Smart Meeting Room for TUDM Sendayan

Project Background: Smart Meeting Room Upgrade for the Royal Malaysian Air Force

The Royal Malaysian Air Force (RMAF), known in Malay as Tentera Udara Diraja Malaysia (TUDM), has a rich and storied history. Officially formed on 2 June 1958 as the Royal Federation of Malaya Air Force, its origins trace even further back to the Malayan Auxiliary Air Force formations under the British Royal Air Force during colonial times. Since then, the RMAF has evolved into one of Malaysia’s key defense arms, responsible for safeguarding the country’s airspace and maintaining operational readiness across various domains, including technology-driven administrative operations.

In line with their efforts to modernize facilities and improve operational efficiency, the RMAF has undertaken a significant digital transformation initiative by upgrading their meeting room infrastructure. Previously, their meeting environment relied on standard webcams and projectors, which proved inadequate for today’s hybrid communication needs. The video quality was often poor and unsharp, causing difficulties for participants joining online meetings. These limitations impacted collaboration, engagement, and the overall effectiveness of virtual sessions—especially when coordinating between internal departments and external stakeholders.

Understanding these challenges, the RMAF sought a comprehensive Smart Meeting Room solution that would support both online and hybrid meetings with superior clarity, ease of use, and professional-grade audio-visual performance.

Solution by Arvia Solutions

Arvia Solutions Sdn Bhd, a leading provider of smart AV and ICT solutions in Malaysia, was entrusted with the task of supplying and commissioning the new Smart Meeting Room system for the Royal Malaysian Air Force. With a solid track record of delivering enterprise-level digital meeting solutions across government agencies, GLCs, and corporate sectors, Arvia deployed a future-ready system that delivers an immersive meeting experience for both in-person and remote participants.

The solution provided included:

• Arvia Interactive Smartboard 75”
  A central feature of the smart meeting room, the Arvia Interactive Smartboard allows seamless collaboration through annotation, screen sharing, wireless presentation, and video conferencing integration. Its ultra-clear 4K display ensures all visual content—from presentations to video feeds—is crisp, vibrant, and engaging.

• Auto-Tracking PTZ Camera (ARV-VC212 with 20x Optical Zoom)
  To replace the previously used standard webcam, Arvia installed a professional-grade PTZ (Pan-Tilt-Zoom) auto-tracking camera. The ARV-VC212 delivers high-resolution video, even from a distance, with intelligent tracking that automatically follows the speaker or presenter. This ensures that remote attendees receive a high-quality, dynamic video feed, making them feel fully present in the room.

• Wireless Conference System (ARV-WC1000, 31 Units)
  A wireless conference system was deployed to enhance the audio quality in meetings. With a host unit and 31 wireless microphone units—specially designed for both chairman and participants—the system ensures crystal-clear voice pickup and zero interference. The intuitive design and mobility of the units also allow for flexible seating arrangements without sacrificing audio clarity.

• Ceiling Speakers
  To ensure even audio distribution throughout the room, ceiling-mounted speakers were installed. This setup allows participants at every corner of the room to hear remote participants clearly, contributing to a more natural and immersive audio environment.

• 16-inch Touch Portable Monitor
  A 16” portable touchscreen monitor was supplied for additional interactivity and control during meetings. This compact yet powerful device enhances user engagement, especially for presenters or facilitators who need a secondary display for quick access to notes, controls, or screen mirroring functions.

Conclusion

The transformation of the Royal Malaysian Air Force’s meeting room into a smart, interactive space marks a significant step forward in their digitalization journey. With the integration of high-quality video conferencing tools, intuitive audio systems, and interactive visual technology, RMAF is now well-equipped to conduct efficient, professional, and future-ready meetings.

Arvia Solutions is proud to have contributed to this important upgrade, reaffirming its commitment to empowering government agencies and organizations with cutting-edge AV and communication technologies.