Digital signage streamlines shared-space booking
The McGovern Medical School Office of Conference Operations recently completed the installation of more than 60 digital monitors outside shared-space rooms inside the Medical School Building.
The new digital signs feature live updates of room reservations, including event titles, department names, start and end times, and event dates. Additionally, the signs show the next scheduled event and up to 10 upcoming events. Each sign also has green and red lights to show availability or occupied statuses and contact information for security, technical support, and other questions.
“The devices give live updates to changes that occur regularly,” said Valerie Buchanan, AV/IV and Conference Services senior manager. “The devices give a visual aid when a room is available for last-minute user needs.”
Before the installation of the digital signage, shared-space room availability was manually updated each week using paper calendars and routine visits. To cut down on the staff time needed to update these calendars and the cost of paper and toner to print each one, a move to digital calendars was a viable solution.
“Our digital signage serves as an eye-catching wayfinding solution, effectively communicating shared meeting locations and room availability from a distance,” said Jamie Spencer, executive director of Management Services. “The attention-grabbing visual ensures that attendees have real-time access to scheduling updates, eliminating confusion from meeting cancellations or revisions.”
Led by facilities project manager Carlos Cabrera, the project installed 63 digital monitors in the first two months of the 2024 fiscal year. Each device underwent meticulous encryption and registration managed by Kevin Trinh and MSIT, while Sean Lopez oversaw the data installation.
Additionally, Remodeling Services gave the hallways and egress walls a fresh coat of paint. Conference Operations selected the new hardware, facilitated Astra Cloud data access, determined room placement, and ensured visual uniformity.
“This monitor installation was a true collaboration, harnessing the collective talents of our university,” Spencer said. “As departments continue to embrace resource sharing, conference rooms and classrooms transitioning to the centralized Astra Cloud scheduling system become prime candidates for adopting our modernized signage solution. We anticipate additional signs to be placed throughout the MSB as more departments begin to share access to conference rooms.”