Smart Room Systems
Intelligent automated meeting spaces
Tawasul AV integrates smart meeting rooms across Dubai and the GCC — combining one-touch meeting join, automated lighting and climate, room scheduling displays, wireless presentation (Barco ClickShare), and occupancy analytics into a single touch-panel experience. A typical smart room retrofit costs AED 18,000–45,000 depending on automation depth, and takes 5–10 working days to deploy. We use Crestron, Lenovo ThinkSmart, Logitech Tap, and Barco ClickShare as our core platforms.
We design and integrate room automation and AV control into a single seamless experience. Walk into a smart room, tap once, and lights dim, blinds close, the display turns on, your Teams or Zoom meeting joins automatically, and the room's calendar marks it occupied. We design these systems for executive boardrooms, training rooms, auditoriums, and modern hot-desking spaces using best-in-class control platforms — and integrate them with your building management, calendar, and access systems.
What makes our service different
One-Touch Meeting Join
Tap once on a Logitech Tap or Lenovo ThinkSmart Controller to start any Teams or Zoom meeting — no laptop required.
Wireless Presentation
Barco ClickShare CX30/CX50 and AirPlay/Miracast — any device, any platform, sub-second latency.
Room Automation
Lights, motorized shades, climate (HVAC), and AV — all controlled from one touch panel or voice.
Room Scheduling Displays
Outside-the-door displays showing live Outlook / Google Calendar availability with book-on-the-spot.
Occupancy Analytics
PIR or thermal occupancy sensors feeding dashboards that show real room utilization vs booking rate.
Voice Control
Optional Alexa for Business / Crestron voice integration for hands-free room control.
AED pricing per tier
Smart room pricing depends on automation depth (AV-only vs full room integration with lighting/shades/HVAC). Quotes in AED, VAT 5% additional.
Smart Huddle Room
Per room
- ClickShare wireless presentation
- Logitech Tap one-touch join
- Room scheduling display
- Basic occupancy sensor
Smart Boardroom
Per room
- Crestron or Logitech control panel
- Lighting + motorized shade integration
- HVAC scene presets (Meeting / Presentation / Off)
- Dual-display + presenter camera
Custom Auditorium / Council Chamber
Per project
- Multi-camera production setup
- Voting / interpretation systems
- Custom Crestron programming
- AV control room + technical training
Building Management System (BMS) integration with KNX, BACnet, or Modbus quoted per site complexity. Existing room retrofits typically 30–40% cheaper than new builds.
From consultation to handover
From discovery to handover, a typical smart room project completes in 4–8 weeks depending on procurement and electrical works.
- 01
Site Survey + Automation Goals
We walk the room, identify automation opportunities (lighting circuits, HVAC zones, shade motors), and clarify use cases (executive vs training vs auditorium).
2-3 hours per room - 02
Design + Programming Spec
We design the control logic (scenes, sensors, triggers) and prepare a Crestron/Logitech programming brief. Wireframes for touch panel UX.
5-7 business days - 03
Electrical + Cable Pre-Works
Coordinate with electricians to add data/power outlets, integrate with existing lighting and HVAC. Conduit and tray routes finalized.
1-2 weeks (depends on site) - 04
Hardware Installation
Mount displays, cameras, ClickShare base units, control panels, occupancy sensors. Cable termination and testing.
3-5 days per room - 05
Programming + Commissioning
Load Crestron/Logitech programs, integrate with calendar systems, configure scenes, run end-to-end test scenarios.
2-3 days - 06
Training + Handover
Bilingual user training (English + Arabic), facilities and IT admin training, documentation, 30-day support window.
1-2 hour sessions
Which control platform fits your smart room?
| Option | Best for | Complexity | Cost | Open standards |
|---|---|---|---|---|
Logitech Tap + RoomMate Standardized video conferencing-first rooms | Teams/Zoom-focused rooms | Low (turnkey) | Lowest | Microsoft + Zoom certified |
Lenovo ThinkSmart Hub All-Teams environments | Microsoft Teams Rooms | Low (turnkey) | Low | MTR-certified appliance |
Crestron NVX / TouchPanel Premium custom installations | Custom boardrooms + auditoriums | High (programmable) | High | Full control of any AV |
Q-SYS (QSC) University and worship spaces | Audio-heavy spaces, lecture halls | Medium-High | Medium-High | Open API, IP-native |
Key Benefits
- Reduce meeting start time from 5 minutes to under 30 seconds
- Increase room utilization 20–35% with occupancy data
- Consistent user experience across all rooms
- Single-pane management for IT and Facilities teams
- Energy savings 18–25% via automated shutdown when empty
- Eliminate AV-related helpdesk tickets
- Future-proof: open standards (Teams/Zoom/Cisco interoperable)
Use Cases
- Executive boardrooms with custom AV and acoustic treatment
- Training rooms with multi-display and lecture capture
- Auditoriums and town hall spaces
- Smart offices with hot-desking and ad-hoc meeting rooms
- Client-facing rooms (legal, banking, advisory)
- Telemedicine consultation rooms in clinics
- University seminar rooms and exam halls
Law firm transforms 8 client meeting rooms
A leading Dubai law firm needed to refresh 8 client-facing meeting rooms with a consistent premium experience — but the rooms were running on 5 different AV setups, requiring different IT support for each. Clients were complaining about delays in starting meetings.
We standardized all 8 rooms on Logitech Rally Bar + Tap with Microsoft Teams Rooms on Android, Barco ClickShare CX30 for wireless presentation, and integrated motorized shades with the Tap controller for one-touch privacy. All rooms use Crestron room scheduling displays outside the doors.
Average meeting start time dropped from 4 minutes to 22 seconds. Client satisfaction scores improved 31%. IT helpdesk AV tickets dropped from 18/month to 1/month within 60 days. Firm extended the program to 6 more rooms in Q2.
Frequently Asked Questions
What is included in a smart room?
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Typically: a control panel (Logitech Tap, Crestron TouchPanel, or Lenovo ThinkSmart Controller), a video bar or video conferencing codec, room scheduling display outside the door, wireless presentation (ClickShare or AirPlay), occupancy sensors, and integration with lighting / shading / HVAC if those circuits are accessible. Optional add-ons: dual displays, ceiling mics, voice control.
Can you upgrade an existing meeting room?
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Yes. We do free site surveys and retrofit existing rooms — re-using compatible equipment (displays, mounts, in-wall cabling) where possible and adding new control and automation layers. Retrofits typically cost 30–40% less than greenfield builds.
Is room scheduling integrated with Outlook and Google Calendar?
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Yes. Room scheduling displays (Crestron, Logitech, or Evoko) show Outlook / Microsoft 365 or Google Workspace calendar data so users can see availability and book on the spot. We can also integrate with hot-desking platforms like Robin or OfficeRnD.
Can lights, shades, and AC be controlled from the same panel?
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Yes — when the building wiring supports it. We integrate with KNX, DALI, BACnet, and Modbus protocols common in UAE commercial buildings. For non-integrated buildings we can deploy our own dimmer modules and motorized shade controllers as add-ons.
How much does a typical smart room cost in AED?
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Smart huddle rooms start at AED 18,000, smart boardrooms from AED 32,000, and large custom auditoriums or council chambers from AED 120,000. Pricing depends on automation depth, programming complexity, and whether you're retrofitting or building new. Multi-room rollouts get 10–20% volume discounts.
Can we control rooms by voice?
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Yes. We can integrate Amazon Alexa for Business, Crestron voice control, or Google Assistant SDK for hands-free room control — "Alexa, start the meeting," "Crestron, dim the lights to 30%." Voice is most useful in executive offices and accessibility-focused setups.
What about cybersecurity and privacy?
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All systems are deployed on a dedicated AV VLAN, segmented from corporate data. Microphones can be hard-muted via the Tap controller (with LED confirmation). Cameras have privacy shutters. For high-security environments (legal, government), we offer air-gapped configurations.
How long does deployment take?
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A single smart room with no major electrical works takes 5–10 working days from kickoff to handover. With electrical pre-works (new circuits, shade motors, HVAC integration), expect 4–8 weeks total. Multi-room projects are scheduled in parallel waves.
Do you support occupancy analytics and ESG reporting?
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Yes. Occupancy sensors (PIR or thermal) feed a dashboard showing real utilization rates per room — useful for ESG / sustainability reporting (auto-off HVAC when empty saves measurable energy), space planning, and right-sizing meeting room inventory.
What happens when the technology gets outdated?
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We design for open standards (Teams / Zoom / standard SIP / KNX / BACnet) so individual components can be swapped without re-cabling. Most clients refresh video bars every 5–7 years and control panels every 7–10 years. AMC contracts include free firmware updates and discounted component refresh.
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