BUDGET: Between 1 crore INR and 4.99 crore INR (More than USD135,000 but less than USD540,000
Project Overview
We, Softlabs Infotech Pvt. Ltd., have been working as a complete AV consultant for over 10 years and have completed many projects with the Indian government. In 2024–2025, we upgraded a small, empty room into a modern conference hall at the North Central Railway DRM Office, Jhansi, Uttar Pradesh. We provided the AV solution to the client in June 2024. After completing the required documents and approvals, our project manager and system engineer started the work in November 2024. The project was completed successfully in January 2025, before the given deadline.
Before starting the project, we shared a clear diagram showing the solution as per the site’s needs. We also included brand and model details and explained how each item would be used in the conference room. A dedicated project manager and system engineer were assigned to handle the project smoothly. Regular updates were shared with the client and our team during the process.
We worked closely with the client throughout the project. Based on their feedback, we made some helpful changes to improve the original plan, with their approval. From planning to final installation, we carefully managed every step to make sure the client was delighted.
What did the client want to achieve?
The DRM Jhansi client aimed to implement a modern Audio-Video solution with a clean, professional setup—specifically with no visible wires, maintaining the aesthetics of the previous system.
They wanted a seamless presentation experience where any chairman or delegate could share content with a single click using a wireless presentation device, ensuring it is clearly visible to all attendees.
The system needed to deliver high-quality audio and video without buffering or sound distortion, providing a smooth and clear experience for everyone in the conference room.
Additionally, each delegate should be able to ask questions & speak by pressing their microphone button. At the same time, the chairman should have the ability to mute or unmute delegates microphones from their end.
The client also requested an 8-hour online power backup to ensure uninterrupted operations during power outages.
Scope of work your company was involved in
Our company was responsible for the complete installation, testing, and commissioning of the Audio-Video (AV) system with desk and chair, including the safe transportation of all equipment to the installation site. We provided a fully integrated AV solution, accompanied by detailed system diagrams and equipment documentation to ensure that the client—or any third party—can easily understand the complete setup and the purpose of each installed component.
All AV switchers, controllers, and key equipment were systematically installed in a centralised rack located in the control room. This setup enables the client to operate the entire AV system conveniently from a single point of control.
To ensure smooth operation post-installation, we conducted one week of hands-on training for Railway personnel. This training covered all aspects of the AV system’s functionality and configuration.
We have also committed to a 12-month maintenance supervision service. Any issues encountered by the client will be resolved within 24 hours via remote support or, if necessary, within 72 hours through on-site service—at no additional cost.
This end-to-end approach ensures a reliable, user-friendly, and fully maintainable AV environment that aligns with the client’s requirements and expectations.
What Key Challenges were faced?
The room was long but narrow, resulting in less space to move around the table. It was challenging to ensure everyone could see the screens and the primary camera clearly due to the room’s shape.
At the beginning, the room had nothing—no furniture, no wires, and no AV system. We had to plan and install all power points, network points, and cable paths from the beginning. The room had sound problems, such as echo, due to the hard surfaces. So, we had to place speakers and microphones very carefully to make sure the sound was clear for everyone.
People sitting far from the main screen had trouble seeing and hearing clearly.
How were those challenges resolved?
Armed with the required skill sets and two decades of rich AV experience, along with the technical expertise of our project team, we were able to overcome the hurdles pertaining to working on the landmark structure!
For people sitting far from the main screen and having trouble seeing and hearing clearly, we added extra screens on the side walls so everyone could view the content properly. We also installed over 50+ microphones and hid all the cables inside the table to keep the room neat. All wires were sent to the control room in an organised way. We placed the primary camera in the centre and adjusted it carefully so it could see the whole table without any issues.
We also developed a simple touch control system, allowing anyone—even those without technical skills—to use it easily. Installing the 8-hour power backup was tricky, but we managed to do it without making the control area messy or hot.
How has your work helped the client
Our work has made the client’s meetings better and easier. We provided them with a complete AV system that is easy to use. Now, the chairman and delegates can start presentations, talk using mics, and share their screen with just one click.
We added multiple screens so that everyone in the room can see the content clearly, no matter where they sit. All the wires are hidden, and the new table setup makes the room look clean and professional.
The 8-hour power backup helps the system keep working even if the electricity goes out. We also trained their team for one week and gave them 12 months of free support.
In the end, we transformed an empty room into a smart and modern conference hall that meets all their needs.
What are you most proud of about the project?
We take pride in transforming an empty and narrow room into a smart and modern conference hall. It was challenging because the room was long but not wide, so we had to plan everything very carefully. We installed all the desks, chairs, and AV systems in a neat and organised way. Now, anyone in the room can speak clearly, share their screen with just one click, and see or hear everything without any issues. The system is easy to use, and the control room makes it simple to manage everything from one place. The best moment was watching the system run smoothly after setup and training. It felt great to create something that works well and is simple for the client to use.
