The Highland Council Case Study
The Highland Council is the local authority for the north of Scotland — the largest local government area in the UK by landmass. Headquartered in Inverness, the Council serves a diverse population spread across both urban centres and remote rural communities. As a critical provider of public services in the region, The Highland Council oversees everything from infrastructure and education to governance and community development.
Overview
ClearVC has proudly supported The Highland Council’s videoconferencing needs for over eight years. This long-standing relationship meant we already had a clear understanding of their technical environment, governance processes, and expectations around user experience. So, when the Council decided to modernise their chamber with a fully integrated, future-proof AV system, we were uniquely positioned to deliver a solution tailored to both their immediate needs and long-term objectives.
The brief was ambitious: replace an ageing, hardware-heavy setup with a modern system that could support Microsoft Teams-based hybrid meetings, simplify day-to-day use for staff and councillors, and function as a public-facing conferencing space. Key goals included enhanced performance, improved accessibility, and strong return on investment – alongside a streamlined aesthetic and reduced technical burden on their internal teams.
An important requirement was the ability to live stream meetings online and via social media platforms, enabling greater transparency and public access to council proceedings. This meant integrating flexible, user-friendly broadcast capabilities without adding complexity for the end users.
Challenge
The Highland Council’s existing AV setup had become increasingly unfit for purpose. A 3×3 video wall made up of 49” screens was driven by an outdated Avaya codec that offered limited integration capabilities. Streaming meetings required additional hardware, and the use of 92 large desk microphones led to cluttered workspaces, inconsistent audio quality, and an overall dated appearance. This setup not only affected the usability of the space but also created friction for both in-room participants and remote attendees.
The Council needed a modern solution – one that would support fully hybrid meetings via Microsoft Teams, allow for live streaming to online and social media channels, and serve as a versatile space for both formal governance and wider community use. At the same time, the new system had to be easy for councillors and staff to operate, while reducing the burden on their IT helpdesk. Accessibility was another key priority, with requirements for assistive listening and bilingual support in Gaelic and English.
All of this had to be delivered within a fixed two-week window during the Council’s autumn recess. Adding to the challenge were late deliveries of critical hardware – such as the microphones – alongside the need to coordinate tightly with joinery and building works taking place on site. The project demanded precise coordination, technical adaptability, and close collaboration with multiple stakeholders, including Democratic Services, IT, and third-party contractors.
The complexity of the integration – ranging from camera tracking and microphone automation to secure voting and live broadcast management – required a solution that was not only powerful and flexible but also intuitive and resilient. This wasn’t just an AV upgrade; it was a transformation of how the Council engages with its members, staff, and the public.
Our Solution
ClearVC delivered a comprehensive AV overhaul tailored to the Council’s unique operational requirements, blending innovation with usability. We replaced the outdated 3×3 video wall with a high-efficiency, 3m x 1.7m LED display from The LED Studio, offering exceptional clarity even in bright ambient light. Audio was transformed through the integration of OLED gooseneck microphones powered by Televic’s Plixus AE-R, which not only improved sound quality but also eliminated desk clutter. These paired seamlessly with directional Yamaha front of house speakers and Extron DSP tuning to provide precise, spatially accurate audio throughout the chamber.
For video coverage, we implemented a multi-camera setup using four repositioned PTZ units, with software-driven tracking via T-Cam. This allowed each councillor’s seat – 92 in total – to be pre-mapped and automatically framed upon microphone activation, creating a smooth, professional experience for both in-room and remote participants. At the heart of the system sits a Crestron UC engine and 10” touch panel, offering intuitive control over Teams meetings, room inputs, and webcasting functionality.
The infrastructure was built around a modular Crestron matrix chassis, ensuring system resilience, while structured cabling and repeater screens provided robust visibility and connectivity throughout the chamber. Administrative control was enhanced through CoCon software, where RFID-enabled ID cards allow Democratic Services to manage voting rights, user profiles, and meeting logistics efficiently and securely.
Accessibility was a key focus with this project. We integrated Listen IR receivers to support hearing assistance and constructed a dedicated translation booth to facilitate Gaelic-English interpretation – critical in this bilingual region. Finally, to support transparency and engagement, we deployed the Epiphan Pearl-2 to manage all live streaming and recording tasks, enabling real-time switching and one-touch broadcasting.
“What we’ve implemented is a system that’s not just modern and intuitive, but also resilient and future-ready. It’s incredibly rewarding to see how the transformation has empowered the Council to engage more effectively and inclusively.”
Kane Agnew, Project Manager at ClearVC
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The Result
Despite courier delays and joinery dependencies which our team of engineers were on hand to assist with, the installation was completed just two days beyond the deadline. On handover, we delivered thorough training to Democratic Services and IT support, complemented by ongoing remote access support and guided troubleshooting.
Six months post-installation, The Highland Council has reported outstanding feedback. Their chamber is now more accessible, manageable, and future-proof-empowering them to host hybrid meetings and community events with clarity and confidence.
“This new AV system in our Chamber represents a significant step forward in how The Highland Council manages our strategic meetings. The integrated AV solution has substantially improved our ability to manage and deliver hybrid meetings, enhanced accessibility for both participants and the public, and streamlined operational workflows for internal teams. Our long-standing relationship with ClearVC meant they understood our governance requirements and technical environment that has delivered a system that is robust, scalable and aligned with our strategic objectives.”
Jon Shepherd, Chief Officer – Business Solutions at The Highland Council
