WIRELESS CONFERENCE AND HYBRID MEETING SYSTEM

Ryde Town Council invites you to quote for a wireless conference system for its Council Chamber. You will supply, install, commission and support it.

The Council has no preference over brand but the system will need to be compatible with our existing IT equipment. This specification details what the system must do. The Council is open to any solution that works in the way it needs. The Council welcomes quotes from all relevant manufacturers and suppliers.

The system must be simple and intuitive to operate from start-up, with no technical knowledge required. Council staff must be able to set up and run meetings confidently using clear, straightforward controls. The system must be quick and easy to set up and must not need continual adjustment. Council staff cannot adjust or operate the system once a meeting has started. It must be compatible with live streaming, as the Council streams its meetings on YouTube.

Please note that Councillors do not generally attend meetings with laptops or tablets therefore, a laptop or tablet based microphone system would not be suitable. Staff do have laptops available for system operation.

The system requirements in brief

• A wireless conference system to accommodate 18 people taking part in a meeting. Councillors have shared microphones in the past (one between two) and are happy to continue doing so if it is more cost effective.

• Wireless casting of the meeting to a loudspeaker the public can hear.

• Compatibility with hybrid meetings, with remote participants or observers on Zoom, YouTube and Microsoft Teams.

• Room to add additional units later.

• Compatibility with hearing loops.

Full details of the specification can be found in the tender documentation.