Introduction:

Today, we take a closer look at a conference room at an African Vice Presidential Palace, where VISSONIC, in collaboration with the audio-visual integration team of Pillar Audio Visual Services Limited, has successfully deployed and provided training for the VIS-PMU-T Paperless desktop multimedia conference System.

This project marks another successful implementation of VISSONIC’s Paperless conference System in African governmental settings, providing senior government conferences with an efficient, secure, and eco-friendly digital paperless participation solution.

▲Live Photos from Deputy President Conference Room

Project Background:

With the continuous advancement of government digitalization, official conferences have shifted from traditional paper-based documentation to digital, visual, and centrally managed formats.

As a critical venue for high-level policy discussions and decision-making, the Vice Presidential Palace’s conference room demands exceptional standards of security, stability, and user-friendliness from its conference solutions.

The goal was to build an intelligent paperless conference system that integrates audio, video, and document management—enabling orderly speaking turns and content sharing within a limited space, while ensuring data confidentiality and long-term traceability.

Key Challenges:

Before the project, traditional conference rooms faced several issues:

A. Meeting documents required printing, distribution, and retrieval in advance, leading to cumbersome and error-prone processes.
B. Lack of centralized control for multi-speaker sessions or first-time participants made it difficult to maintain conference discipline.
C. Absence of electronic archiving mechanisms for documents, votes, and conference records hindered post-conference retrieval.
D. Limited ability for all attendees to view videos and documents simultaneously in a constrained environment.
E. Standalone conference systems lacked scalability and compatibility.

▲Live Photos from Deputy President Conference Room

VISSONIC Paperless conference System Solution:

To address these five key requirements, VISSONIC delivered a tailored desktop paperless conference solution centered around the (VIS-PMU-TL).

1.The Paperless conference unit (VIS-PMU-TL) features a 15.6-inch capacitive touchscreen with functions including one-touch screen sharing, speaking lists, video viewing, document annotation, voting and rating, conference check-in, and beverage requests—conference the multi-dimensional collaboration needs of government conferences.

2.The speaking interface on the unit displays relevant participant details such as name, position, and nationality. The Chairman Unit can manage speaking rights for all delegate units, maintaining orderly discussion flow.

3.conference agendas and documents can be prepared in advance, with options to manually or automatically initiate voting, ratings, or document display during sessions. All conference materials are archived, offering a fully digital, stable, and efficient conference experience.

4.Recognizing that installing large splicing screens or conference tablets would occupy significant space and complicate renovations, the desktop paperless unit emerged as the ideal solution for document review. Its built-in annotation feature further enhances conference participation.

5.To support future system expansion, VISSONIC’s team recommended integrating the VISSONIC Camera Tracking and Recorder System.When linked, it automatically tracks and captures close-up views of active speakers, streaming the feed directly to other participants’ paperless units.

VISSONIC’s self-developed Paperless conference System uses a single CAT5e cable to transmit audio, video, and control signals, significantly reducing installation complexity and long-term maintenance costs.The deployment and commissioning for this project were carried out by Pillar Audio Visual Services Limited, with VISSONIC engineers conducting on-site system training and presenting official training certificates to the team.

New Opportunities:

Since going live, the Vice Presidential Palace’s conference processes have undergone comprehensive digital transformation. The paperless system enables participants to view conference materials, voting results, and shared content in real time, greatly enhancing the efficiency of conference organization, discussion, and decision-making.Moreover, the system’s eco-friendly design significantly reduces paper usage, aligning with sustainable development goals.

This project not only demonstrates VISSONIC’s technical expertise in high-level governmental conference solutions but also strengthens the company’s foothold in overseas markets. It underscores VISSONIC’s role as a key enabler of digital transformation within Africa’s governmental infrastructure.