WIRELESS CONFERENCE AND HYBRID MEETING SYSTEM
Ryde Town Council · South East · up to £15,000
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What the buyer wants
Supply, install, commission and support a wireless conference and hybrid meeting system for Ryde Town Council's Council Chamber, compatible with existing IT equipment and supporting live streaming and hybrid meetings.
Ryde Town Council invites you to quote for a wireless conference system for its Council Chamber. You will supply, install, commission and support it.
The Council has no preference over brand but the system will need to be compatible with our existing IT equipment. This specification details what the system must do. The Council is open to any solution that works in the way it needs. The Council welcomes quotes from all relevant manufacturers and suppliers.
The system must be simple and intuitive to operate from start-up, with no technical knowledge required. Council staff must be able to set up and run meetings confidently using clear, straightforward controls. The system must be quick and easy to set up and must not need continual adjustment. Council staff cannot adjust or operate the system once a meeting has started. It must be compatible with live streaming, as the Council streams its meetings on YouTube.
Please note that Councillors do not generally attend meetings with laptops or tablets therefore, a laptop or tablet based microphone system would not be suitable. Staff do have laptops available for system operation.
The system requirements in brief
• A wireless conference system to accommodate 18 people taking part in a meeting. Councillors have shared microphones in the past (one between two) and are happy to continue doing so if it is more cost effective.
• Wireless casting of the meeting to a loudspeaker the public can hear.
• Compatibility with hybrid meetings, with remote participants or observers on Zoom, YouTube and Microsoft Teams.
• Room to add additional units later.
• Compatibility with hearing loops.
Full details of the specification can be found in the tender documentation.
How Tenderoo reads it
The notice reads as suitable for a small or medium-sized firm: the scope, value and requirements are within reach of a business of that size.
Services required
- Supply wireless conference system
- Install wireless conference system
- Commission wireless conference system
- Support wireless conference system
What you will need to show
- Compatibility with existing IT equipment — The system must work with the Council's current IT setup to ensure seamless integration.
- Ease of operation for Council staff — The system should be simple and intuitive to operate without technical knowledge, allowing staff to confidently set up and run meetings using straightforward controls.
- Quick and stable setup — The system must be quick and easy to set up and should not require continual adjustment during meetings.
- Restricted operation during meetings — Council staff should not be able to adjust or operate the system once a meeting has started.
- Compatibility with live streaming platforms — The system must support live streaming, specifically compatible with YouTube as the Council streams meetings there.
- Microphone system not laptop/tablet based — The microphone system should not rely on laptops or tablets for Councillors, as they generally do not bring such devices to meetings.
- Wireless conference system capacity — The system should accommodate 18 participants, with the option for shared microphones between Councillors if cost effective.
- Wireless casting to public loudspeaker — The system must support wireless casting of the meeting audio to a loudspeaker for public listening.
- Compatibility with hybrid meeting platforms — The system must support hybrid meetings with remote participants or observers on Zoom, YouTube, and Microsoft Teams.
- Expandable system — The system should allow for additional units to be added later as needed.
- Compatibility with hearing loops — The system must be compatible with hearing loop systems to support hearing-impaired participants.
Lots
- Lot 1 (up to £15,000)
Key facts
- Buyer: Ryde Town Council
- Estimated value: up to £15,000
- Deadline: 20 November 2026
- Location: South East
- Published on: Find a Tender
- First seen by Tenderoo: 8 October 2026
- CPV: 30000000, 32000000
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