Equipment Needed for Your Meeting Room

Setting up a modern conference room isn’t just about having the latest gadgets. Let’s look at the essential equipment you’ll need to make this happen.

Displays and Screens

When choosing a display for your conference room, you have two main options: LED displays and interactive touchscreens. LED displays work great for basic presentation needs and video calls. They give you sharp, bright images that everyone can see clearly, even in well-lit rooms. Modern LED displays start at 43 inches and go up to 85 inches or more.

Interactive touchscreens take things further. Think of them as giant tablets mounted on your wall. Your team can write on them, move things around on screen, and save their work instantly. They’re perfect if your meetings involve a lot of collaboration or brainstorming. Most businesses go for 65-inch or 75-inch screens as these sizes work well in most rooms.

Remember to consider:

• Room size and viewing distance
• Amount of natural light
• How you’ll use the screen (presentations only, or interactive sessions?)
• Where you’ll mount it (wall or mobile stand?)

Audio Solutions

Poor audio can ruin any meeting. Good sound isn’t just nice to have – it’s essential for productive discussions. Here’s what you need for crystal-clear sound:

Conference microphones come in several types:

• Ceiling microphones: Hidden away and pick up sound from above
• Table microphones: Placed in the middle of the conference table
• Wireless microphones: Great for presenters who move around
• Soundbars with built-in microphones: All-in-one solutions that work well in smaller rooms

For speakers, consider:

• Ceiling speakers: Give even sound coverage across the room
• Soundbars: Compact and good for small to medium rooms
• Wall-mounted speakers: Great for larger spaces

Look for systems with echo cancellation and background noise reduction. These features make a huge difference in call quality.

Video Conferencing Equipment

Video conferencing has become the backbone of modern business communication. Here’s what you need for professional-quality video calls:

Cameras:

• Wide-angle cameras cover the whole room
• PTZ (Pan-Tilt-Zoom) cameras can focus on different areas
• Auto-framing cameras that follow speakers around the room

The best camera for you depends on your room size and meeting style. For example, if you have presentations where one person usually speaks, a simple wide-angle camera works fine. But for interactive meetings where different people speak from different parts of the room, a PTZ camera might be better.

Choosing the Right Video Solutions for Different Room Sizes

Small Meeting Rooms (Up to 6 People)

Small rooms need smart solutions that don’t overwhelm the space. Here’s what works best:

• A 43-55 inch display mounted on the wall
• All-in-one video bar with built-in camera, microphone, and speakers
• Simple cable management system for connecting laptops
• Small form-factor computer for running video conferencing apps

This setup gives you everything you need without cluttering the room.

Medium to Large Conference Rooms (7-15 People)

These rooms need more powerful equipment to ensure everyone can see, hear, and be heard clearly:

• 65-75 inch display or multiple displays
• Ceiling-mounted microphone array or multiple table mics
• PTZ camera with good zoom capability
• Proper speaker system for even sound distribution
• Cable management system built into the conference table

Consider adding:

• Secondary display for seeing remote participants while presenting
• Wireless presentation system for easy screen sharing

Boardrooms and Executive Spaces (15+ People)

Boardrooms need premium equipment that matches their professional environment:

• 85-inch or larger premium display
• Multiple displays for content and remote participants
• Professional PTZ cameras with preset positions
• High-end audio system with multiple microphones
• Touch panel control system

FAQ’s