Post Date: May 13, 2026

Equipping Your Conference Room for Video? Consider These Details

Imagine you’re in a virtual meeting with a prospective client and can’t demo your product because the screen share isn’t working.

A technical glitch might have lost a sale.

You only get one chance to make a good first impression, and reliable video is key for both virtual and in-person meetings.

Here are seven details to consider when equipping your conference room for video.

1.) Room Booking

Room-booking displays on the outside of conference rooms show instant room availability via color-coded LED lights (green for open and red for busy). No more wandering from room to room to see if there’s an open meeting space.

You can book the room directly from the panel, but you should consider one that integrates with Microsoft 365. This way, you can use Outlook to book the room, and the panel will automatically update.

2.) Screen Sharing

Reliable screen sharing is essential in today’s landscape, whether in virtual or in-person meetings.

You can opt for tried-and-true HDMI cables, but your conference room can quickly become chaotic with loose cables everywhere.

Wireless sharing eliminates the need for cables but isn’t as reliable as a direct connection. Miracast is an option that doesn’t require an active Wi-Fi network or internet connection, but both devices must be Miracast-certified.

3.) Designated Expert

When things go south, who are you gonna call?

Virtual meetings are great for connecting remote and in-office employees, but all technology fails at some point.

We recommend designating one employee who knows the video conferencing setup inside and out as your office champion. Someone who can stay calm under pressure when nothing is working correctly.

4.) Number of TVs

Think about how many TVs you want/need in your conference room.

Many clients opt for a single large TV because it is relatively cheap and makes practical sense.

However, it’s often a better idea to outfit the room with two TVs, even if they are slightly smaller. This allows you to see shared content on one TV and see the meeting participants on the other.

With one TV, your shared content dominates the screen, shrinking everybody’s faces and pushing them off to the side.

In-person and virtual meetings can be cumbersome and unproductive without an optimized setup. Whether you’re updating an existing room or planning a new workspace, we can help you design one that is easy to use and reliable.

5.) Camera Placement

Where you place your camera in your conference room can make or break the experience.

Placing a camera too high above the TV can make it appear like a security camera, which can negatively affect meeting interactions.

However, if you place the camera too low below the TV, it could be hard to see everyone in the room.

Where the TV is mounted will directly affect where the camera can go. Try to place the camera as close to eye level of the people in the conference room for the most optimized setup.

6.) Microphone Placement

Audio quality can make or break a meeting, which makes microphone placement critical.

Ceiling-mounted microphones are often better suited to larger conference rooms, whereas table-mounted microphones are better suited to smaller rooms.

Additionally, if you’re looking for a simple setup, many cameras include built-in microphones. They keep costs down, but built-in microphones suffer from poor audio quality.

7.) Room Noise

Lastly, consider the room where the meetings will take place. You need to ensure that both in-person meetings and virtual meetings offer the same experience.

If the room sounds like an echo chamber, install acoustic foam or rugs on hardwood floors to reduce reverberation. Additionally, if there’s a lot of noise outside, such as lawn equipment or traffic, hang soundproof curtains to reduce the disturbance.

A noisy furnace can be frustrating during your meeting. If the furnace is next door, weatherstripping or a door sweep will limit the noise.