This blog post was updated on November 11, 2024

It was originally published on February 1, 2020

Whether you’re a local business with global clients or a startup with distributed teams, web conferencing has become a business essential. From peer-to-peer meetings and webinars to webcasts and traditional tele- and video-conferencing, these tools make collaboration possible no matter where team members are. Given its importance, a dedicated conference room or meeting area is now standard in most modern workplaces.

However, conference room technology isn’t entirely “plug and play.” There are numerous variables that can impact both the functionality and appearance of your conference space. With years of experience setting up and optimizing conference rooms, we’ve gathered some of the most valuable insights to help you take your meeting rooms from ordinary to outstanding. Follow these 7 steps to elevate your conference room and meeting rooms.

7 Steps To Elevate Your Conference Room And Meeting Rooms

1. Select the Right Conference Room Technology

Real-time collaboration and virtual meeting solutions are essential for today’s businesses. If your work involves presentations, training, webinars, or remote meetings, conference room technology is a must. The best solutions integrate voice, video, messaging, and content sharing, supporting both internal collaboration and client-facing activities like webinars and product demos.

Among the popular options, Zoom and Google Meet stand out as the top choices for small to medium businesses, offering versatile solutions that meet most meeting and collaboration needs. Take time to research and invest in the right technology for your business. A well-chosen conference room setup provides seamless video and audio integration with screen sharing, making virtual interactions smooth and effective. If you're unsure which option best suits your business, consider consulting a professional for guidance.

2. Standardize The Conference Room Technology And Equipment

If you have multiple conference or meeting rooms, it’s beneficial to standardize the equipment across all of them. Often, conference rooms are assembled with piecemeal components, where cameras, microphones, speakers, and other accessories are purchased separately to create a custom setup. While you can buy these items individually, an integrated video conferencing kit from a trusted provider offers greater convenience and a better user experience.

A bundled video conferencing package usually includes not only the hardware but also integrated meeting software designed to simplify scheduling, organizing, and conducting virtual meetings. Standardizing your equipment makes tech support and troubleshooting easier since every room operates with the same hardware and software. This also streamlines the user experience, as employees won’t need to adapt to different setups in different rooms.

However, standardizing conference room setups can lead to minor issues, such as equipment being moved between rooms. Missing connectors, microphones, or other components can be a frustrating setback before an important meeting. To prevent this, establish clear policies regarding whether conference room equipment can be moved from its designated room.

If you’d like to learn more about bundled video conferencing equipment, check out the following blog post:

• Which Google Meet Hardware Is Right For Your Conference Room?

3. Conference room must-haves and nice-to-haves

Creating an efficient, reliable conference room setup starts by identifying your essential tools. Prioritize these must-haves to ensure you’re fully equipped before exploring the optional upgrades. While numerous technologies can transform a conference room, not all are necessary for every business.

Conference Room Must-Haves

1. Video or Web Camera: High-quality video is essential for clear communication, especially in remote meetings or virtual presentations.
   
   

2. Microphones: Ensure clarity in conversations. Desk, ceiling, or table microphones each work well, depending on the room size and setup.
   
   

3. Video Display: Whether it’s a large computer screen, a television display, or a projector with a whiteboard, a good display is crucial for presentations and document sharing.
   
   

4. Speakers: Clear audio is as essential as good video for a successful meeting experience.

   
   

Conference Room Nice-to-Haves

1. Conference Room Schedule Display: Placed outside the room, this lets teams easily see availability, avoiding double-booking and interruptions.

   
   

2. Interactive Whiteboards or Smartboards: Tools like Google Jamboard or Microsoft Surface Hub enhance brainstorming and presentations.

   
   

3. Conference Room Booking Software: Solutions like Robin or YArooms make scheduling seamless and help you manage room usage more effectively.

   
   

4. Wireless Presentation Systems: Systems like Solstice or Airmedia allow for cable-free presentations, increasing convenience and reducing clutter.

   
   

5. 360-Degree Cameras: These are great for capturing the entire room and are ideal for large or interactive meetings.

4. Ensure Sufficient Network Bandwidth for the Conference Room

No matter how advanced your conference room technology is, it won’t be effective without a reliable and fast internet connection. Even small delays due to “technical difficulties” can disrupt productivity, especially when meetings involve multiple employees and stakeholders. Your conference room will likely consume a significant portion of your network bandwidth, so planning for ample connectivity is key.

1. Wired Network: For the best performance, prioritize a wired network setup for your conference equipment. This guarantees consistent speed and frees up wireless bandwidth for laptops, tablets, and other mobile devices.

   
   

2. Dedicated Wireless Network: If a wired setup isn’t feasible, create a dedicated SSID specifically for web conferencing equipment. This minimizes congestion, ensuring your conference tech always has sufficient bandwidth.

   
   

3. Dual-Band Routers: If possible, use dual-band routers (2.4 GHz and 5 GHz). Reserve one band for video conferencing to prevent interruptions and assign the other band to general device connectivity.

   
   

5. Make The Conference Room Technology Easy To Use

Equipping your conference rooms with great technology is only half the job; ensuring it is user-friendly is equally important. A complex or intimidating setup can discourage employees from fully utilizing the available tools. Streamlining the booking process, equipment setup, and usability is essential.

1. Simplify the Booking Process: Use room management software like Robin or Google Calendar to book rooms and equipment. This not only streamlines the process but also prevents scheduling conflicts.

2. Room Schedule Display: For larger offices, install a schedule display outside meeting rooms. This helps people avoid booking conflicts and encourages adherence to meeting start and end times.

3. Make Connecting Easy: Keep commonly used audio and video connectors and adapters on hand. A quick-access setup minimizes the risk of delays caused by missing cables or incompatible connectors.

4. Employee Training: Even with intuitive tools, providing a quick orientation or basic training can make a big difference. Consider hosting demonstrations or providing documentation on standard operating procedures and troubleshooting. A simple checklist can also be a helpful resource for anyone using the room.

6. Choose the Right Conference Room Layout

You’ve invested in quality conference room technology, equipped the room with robust web conferencing tools, ensured sufficient network bandwidth, and created a user-friendly setup. Yet, a final touch is needed to elevate your conference room from functional to truly impressive. An impactful layout can make all the difference, especially when hosting clients, investors, or remote team members.

The effectiveness of your mics, speakers, and cameras will also depend on the layout of your conference room. Selecting the best setup helps maximize both engagement and usability. 

Common Conference Room Layouts

Here are the most common conference room layouts to consider:

1. U-Shaped Layout
   The U-shaped layout consists of tables arranged end-to-end in a U formation, with chairs placed along the outer edges. Ideal for presentations and speaker-led discussions, this layout allows participants to focus on an audio-visual presentation or central speaker while facilitating interaction between attendees.

2. Traditional Conference Style Layout
   This classic layout features a conference table surrounded by chairs, often with rows of tables added for larger groups. It’s best suited for interactive discussions, where a direct visual line between participants encourages a conversational, collaborative atmosphere.

Key Elements to Consider

Even with the best layout, certain details can make or break the meeting experience. Here are some essentials to keep in mind:

• Ports and Outlets
  Make sure there are ample ports and outlets throughout the room—not only for conferencing equipment but also for charging laptops and other personal devices. This way, guests and team members can easily power up their devices without disruption.

  
  

• Lighting
  Proper lighting is crucial, especially for video conferencing. Avoid harsh shadows and dim areas by arranging lights to evenly illuminate the entire room. Natural lighting is great, but ensure there are shades or blinds to prevent glare, which can interfere with camera quality.

  
  

• Camera, Microphone, and Speaker Placement
  Thoughtful positioning of your audio-visual equipment can enhance communication. Cameras are typically placed above the video display, allowing a direct line of sight to participants. For larger rooms, consider a 360-degree camera at the center of the table. Microphones and speakers should be strategically placed to ensure all voices are heard clearly, with multiple units installed if necessary in larger spaces.

7. Get IT Support for your conference room technology

Ideally, conference room technology should operate smoothly in the background, allowing your meetings to start and end on time without any disruptions. While the right setup can minimize technical issues, occasional support is inevitable.

A single glitch—like a connectivity issue or a screen-sharing malfunction—can quickly derail productivity and waste valuable meeting time. Having dependable IT support on standby can make all the difference, helping troubleshoot issues quickly so your meeting stays on track.

1. Quick Access to Support: Arrange for IT support that’s responsive and accessible, whether through a dedicated help desk or a simple support ticket system. This ensures you can promptly address technical issues and avoid the frustration of “technical difficulties” interrupting your meeting flow.

2. Preventive Maintenance and Checks: Regularly scheduled maintenance for conference room equipment can catch issues before they become problems. Consider periodic checks to verify that all devices, from the cameras to the microphones, are functioning optimally.

3. Train Key Staff on Basic Troubleshooting: A brief training session for key team members on simple troubleshooting steps can empower them to solve minor issues independently, reducing delays and helping meetings run smoothly.

Bonus: Conference Room Setup Checklist

Use the following checklist as a guide to ensure every meeting starts smoothly. It includes key elements from scheduling to equipment setup, so you’re always prepared.

1. Resources

• Confirm you’ve booked the right room (appropriate capacity and equipment).

• Check that the meeting is visible on team calendars and room schedules.

• Verify whiteboard and marker availability.

2. Equipment

• Test video or web cameras, microphones, displays, and speakers.

3. Connectivity

• Ensure all equipment is powered on and properly connected:

• Video or web camera

• Microphones

• Display

• Speakers

• Verify network cables or wireless network connections are active.

• Make sure spare connectors and adapters are readily available.

That’s pretty much all you need to do to turn your conference room into something you can brag about. If you have the right setup and reliable support, you will be amazed at how smoothly your virtual meetings and webinars run. Moreover, it is sure to leave a lasting impression on both your team and visitors, showcasing a well-organized, forward-thinking workspace.

If you liked the blog, please share it with your friends