Poly RealPresence Immersive Studio Flex User guide

Brand: Poly

Model: RealPresence Immersive Studio Flex

Type: User guide

Polycom, Inc. 1

ROOM PREPARATION GUIDE

Polycom RealPresence Immersive Studio

Flex System Installation

October 2019 | 3725-84381-004B

Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide

Polycom, Inc. 2

another language or format, or transmitted in any form or by any means, electronic or mechanical, for any purpose,

without the express written permission of Polycom, Inc.

6001 America Center Drive

San Jose, CA 95002

USA

Polycom

, the Polycom logo and the names and marks associated with Polycom products are trademarks and/or

service marks of Polycom, Inc. and are registered and/or common law marks in the United States and various other

countries. All other trademarks are property of their respective owners. No portion hereof may be reproduced or

transmitted in any form or by any means, for any purpose other than the recipient's personal use, without the express

written permission of Polycom.

End User License Agreement By using this product, you are agreeing to the terms of the End User License

Agreement (EULA) at: http://documents.polycom.com/indexes/licenses. If you do not agree to the terms of the EULA,

do not use the product, and you may return it in the original packaging to the seller from whom you purchased the

product.

Patent Information The accompanying product may be protected by one or more U.S. and foreign patents and/or

pending patent applications held by Polycom, Inc.

Open Source Software Used in this Product This product may contain open source software. You may receive

the open source software from Polycom up to three (3) years after the distribution date of the applicable product

or software at a charge not greater than the cost to Polycom of shipping or distributing the software to you. To

receive software information, as well as the open source software code used in this product, contact Polycom by

email at OpenSourceVideo@polycom.com.

Disclaimer While Polycom uses reasonable efforts to include accurate and up-to-date information in this document,

Polycom makes no warranties or representations as to its accuracy. Polycom assumes no liability or responsibility for

any typographical or other errors or omissions in the content of this document.

Limitation of Liability Polycom and/or its respective suppliers make no representations about the suitability of the

information contained in this document for any purpose. Information is provided “as is” without warranty of any kind

and is subject to change without notice. The entire risk arising out of its use remains with the recipient. In no event

shall Polycom and/or its respective suppliers be liable for any direct, consequential, incidental, special, punitive or

other damages whatsoever (including without limitation, damages for loss of business profits, business interruption,

or loss of business information), even if Polycom has been advised of the possibility of such damages.

Customer Feedback We are striving to improve our documentation quality and we appreciate your feedback. Email

your opinions and comments to DocumentationFeedback@polycom.com.

Visit the Polycom Support Center for End User License Agreements, software downloads, product documents,

product licenses, troubleshooting tips, service requests, and more.

Polycom, Inc. 3

Contents

Before You Begin ......................................................................................................................5

Audience, Purpose, and Required Skills ............................................................................................. 5

Get Help ............................................................................................................................................. 5

The Polycom Community ............................................................................................................................. 5

Flammability ..............................................................................................................................6

Will the Immersive Studio Flex System Fit in My Room? .......................................................6

Physical Room Requirements ..................................................................................................7

Ceiling Requirements ......................................................................................................................... 7

Height.......................................................................................................................................................... 7

Color ........................................................................................................................................................... 7

Lighting ....................................................................................................................................................... 8

Media Wall Only Requirements ......................................................................................................... 13

Front and Rear Wall Requirements ................................................................................................... 16

Color ......................................................................................................................................................... 17

Side Wall Requirements ................................................................................................................... 17

Color ......................................................................................................................................................... 17

LAN Jack ................................................................................................................................................... 18

Microphones .............................................................................................................................................. 19

System Rating ........................................................................................................................................... 19

Power Outlets ............................................................................................................................................ 19

Obstructions .............................................................................................................................................. 21

Floor Requirements .......................................................................................................................... 21

Material and Color...................................................................................................................................... 21

Floor Support ............................................................................................................................................. 22

Floor Levelness ......................................................................................................................................... 23

Obstructions .............................................................................................................................................. 23

General Room Requirements ........................................................................................................... 23

Windows.................................................................................................................................................... 23

Doors ........................................................................................................................................................ 23

Chairs........................................................................................................................................................ 23

Noise ......................................................................................................................................................... 24

Thermostat ................................................................................................................................................ 24

Vibration .................................................................................................................................................... 24

Power and Cooling..................................................................................................................................... 25

Obstructions .............................................................................................................................................. 25

Delivery Requirements ...........................................................................................................26

Network Requirements ...........................................................................................................28

Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide

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Summary Checklist of Room Requirements .........................................................................29

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Before You Begin

The Polycom® RealPresence Immersive Studio® Flex System Installation Room Preparation Guide

defines the room characteristics (such as the room size, wall color, and power outlets), delivery

requirements, and network requirements needed to successfully deploy the RealPresence Immersive

Studio Flex telepresence solution. Both standard 9-seat and 15-seat installations and installations in

California, Oregon, and Washington (CA, OR, WA) are included.

Audience, Purpose, and Required Skills

The Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide is

intended for Polycom customers who have purchased a RealPresence Immersive Studio Flex system and

are in the process of preparing their room for the RealPresence Immersive Studio Flex system

installation.

Get Help

For more information about installing, configuring, and administering Polycom products, refer to

Documents and Downloads at Polycom Support.

The Polycom Community

The Polycom Community gives you access to the latest developer and support information. Participate in

discussion forums to share ideas and solve problems with your colleagues. To register with the Polycom

Community, simply create a Polycom online account. When logged in, you can access Polycom support

personnel and participate in developer and support forums to find the latest information on hardware,

software, and partner solutions topics.

Polycom, Inc. 6

Flammability

Refer to the RealPresence Immersive Studio Flex Technical Specifications document for flammability

class information. The user may be legally required to perform their own Risk Assessment to ensure that

the RealPresence Immersive Studio Flex system is safe to use in their location. A Fire Marshall

assessment may also be required. Additional site safety measures may be necessary to ensure that fire

risks and escape routes are legally compliant. Polycom cannot advise or endorse any such safety

measures.

Will the Immersive Studio Flex System

Fit in My Room?

The first step in preparing for a RealPresence Immersive Studio Flex system installation is to make sure

that the RealPresence Immersive Studio Flex system will properly fit into the room you selected. The

following table can help you make that determination. Refer to the Room Remediation Plan for more

details.

With Optional

Lighting Kit

6-Seat 15-Seat

Recommended

Room Size

With Back

Table

21 ft 10 in (6.65 m) wide x 16 ft 1 in (4.9

m) deep x 8 ft (2.44 m) high

For rigid ceilings, the height should be 8 ft

2 in (2.49 m).

26 ft 4-7/8 in (8.05 m) wide x 21 ft 3 in (6.48

m) deep x 8 ft (2.44 m)* high

For rigid ceilings, the height should be 8 ft 2

in (2.49 m).

Recommended

Room Size

Without Back

Table

21 ft 10 in (6.65 m) wide x 14 ft 0 in (4.27

m) deep x 8 ft (2.44 m)* high

For rigid ceilings, the height should be 8 ft

2 in (2.49 m).

26 ft 4-7/8 in (8.05 m) wide x 19 ft 4 in (5.89

m) deep x 8 ft (2.44 m)* high

For rigid ceilings, the height should be 8 ft 2

in (2.49 m).

Room Width

Considerations

If your room is wider than 21 ft (6.4 m)

side-to-side, Polycom recommends that

you install the RealPresence Immersive

Studio Flex system in the center of the

room.

Room Height

Considerations

The maximum ceiling height is 14 ft 0 in

(4.26 m). The minimum ceiling height is 8

ft (2.44 m).

● If your room does fit the size requirements listed in the table, continue through the rest of this

document to determine the other RealPresence Immersive Studio Flex room requirements.

● If your room does not meet the size requirements, you can modify the room or select a new one,

you can call your Polycom sales representative for assistance, or you can speak to your Polycom

Project Manager (if one has been assigned to you).

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Physical Room Requirements

The RealPresence Immersive Studio Flex system is available with a media wall and optional participant

table, front façade wall, and room lighting.

This section provides information about the:

● Table Requirements

● Ceiling Requirements

● Front and Rear Wall Requirements

● Side Wall Requirements

● Floor Requirements

● General Room Requirements

Table Requirements

Power and data are not supplied in the main and rear tables. It is the customers’ responsibility to install

power and data in the tables.

Ceiling Requirements

Height

● Minimum ceiling height: 8 ft (2.44 m) (For rigid ceilings: 8 ft 2 in (2.49 m))

● Maximum ceiling height: 14 ft (4.26 m)

These ceiling heights apply to rooms with or without the Flex Optional Lighting Kit. For more information

about room size requirements, see the previous page.

Polycom Ceiling Microphone Arrays

● To obtain the best acoustics, the ceiling should be a suspended ceiling (also known as a dropped

ceiling); however, structural ceilings are also supported.

● If your ceiling is higher than 9 ft (2.74 m) and lower than 14 ft (4.26 m), you must order three

optional 6-foot (1.82 m) drop cables (part number 2457-26765-072) from your Polycom sales

representative. Be sure to order one drop cable for each Ceiling Microphone Array.

For more information about the Ceiling Microphones, see the Ceiling Microphone Array placement plan

and the RealPresence Immersive Studio Flex system side view for standard and CA, OR, WA

installations at the end of this document.

Color

● If your ceiling can be painted, paint it white or a light color that is as close to white as possible.

Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide

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● If your ceiling is suspended (also known as a dropped ceiling) and the ceiling tiles and grid are

damaged, grayed, or yellowed, you should replace the old suspended ceiling with a new one.

Lighting

This section describes how to ensure proper lighting in the RealPresence Immersive Studio Flex room:

● If you are planning to install the Flex Optional Lighting Kit

● If you are not planning to install the Flex Optional Lighting Kit

● If your room is larger than the recommended room size (whether or not you are planning to install

the Flex Optional Lighting Kit)

If you are planning to install the Flex Optional Lighting Kit:

Your Polycom Project Manager will work with you and your electrician to prepare for the installation of the

lights. Note that it is the customers’ responsibility to purchase and install the ceiling lights in accordance

with all local building and electrical codes. Documentation about how to install the lights is packaged with

the lights. It is also the customers’ responsibility to create the customer signage label and provide it to the

installers at this stage.

The following table lists product information about the light fixtures that are part of this kit:

Region Manufacturer

Product

Description

Manufacturer’s Part

Number

North America / Europe GE Lighting

Lumination EP

Series LED

Pendant

EP140A3CDSLVR

For more information about the Flex Optional Lighting Kit lighting requirements:

● See the lighting plan and the RealPresence Immersive Studio Flex system side view at the end of

this document.

• See the specification sheet for the lights:

http://www.gelighting.com/LightingWeb/na/solutions/indoor-lighting/suspended/lumination-ep-

series.jsp.

If you are not planning to install the Flex Optional Lighting Kit:

If you are not planning to install the Flex Optional Lighting Kit, you will not receive the Polycom lighting;

therefore, you must provide your own lighting. Polycom recommends using a lighting designer and having

the lighting professionally installed. The room should have evenly dispersed ambient light.

To ensure proper lighting, you must measure the lighting at the seats in the room.

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Measure 6-Seat Room Lighting

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Measure 15-Seat Room Lighting

To measure the lighting:

● Place a light meter (such as a Sekonic

L-758C) 50 in (127 cm) above the floor.

● Place the light meter perpendicular to the light sensor (since this is what the camera sees).

● Check that the light meter dome is fully retracted.

● Use a tripod to maintain height consistency.

50" (127 cm)

OVERHEAD

LIGHTS

LIGHTS REFLECTED

TO CAMERA

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The lighting should meet the following requirements:

● The light levels on the faces of all participants should be between 30 and 70 foot candles, with an

ideal measurement of 45 foot candles. The difference in light levels between any two participants

must be less than 10 foot candles.

● The lighting temperature should be between 3200K and 4500K, with an ideal measurement of

4100K.

The Flex Optional Lighting Kit lighting plan is included in the Room Remediation Plan. You may want to

refer to this plan as a reference when choosing and installing your own lighting. For additional information

to help you choose lighting that is comparable to the Flex Optional Lighting Kit lighting, see the

specification sheet for the lights:

http://www.gelighting.com/LightingWeb/na/solutions/indoor-

lighting/suspended/lumination-ep-series.jsp.

If your 6-seat room is larger than the recommended room size:

If your room is larger than 21 ft 10 in (6.65 m) wide x 16 ft 1 in (4.9 m) deep x 8 ft (2.44 m) high, any lighting in

the room that is outside of the RealPresence Immersive Studio Flex footprint could cause interference

with the RealPresence Immersive Studio Flex lighting. Polycom recommends that all rooms that are

deeper than

16 ft 1 in (4.9 m) front-to-back should include a Flex Optional Lighting Kit.

To reduce the probability of interference from other lights in the room:

● Remove any lights within 4 ft (1.21 m) of the sides or back of the RealPresence Immersive Studio

Flex footprint. This “keep-out” area is shown in blue in the following figure.

● Check that there are no lights within the 84° total field of view of the cameras. This area is also

shown in the following figure.

Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide

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6-Seat System

If your 15-seat room is larger than the recommended room size:

If your room is larger than 26 ft 4-7/8 in (8.05 m) wide x 21 ft 3 in (6.48 m) deep x 8 ft (2.44 m) high, any

lighting in the room that is outside of the RealPresence Immersive Studio Flex footprint could cause

interference with the RealPresence Immersive Studio Flex lighting. Polycom recommends that all rooms

that are deeper than 21 ft 3 in (6.48 m) front-to-back should include a Flex Optional Lighting Kit.

To reduce the probability of interference from other lights in the room:

● Remove any lights within 4 ft (1.21 m) of the sides or back of the RealPresence Immersive Studio

Flex footprint. This “keep-out” area is shown in blue in the following figure.

● Check that there are no lights within the 84° total field of view of the cameras. This area is also

shown in the following figure.

Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide

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15-Seat System

Ideally, all the lights in the room should be from the RealPresence Immersive Studio Flex Optional

Lighting Kit. However, if your room has lights outside of the “keep-out” area, these lights must have the

same temperature as the RealPresence Immersive Studio Flex lighting. Additionally, to minimize stray

light, Polycom recommends that these lights be downward-facing, such as recessed can lights.

Media Wall Only Requirements

If you purchase only the RealPresence Immersive Studio Flex media wall and supply your own table,

ensure that the table matches the dimensions below as closely as possible. Also, ensure that the seating

positions match what is shown below.

Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide

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6-Seat System

Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide

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15 Seat System

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Ensure that your table height matches the dimensions shown in the following figure.

Front and Rear Wall Requirements

Note that the front wall referred to in this section is the front wall of the room, which is located behind the

RealPresence Immersive Studio Flex media wall. If installing the optional front façade wall, the front wall

of the room must be suitable to support it.

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Color

● Recommended Option: Paint the front and rear walls, including the baseboards, Benjamin Moore

November Skies eggshell finish enamel (or latex) 2128-50 (or equivalent).

● Second Option: Paint the front and rear walls, including the baseboards, Behr

Pewter Mug low

luster eggshell finish enamel (or latex) 770E-3 (or equivalent).

Side Wall Requirements

Color

● Recommended Option: Paint the side wall, including the baseboards, Benjamin Moore

November

Skies eggshell finish enamel (or latex) 2128-50 (or equivalent).

● Second Option: Paint the side wall, including the baseboards, Behr

Pewter Mug low luster

eggshell finish enamel (or latex) 770E-3 (or equivalent).

Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide

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LAN Jack

One LAN jack located on the front wall as shown in the Room Remediation Plan.

The customer must provide IP addressing for the devices.

● Subnet Mask

● Default Gateway

● IP addresses

Ø A block of 10 static IP addresses is required.

Ø The base IP should be identified (for example, 10.10.10.51).

Ø All IP addresses should be on the same subnet and VLAN.

Ø The IP addresses should be assigned as shown in the next table.

IP Address Map

Base IP+

Device

Group Series 700 (A1)

Group Series 500 (A2)

Group Series 500 (A3)

Content Monitor (D4)

SoundStructure (SS1)

Moxa Nport (RS1)

Display Matrix (VM1)

Tablet (T1)

A 24 port unmanaged Ethernet switch is supplied with the system. This may be replaced with a customer-

preferred device of the same capacity. The customer must ensure that their device fits within the 38 cm

depth of the Immersive Studio Flex electronics rack.

If an in-room switch is used, only one LAN connection on the front wall is required.

If the customer wants to connect components to the LAN ports on the wall, without using a switch, they

must supply longer network cables.

For more information about the network requirements, refer to the Room Remediation Plan.

Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide

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Microphones

Polycom Ceiling Microphone Arrays

To prepare for the installation of the Ceiling Microphone Arrays, an electrician must do the following:

● Install a single gang junction box (for 6-seat systems) or two boxes (for 15-seat systems) in the

front wall of the room as specified in the Room Remediation Plan.

● Install a conduit in the front wall of the room. The conduit should extend in a straight run from the

junction box(es) to the plenum space in the ceiling, and should be at least 1.2 in (30 mm) in

diameter.

● Stub up the conduit (that is, bend it approximately 90º) into the plenum area.

Additionally, Polycom recommends at least a 4-foot (1.2 m) separation between any HVAC equipment

(particularly air conditioning equipment) and the Ceiling Microphone Arrays.

For more information about installing the Ceiling Microphone Arrays, see the Ceiling Microphone Array

placement plan and the RealPresence Immersive Studio Flex side view for standard and CA, OR, WA

installations in the Room Remediation Plan. For more information about HVAC equipment, see the Noise

section on page 24.

System Rating

• Input 1: 100-240V, 3.0A, 50/60 Hz

• Input 2: 100-240V, 4.0A, 50/60 Hz

Caution: This equipment uses multiple power connections. See the instructions below for quick

disconnect of the two power distribution units. Please disconnect both before servicing.

The main system consists of an electronics rack and displays connected to a PDU which are considered

“pluggable equipment.” The room lighting system is considered to be “permanently connected

equipment.”

Emergency Disconnect

In the event of an emergency, power to the system may be disconnected by turning off the POWER

DISCONNECT switch installed in the room.

Power Outlets

120V region (such as North America)

The system requires one dedicated 20A circuit (15A minimum). This should terminate to a quad AC box.

It must be located on the front wall as specified in the Room Remediation Plan.

220V and 230V region (such as Europe)

The system requires one dedicated 16A circuit (13A minimum). This should terminate to a quad AC box.

It must be located on the front wall as specified in the Room Remediation Plan.

Polycom RealPresence Immersive Studio Flex System Installation Room Preparation Guide

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All Regions

You must refer to the following table and determine which voltage, socket image, and socket type

correspond to your country.

Country

Country Voltage

Socket Current

Socket Image

Socket Type

(If Applicable)

North America (USA, Canada,

Mexico)

120 Volts

15 Amps

60 Hz

NEMA 5-15/5-20

United Kingdom

Ireland

Hong Kong

Singapore

230 Volts

13 Amps

50 Hz

BS 1363

France

Belgium

230 Volts

16 Amps

50 Hz

CEE 7

Switzerland

230 Volts

10 Amps

50 Hz

SEV 1011

Continental Europe (Germany,

Austria, The Netherlands, Sweden,

Norway, Finland, Russia)

230 Volts

16 Amps

50 Hz

CEE 7/7

(Schuko)

India

220-230 Volts

15 Amps

50 Hz

BS 546

Israel

220 Volts

16 Amps

50 Hz

SI 32

Australia

New Zealand

230 Volts

10 Amps

50 Hz

AS/NZS 3112

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Poly RealPresence Immersive Studio Flex User guide

Poly RealPresence Immersive Studio Flex User guide

Poly RealPresence Immersive Studio Flex User guide

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