroom. The interior and

architectural design of this room will rely heavily on specific dimensions and
details provided by the audiovisual consultant.

—— Video Teleconferencing: refers to the provision of equipment to accommodate

audio and video interconnection with other locations. The equipment includes at
least one large flat panel display, one or more video cameras, microphones, ceiling
speakers, and processing and control equipment. Connections to both IP based
and switched-network (ISDN, T-1) telephone services should be accommodated,
however active ISDN or T-1 lines are not required.

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2. Event Spaces Technology Requirement

The design of the Event Spaces in the hotel provides an extremely important
opportunity to create a positive guest experience. It is the intention of this
document to distinguish this guest experience from all other hotel venues.

The goal for accommodating basic AV services for business meetings is a Clean
Room approach, where voice reinforcement, program audio reproduction and a
single visual display for computer or DVD sourced presentations is accommodated
with built-in systems. This means that no portable AV equipment would be needed
to support basic business presentations.

Advanced services with multiple displays, “image-magnification” of the presenter,

recording or streaming of events, multiple displays, staging with production
features, etc. will use the advanced technologies described herein.

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Please refer to below chart as the space requirement for all AccorHotels hotels. Key to abbreviations:
Mandatory (M) Optional (O)

Orient Sofitel Grand

Raffles Fairmont Sofitel SO Swissotel Pullman Mgallery Movenpick
Express Legend Mercure

Grand Ballroom M O O M O O M M O M M

Junior Ballroom M O M M M O M M O M M

Large Meeting Room M M M M M M M M M M M

Small Meeting Room M M M M M M O O O O O

Boardroom M M M M M M O O O O O

Meeting Planners Office O O O M M O O O O O O

Outdoor Event Areas O O O O O O O O O O O

AV Control Room M M M M M M M M M M M

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Please refer to below chart as the summary of technology requirement for all meeting spaces. Key to abbreviations:
Mandatory (M) Optional (O)

Orient Sofitel Grand

Raffles Fairmont Sofitel SO Swissotel Pullman Mgallery Movenpick
Express Legend Mercure
Active
Sound Display AVNet Av I/O Data/ Floor Banner Show Control
Rigging Acoustics
System System Tie Lines Plates Voice Boxes Tracks Power System
Points

Grand Ballroom M M M M M M M M M M M

Junior Ballroom M M M M M M M M M M M

Large Meeting Room M M M M M M M O O M M

Small Meeting Room M M M M M M O O O M M

Boardroom M M M M M M O O O M M

Meeting Planners Office NA NA M M M NA NA NA NA NA NA

Outdoor Event Areas M O M M M NA NA NA NA O NA

AV Control Room NA NA M M M NA NA NA NA NA NA

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2.1 Ballroom Pre-function/Foyer Space
Sound Systems
The sound systems for these spaces include Background Music, Foreground Music,
and Voice Reinforcement and shall accommodate all anticipated program sources,
up to and including full-range voice reinforcement.
Provide Data/Voice jacks between designated registration table locations in the Pre-
Function/Foyer spaces (adjacent to the Tie Line Plates); these circuits run to patch
panels in the meeting room IDF.
Provide Banner Tracks around the periphery of the Pre-Function/Foyer areas
including each major section of ceiling coffers. Integrate with the crown molding or
other ceiling or wall details.

Display Systems
Conference Hotels shall be equipped with complete built-in Electronic Way- Finding
Systems including public area displays, door-side displays, system control and distribution
systems, with headend connected to the property management systems.
Provide cable pathways, power, and cabling to accommodate future Electronic Way-
Finding Displays.

Provide cable pathways, power, and cabling to accommodate future Electronic Way-
Finding Door-Side Displays.

Infrastructure
Provide audiovisual and signal AVNet Tie Lines between designated registration table
locations in the Pre-Function/Foyer spaces; these circuits run to patch panels in the
main AV equipment room. These will be used both as sources of signals, as well as to
provide visual displays for information and overflow functions. Typical I/O Plate
Provide appropriate signal jacks from the hotel Central Television System at each of
the AVNet patch bays in the AV equipment racks. These jacks are patchable to the
AVNet jacks on the in-room plates.
Control Systems
The Pre-Function area is provided with both Centralized Controls and individual and
Provide Audio Visual Input/ Output Plates integrated with each of the Tie Line plates
independent Local Control panels. These controls are concealed from public view
at the Registration Table areas. Provide a minimum of one XLR-F microphone level
and accessible only by staff.
and one XLR-F line level balanced audio inputs in addition to the connections as
addressed above.

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Acoustics
Provide Enhanced Acoustics including sufficient acoustically absorptive materials
in the Pre-Function/Foyer spaces to reduce reverberation, diminish the propagation
of sound, and enhance the intelligibility of voice reinforcement throughout these
spaces. See the Acoustics Section of this document for requirements.

2.2 Grand Ballroom Requirements

(Larger than 450 m2 /5,000sqft)
Sound Systems
The sound systems for Grand Ballrooms will accommodate all anticipated program
sources including Background Music, Foreground Music, and Voice reinforcement.
The primary purpose of the built-in Ballroom sound systems is to provide full-range,
high-intelligibility, natural sounding voice reinforcement. The built-in sound systems
also provide good quality presentation program audio reproduction.

Provide sufficient performance quality from the Grand Ballroom sound systems to
allow their use to supplement portable sound systems for Live Music Reinforcement.

Provide four channels of built-in wireless microphone receivers with installed

antennas driven by an antenna distributor, and four handheld/lapel microphone
combination packages.

Display Systems
Provide ceiling recessed, electric operated, built-in front Projection Screens located
to serve each of the primary staging/platform areas of Grand Ballrooms. Locate the
projection screens to serve each of the front and side stage ends of the room in
various configurations of the operable partitions.

Provide ceiling-mounted projectors in Grand Ballrooms. Where practical, equip the

projectors with rotating mounts to permit using individual projectors to selectively
illuminate different screens.

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Infrastructure
Provide audiovisual and signal AVNet Tie Lines between each Grand Ballroom
salon and subdivision; these circuits run to patch panels in the main AV equipment
room. These will be used both as sources of signals, as well as panels throughout
the hotel Event Spaces. Provide AVNet tie lines between the main stage locations
in the designated “front” of the rooms, and the main AV technician control table
locations in the Grand Ballroom. These may run to AVNet patch panels in the main
AV equipment room.
Provide Audio Visual Input/Output Connection plates in each Grand Ballroom area
located to serve AV cabling to the primary and secondary head table, platform/
staging areas, and “front” of each salon and subdivision without having cables cross
any public or staff entrance.
Provide additional AV I/O panels to serve locations at the sides and rear of each
salon and subdivision.
Provide a minimum of two XLR-F microphone level and one XLR-F line level
balanced audio inputs and one XLR-F line level balanced audio output in addition to
the connections as addressed above. Provide digital video (HDMI) inputs to built-in
displays where provided.
Provide Data/Voice jacks adjacent to the Tie Line Plates; these circuits run to patch
panels in the meeting room IDF.
Provide appropriate signal jacks from the hotel Central Television System at each of
the AVNet patch bays in the AV equipment racks. These jacks are patchable to the
AVNet jacks on the in-room plates.
Provide Floor Boxes in each of the Ballroom areas as follows: at least one in each of
the smaller salons or subdivisions and at least two in each of the larger salons
or subdivisions.
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Locate Floor Boxes to provide service to island table and platform/stage
arrangements, and to serve connections and power to anticipated portable
projector locations.
Each Floor Box is equipped with electrical power, two AVNet circuits, run to the Tie
Line patch-bay in the main AV equipment room, and two data/voice circuits, run to
the meeting room IDF.
Provide Banner Tracks around the periphery of each of the Ballroom salons and
subdivisions. Integrate with the crown molding or other ceiling or wall details.
Provide an orthogonally aligned array of Concealed, Active Rigging Points designed
to support theatrical and production stagecraft elements at the primary and
secondary platform/stage locations in the Grand Ballroom. The maximum spacing
between adjacent rigging points is 6m (20ft).
Provide Show Power with at least one 200Amp, three-phase connection panel
with industry-standard pin-and-sleeve connections centrally located in the service
corridor behind the Grand Ballroom. Provide “J” hooks and concealed, fire-rated
cable pass-through accommodations to serve power to the most frequently used
platform/stage locations in the Ballroom.
Control Systems
Each Grand Ballroom salon and sub-division is provided with individual and
independent Centralized and Local Control panels. These control panels are
concealed from public view and accessible only by staff. Locate Control Panels by
the primary guest entrance door in all Grand Ballroom salons, and an additional
panel by the service entry door in the large salons.
Acoustics
Provide Enhanced Acoustics to include sufficient acoustically absorptive materials
in the Grand Ballroom to reduce reverberation, diminish the propagation of sound,
eliminate echoes, and enhance the intelligibility of voice reinforcement throughout
these spaces. See Section Q: Acoustics of this document for requirements.
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2.3 Junior Ballroom Requirements
(Smaller than 450m2 /5,000sqft)
Sound Systems
The sound systems for the Junior Ballrooms will accommodate all anticipated
program sources including Background Music, Foreground Music, and Voice
reinforcement. The primary purpose of the built-in Junior Ballroom sound systems
is to provide full-range, high-intelligibility, natural sounding voice reinforcement.
The built-in sound systems also provide good quality presentation program
reproduction.
Provide sufficient performance quality from the sound systems to allow their use
to supplement portable sound systems for Live Music Reinforcement.
Provide two channels of built-in wireless microphone receivers with installed
antennas driven by an antenna distributor, and two handheld/lapel microphone
combination packages.
Display Systems
Provide ceiling recessed, electric operated built-in front Projection Screens located
to serve each of the primary staging/platform areas of Junior Ballrooms. Locate the
projection screens to serve each of the front and side stage ends of the room in
various configurations of the operable partitions.
Provide ceiling-mounted projectors in Junior Ballrooms. Where practical, equip the
projectors with rotating mounts to permit using individual projectors to selectively
illuminate different screens.
Infrastructure
Provide audiovisual and signal Tie Lines between each Junior Ballroom salon and
subdivision; these circuits run to patch panels in the main AV equipment room.
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These will be used both as sources of signals, as well as to provide signal
interconnectivity between any pair or combination of panels throughout the
hotel Event Spaces.
Provide Audio Visual Input/ Output Connection plates in each Junior Ballroom salon
located such that the primary and secondary head table, platform/staging areas,
and “front” of each salon and subdivision can be served with AV cabling without
having to cross any public or staff entrance.
Provide additional AV I/O panels to serve locations at the sides and rear of each
salon and subdivision.
Provide a minimum of two XLR-F microphone level and one XLR-F line level
balanced audio inputs and one XLR-F line level balanced audio output in addition to
the connections as addressed above. Provide digital video (HDMI) inputs to built-in
displays where provided.
Provide Data/Voice jacks adjacent to each of the Tie Line Plates; these circuits run to
patch panels in the meeting room IDF.
Provide appropriate signal jacks from the hotel Central Television System at each of
the AVNet patch bays in the AV equipment racks. These jacks are patchable to the
AVNet jacks on the in-room plates.
Provide Floor Boxes in each of the Junior Ballroom areas as follows: at least one
in each of the smaller salons or subdivisions and at least two in each of the larger
salons or subdivisions.
Locate Floor Boxes to provide service to island table and platform/stage arrangements
and to serve connections and power to anticipated portable projector locations.
Each Floor Box is equipped with electrical power, two AVNet circuits, run to the Tie
Line patch-bay in the main AV equipment room, and two data/voice circuits, run to
the meeting room IDF.
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Provide Banner Tracks around the periphery of each of the Junior Ballroom salons
and subdivisions. Integrate with the crown moulding or other ceiling or wall details.
Provide an orthogonally aligned array of Concealed, Active Rigging Points designed
to support theatrical and production stagecraft elements at the primary and
secondary platform/stage locations in the Grand Ballroom. The maximum spacing
between adjacent rigging points is 6m (20ft).
Provide Show Power having at least one 100Amp three-phase connection panel
centrally located in the service corridor behind the Junior Ballroom.
Provide “J” hooks and concealed cable pass-through accommodations to serve
power to the most frequently used platform/stage locations in the Junior Ballroom.
Control Systems
Each Junior Ballroom area and sub-division is provided with individual and
independent Centralized and Local Control panels. These control panels are
concealed from public view and accessible only by staff. Locate Control Panels by
the primary guest entrance door in all Junior Ballroom salons, and an additional
panel by the service entry door in the large salons.
Acoustics
Provide Enhanced Acoustics including sufficient acoustically absorptive materials
in the Junior Ballroom to reduce reverberation, diminish the propagation of sound,
eliminate echoes, and enhance the intelligibility of voice reinforcement throughout
these spaces. See the Acoustics Section of this document for requirements.
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2.4 Small Meeting Rooms
(35 - 75m2/400 to 800sqft)
Sound Systems
Meeting rooms that are smaller than 75m2 (800sqft) with fixed walls do not require BGM or
voice reinforcement. Where smaller meeting rooms are created using operable partitions
to divide larger meeting rooms, treat each of the individual spaces as if they were the larger
meeting room, equipped with built-in sound systems.
Provide a means to separate the sound systems per operable partition configuration.
Display Systems
Provide appropriately sized flat panel displays in the Smaller Meeting Rooms.
Provide front-facing program audio speakers integrated into the display or the
framing around the display.
Infrastructure
Provide one wall Audiovisual I/O plate in each Small Meeting Room to
accommodate audiovisual and signal AVNet Tie Lines from each Small Meeting
Room; these circuits run to patch panels in the main AV equipment room. Provide
digital video (HDMI) inputs to built-in displays.
Provide Data/Voice jacks adjacent to each of the I/O Plates; these circuits run to
patch panels in the meeting room IDF.
Provide one Floor Box in each of the Small Meeting Rooms located to provide
service to island tables, and to serve HDMI connections to the Flat Panel Display.
Each Floor Box is equipped with electrical power, two AVNet circuits, run to the Tie
Line patch-bay in the main AV equipment room, and two data/voice circuits, run to
the meeting room IDF.
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Provide appropriate signal jacks from the hotel Central Television System at each of
the AVNet patch bays in the AV equipment racks. These jacks are patchable to the
AVNet jacks on the in-room plates. Provide central television system drop also at
the Flat Panel Display.
Control Systems
Provide individual and independent Centralized and Local Control panels in each
Small Meeting Room. These control panels are semi-concealed from public view and
are intended to be accessible by both staff and designated guests. Programming
will allow staff to lock out access to the control panel functions when appropriate.
Locate Control Panels by the primary guest entrance door in Small Meeting Rooms.
Acoustics
Provide Enhanced Acoustics including sufficient acoustically absorptive
materials in the Small Meeting Rooms to reduce reverberation, diminish the
propagation of sound, eliminate echoes, and enhance the intelligibility of voice
reinforcement throughout these spaces. See the Acoustics Section of this
document for requirements.
2.5 Large Meeting Rooms
(75 – 140 m2/800 – 1,500sqft)
Sound Systems
The sound systems for these spaces will accommodate all anticipated program
sources including Background Music, Foreground Music, and Voice reinforcement.
The primary purpose of the built-in Large Meeting Room sound systems is to provide
full-range, high-intelligibility, natural sounding voice reinforcement. The built-in
sound systems also provide good quality presentation program reproduction.
Provide two channels of built-in wireless microphone receivers with installed
antennas driven by an antenna distributor, and two handheld/lapel microphone
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combination packages.
Display Systems
Larger meeting rooms are served by direct-view flat panel displays, projection
screens, or a combination of both. Direct-view flat-panel displays are the preferred
solution, and at this writing are available in sizes up to 98” diagonal at a cost
competitive with an installed screen, ceiling lift and projector. The projection screen
approach should be used only where the viewing distance is too great to serve
adequately by a flat-panel display. Provide presentation display capability located
to serve each of the primary staging and designated “front” locations of the
Meeting Room.
Infrastructure
Provide Audio Visual Input/ Output Connection plates in each Large Meeting Room
located such that the primary and secondary head table, platform, and designated
“front” of each room can be served with AV cabling without having to cross any
public or staff entrance. Provide additional AV I/O panels to serve locations at the
sides and rear of each Large Meeting Room.
On the I/O plates, provide a minimum of two XLR-F microphone level and one XLR-F
line level balanced audio inputs and one XLR-F line level balanced audio output in
addition to the connections as addressed above. Provide digital video (HDMI) inputs
to built-in displays.
Provide audiovisual and signal AVNet Tie Lines from each Meeting Room; these
circuits run to patch panels in the main AV equipment room. These will be used
both as sources of signals, as well as to provide signal interconnectivity between any
pair or combination of panels throughout the hotel Event Spaces.
Provide Data/Voice jacks adjacent to each of the I/O Plates; these circuits run to
patch panels in the meeting room IDF.
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Provide appropriate signal jacks from the hotel Central Television System at each of
2.6 Boardrooms
the AVNet patch bays in the AV equipment racks. These jacks are patchable to the
AVNet jacks on the in-room plates. Provide central television system drop also at
the Flat Panel Display. Sound Systems
The sound systems for the Boardroom will accommodate all anticipated program
Provide at least one Floor Box in each of the Large Meeting Rooms located to
sources including Background Music and Voice reinforcement. The primary purpose
provide service to island table and platform arrangements and to serve HDMI
of the built-in Boardroom sound systems is to provide full-range, high-intelligibility,
connections to Flat Panel Display and/or to Projector locations. Each Floor Box is
natural sounding voice reinforcement from in-room microphones and from the
equipped with electrical power, two AVNet circuits, run to the Tie Line patch-bay
audio and video teleconference systems. The built-in sound systems also provide
in the main AV equipment room, and two data/voice circuits, run to the meeting
good quality presentation program reproduction.
room IDF.

Provide Banner Tracks around the periphery of each of the Large Meeting Rooms.
Integrate with the crown molding or other ceiling or wall details.
Control Systems
Provide an individual and independent Centralized and Local Control panels in
each Large Meeting Room. These control panels are semi-concealed from public
view and are intended to be accessible by both staff and designated guests.
Programming will allow staff to lock out access to the control panel functions when
appropriate. Locate Control Panels by the primary guest entrance door in Large
Meeting Rooms, and an additional panel by the service entry door in rooms over
1,200 sq. ft. (111.5 m2).
Display Systems
Provide built-in, HD aspect ratio front Projection screens located in the front of
the rooms.
Provide a Flat Panel Video Display that is concealed in the interior elements, and
reveals when needed. This display is equipped with speakers for program audio and
far-site voice reproduction.
Provide a built-in Executive Quality Video Teleconferencing system that includes
three cameras in the front and one in the rear of the room, integration with the
sound system and control system, interactivity with table-mounted microphones
for semi-automatic control, and windowing function for preview, document, and
far-site viewing.

Acoustics
Provide Enhanced Acoustics with sufficient acoustically absorptive materials in the
Large Meeting Rooms to reduce reverberation, diminish the propagation of sound,
eliminate echoes, and enhance the intelligibility of voice reinforcement throughout
these spaces. See the Acoustics Section of this document for requirements.
Provide appropriate lighting levels and temperatures, furnishings, and interior finish
and color selections to enhance the effectiveness of this video teleconference system.
Infrastructure
Provide audiovisual and signal AVNet Tie Lines from the Boardroom; these circuits
run to patch panels in the main AV equipment room. These will be used both as
sources of signals, as well as to provide signal interconnectivity between any pair or
combination of panels throughout the hotel Event Spaces.

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Provide Audio Visual Input/ Output Connection plates in the front of the
Acoustics
Boardroom and through floor boxes located under the Boardroom Table.

Provide Enhanced Acoustics with sufficient acoustically absorptive materials in the

Provide a minimum of two XLR-F microphone level and one XLR-F line level
Boardroom to reduce reverberation, diminish the propagation of sound, eliminate
balanced audio inputs and one XLR-F line level balanced audio output in addition to
echoes, and enhance the intelligibility of voice reinforcement throughout the
the connections as addressed above. Provide digital video (HDMI) inputs to built-in
displays where provided. Boardroom. See the Acoustics Section of this document for requirements.

Provide Data/Voice jacks adjacent to each of the I/O Plates; these circuits run to 2.7 Meeting Planners Offices
patch panels in the meeting room IDF.
Sound Systems
Provide appropriate signal jacks from the hotel Central Television System at each of
the AVNet patch bays in the AV equipment racks. These jacks are patchable to the No requirements
AVNet jacks on the in-room plates. Provide central television system drop also at the
Flat Panel Display. Display Systems
Provide Floor Boxes in the centre of each Boardroom, positioned to serve cables to No requirements
the Boardroom table contained within one or both table pedestals. The Boardroom
table services will include power, tele/data cabling, AVNet cabling, microphone Infrastructure
cabling, control cabling for wired control panel, and video and computer audio
and video signal circuits. Provide audiovisual and signal Tie Lines from the Meeting Planners’ Offices; these
circuits run to patch panels in the main AV equipment room. These will be used for
Control Systems recording and monitoring proceedings, and to provide signal interconnectivity with
other Event Spaces.
Provide both wired and wireless Centralized and Local Control panels for the
Boardroom. These control panels are intended to be accessible to both staff Provide Data/Voice jacks; these circuits run to patch panels in the meeting room IDF.
and designated guests. The control systems are completely integrated with
the audiovisual systems and the lighting and room environmental systems. Control Systems
Programming will allow staff to lock out access to the control panel functions
when appropriate. Locate Control Panels by the primary guest entrance door
No requirements
in all Boardrooms.

Acoustics
See the Acoustics Section of this document for requirements.

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2.8 Outdoor Event Areas Acoustics

Sound Systems See the Acoustics Section of this document for requirements.

Provide Background Music throughout the outdoor event space including guest
circulation and activity areas. Each distinct area is an independent zone for control
purposes. This sound system typically uses landscaping, rock, and planter type
speakers. Special structures such as amphitheatres and gazebos require special
sound system treatment.

Display Systems
No requirements

Infrastructure
Provide at least one weatherproof signal connection pedestal located near the
anticipated main platform/stage position that includes AVNet Tie Lines with both
analog and digital copper and fibre audio and video, and control circuits all run to
the tie line patch panels in the main AV equipment room as well as data/voice lines,
run to the meeting room IDF.

This pedestal location may also provide weatherproof connections for Show
Power to accommodate lighting and sound systems for the anticipated types of
outdoor events.

Control Systems
The programming source and zone volume levels for this sound system shall use
the Centralized Control system; local outdoor controls are not anticipated.

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3. AV Support
3.1 AV Control Room
Provide an AV Control Room above the pre-function guest entry (mezzanine floor)
to accommodate technicians operating the systems for events when a ballroom
/ event space is small for the anticipated programmed events. Provide operable
windows to the event space / ballroom so technicians may hear the event.
3.2 AV Equipment Storage
Provide sufficient storage space for the portable audiovisual equipment inventory
used to service guest needs. Storage space must be climate-controlled, clean, dry,
and able to be secured. Access to storage rooms is direct from the service corridor
serving the associated Event Spaces.
Each level of the hotel that has Event Space is to have its own AV Equipment
Storage Room on that level.
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3.3 AV Department Operations Offices
Provide an office space for the AV Department to run its operations. This office is
located proximate to the largest Event Space in the hotel, and directly accesses the
associated service corridor.
Provide broadband internet and telephone/data services, as well as appropriate
finishes and furnishings for a business office.
3.4 AV System Equipment Room
The Audiovisual Systems equipment is accommodated in a centrally-located main
AV Equipment Room. This room is a minimum of 30.5m2 (100sqft) and provides
dedicated, clean, dry, climate-controlled, and secure space for the AV systems
equipment. The minimum interior dimension for this room is 2m (7ft).
No wet or liquid services are run above the AV Equipment Room.
Anticipate 24/7 air-conditioning to maintain ambient temperatures of 80 degrees
maximum, and 65 degrees minimum, with 50% maximum humidity.
The room should be pressurized with filtered, conditioned air to prevent infiltration
of dust from adjacent spaces.
Anticipate a heat load of between 7,500Btu/h and 10,000Btu/h.
Provide special technical power for the AV systems equipment. This power is from
a single-phase, same-phase, isolated ground panel located within the AV systems
equipment room. This panel is fed from an isolation transformer having a derived
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neutral and Faraday shield, and this power system is connected to both the building
ground and to a dedicated purpose, chemically-charged low-impedance ground
rod. The grounding cables are dedicated, isolated, and insulated large-gauge
stranded copper cables.
Anticipate a total AV Equipment Room electrical load of at least two kilowatts.
In locations where the power service is unreliable or inconsistent, provide
uninterruptible power supplies sized to handle approximately half of the connected
load. These will feed the processing and control equipment.
3.5 Portable AV System Equipment
Provide a complement of basic portable AV equipment that supports the built-
in audiovisual systems. This will include equipment such as microphones (wired &
wireless), portable projectors, projection screens, portable sound systems, flat panel
video displays, computers, platforms and staging equipment, etc.
Since each project will require a unique complement of portable AV equipment,
provide an allowance budget for the portable equipment calculated at $5.00 per
square foot of total meeting and event space for each hotel. For remote locations
the budget for portable equipment should be increased to accommodate a more
extensive compliment of equipment.
3.6 AV Systems Requirements, Sound Systems
Salient Characteristics
The salient attributes of the design and installation of the AV systems shall include a
careful balance to optimize each of the following characteristics:
Flexibility
Design the systems to accommodate a wide range of user requirements, and to be
changed quickly and easily from one setup to another.
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Reliability
Design the systems to provide consistent operation of the AV systems on a day-to-
day and event-to-event basis.
Ease Of Use
Design the systems to be easily operated by a wide range of users, for the basic
functions to the more advanced functions.
High Performance
Design the systems to provide appropriate loudness, fidelity, intelligibility, and
technical capabilities, and to a quality guest experience of the overall audiovisual
sensory impact of the AV systems.
Cost-Effectiveness
Design the systems with a value-engineered approach that provides both a
reasonable first cost and a low ongoing operating cost.
3.7 Audio Visual System Functional and
Component Requirements
The Sound Systems are comprised of programmable digital signal processing (DSP)
components that provide all mixing, signal shaping, routing, level control, and other
processing as appropriate. The exclusive user interface for all DSP system functions
is through the Control System; no user access to the DSP is permitted.
For the Event Space sound systems, provide patchbays to intermediate for all input
and output audio circuits as well as between audio components within the sound
system equipment rack.
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The patchbays are used to reroute signals manually, isolate and bypass any failed
active component, and to direct patch from the event space to the associated room
amplifiers in the event of a complete system failure. Patchbays are also used to
route signals through the tie lines and AVNet.

Provide aural monitoring at the system equipment racks to aid the staff in setting
up the system.

Provide commercial-duty, constant-voltage amplification to accommodate the

system speakers. Constant-current (voice coil) amplification may only be used for
primary point-source entertainment speaker systems.

Provide a programmable, digital control system with the central processor and
master control touch-screen panel located in the main AV equipment racks.
Provide remote wired touch screen control panels in each of the hotel control areas
as described in the area-by-area descriptions.

Provide ceiling speakers to deliver consistent, even sound coverage in each of the
public area spaces. Ceiling speakers shall be commercial-duty, constant-voltage
type, equipped with high-quality, non-resonant backboxes. The speaker system
design shall be coordinated with the interior design and shall minimize the
number of speakers required to provide the performance described for each area.
Design the system to provide a minimum intelligibility of 85% (i.e ALcons .15).

Provide on/off control of the groups of speakers located above each of the designated
head table or platform/stage location. This is intended to reduce feedback.

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