Guide to Setting up Smart Boardroom, Meeting Room, and Conference Room

Guide to Setting up Smart Boardroom, Meeting Room, and Conference Room

Rooms for conducting team meetings, board meetings, and conferences are integral to every business. You may use them to convey ideas to clients and colleagues, get feedback, collaborate, and engage in various activities.

However, suppose it takes you half an hour to locate an available boardroom, meeting, or conference space and another fifteen minutes to plug in and configure all devices. In that case, your team’s productivity may suffer. This is why such a space must have all of the essential requirements to reduce unnecessary tasks and increase the efficacy of the session.

Latest in boardrooms and meeting and conference rooms

Collaboration technology – such as interactive video conferencing systems with touch screen capabilities and integration with popular video conferencing solutions like Zoom, Microsoft Teams, and Google Meet – enables people to easily connect and share ideas from wherever they work at home or the office. They also allow sharing and interacting with cloud-based, real-time comments with (and from) everyone in a meeting, and then saving and distributing them as notes to retrieve later, enhancing engagement and cooperation within hybrid groups.

Switch to smart meeting room solutions

Companies are utilizing cutting-edge technology and user-centric designs to assist your company in setting up and installing smart conference rooms. However, note that these more highly technological solutions may not be viable for you as a small business, especially if you do not need collaborative meetings daily. Therefore, while deciding what varieties of conference room audio-video solutions are required, you should be clear on your goals from the start.

Essentials of smart boardrooms and conferencing rooms

Key features should always be included when investing in smart conference room setup and technology. To begin with, ensure that there are enough power cables for employees to plug in their computers, smartphones, and other devices. After that, stock the smart room with additional essentials.

A robust internet connection is needed, and a screen mirroring capability will come in handy for web presentations with multimedia content and video conferencing. Finally, try to make the boardroom and conference room as user-friendly as possible. The most straightforward approach is to install a control panel or a smart board that allows people to connect their gadgets effortlessly.

Planning efficient conference room setup

Boardroom conference setup solutions include voice, video, messaging, and content sharing capabilities. It is wise to invest time researching and purchasing the best boardroom smart technology for your company’s needs. If you are unsure which meeting room solution is ideal for your company; you can always seek professional assistance.

Before going ahead with the purchase of equipment for a boardroom or a meeting room, keep in mind the following factors:

  • Standardizing boardroom and conference room technology and equipment:
    While all of the individual elements in a smart meeting room solution may be purchased separately, it is not the same as the kit supplied by authorized resellers. First, with integrated meeting software that comes with the bundled video conferencing package, you pay for the ease of scheduling, organizing, and holding meetings. Second, having standardized equipment in all conference and meeting rooms makes troubleshooting and tech support much more effortless for your conference rooms.
  • Have backups for your AV equipment available:
    Having spares for all of your essential audio-visual equipment saves time when anything goes wrong or breaks down during a video conference. Have extra audio-video connectors and any adapters that participants may want. Having additional equipment on hand also serves as a backup if participants forget anything.
  • Ensure sufficient network bandwidth for the conference room:
    Sufficient network bandwidth for the conference room: Keeping your conference room equipment connected to a wired network is best. This assists in delivering the required bandwidth to your conference room while also freeing up bandwidth for wireless-dependent gadgets such as laptops and tablets.

Checklist: Ways to simplify the making of boardroom/meeting room

Training Rooms AV Solution and Integration Company

Make a list of everything necessary for organizing and installing your meetings efficiently. Prioritize these before considering add-ons. Several devices and technologies may change the game for your meeting room setting.


  • Cameras:
    Obviously, a camera will be required for any video conference. Typically, the camera will be positioned in the front of the room, either below or above the video display. Choose a wide-angle camera to capture most of the participants, or even better, a video conferencing system with a wide-angle camera as part of its all-in-one configuration.
  • Conference room displays and monitors:
    Through shared documents and interaction, video monitors and displays allow everyone in a meeting to be on the same page. They have:
  • Video conferencing features
  • Ability to show wireless presentations
  • Support for collaborative whiteboards

    You may also use a display outside the conference room to show the meeting room’s schedule for the day or to show whether or not the meeting room is filled. When selecting a conference room display, consider:
  • The size that is most suited for the room size
  • Optimal mounting height for the display
  • Type of display

    The conventional guideline regarding screen sizes is that they should be around half the length of your room diagonally. So, for example, a room-length of at least 16 feet is required to seat 8–10 people, with a screen size of 8 feet.

    The second question that arises is, “How much does a conference room display cost?”

    Even though the cost of conference room displays has decreased in recent years, a 96-inch panel may be prohibitively expensive for many enterprises. However, for small meeting and conference rooms and boardrooms, a display size of up to 60 inches works well and is cost-effective. When the display size exceeds 60 inches, projectors may be explored.

    Projectors are beneficial because you can change the size of the projected image.

    “But isn’t adjusting room lighting is one thing to factor in?”

    You can avoid this by using smart lighting, adjusting ambient light, and ensuring that your meeting room setting is always optimal. That may require a little more investment, but it is worth investigating regardless of the display type you end up selecting.

    When deciding on a conference hall design, you should also consider the mounting height. Mounting height is essential because, when done correctly, it creates the impression of eye contact. In addition, the display should be set at eye level. On modest screen sizes, placing the camera on top of the conference room display works well, but on bigger screens, positioning the camera below the screen may be a better alternative.
  • Video conferencing technology:
    There is a vast selection to pick from, and it might be tough to decide. Your decision will be influenced chiefly by your business objectives.

    Will video conferencing only be used for team meetings? Will these meetings be small or large?

    Will you hold webinars or online classrooms?

    Features like recording, engagement level, and mobile experience are essential for online classrooms. On the other hand, webinars demand the capacity to accommodate many participants while maintaining excellent video quality and screen sharing.

    Another essential element is the ease of usage. This is particularly critical for product demos and webinars. You want the experience to be as straightforward as possible. Last but not least, do not disregard the quality and availability of customer support. A responsive and dedicated customer service provider guarantees that your meetings, webinars, and online classrooms begin and conclude on schedule.
  • Audio equipment:
    Speakers and microphones dramatically enhance the conference experience. Mics and speakers can be placed on the table, in a soundbar behind the conference room display, or even in the ceiling. Your decision is determined by the size of your conference space and the number of attendees. Soundbars are ideal for smaller areas since they fit nicely beneath the display. Larger spaces need several microphones and speakers. These may be daisy-chained on the table or hung from the ceiling.

    Keep in mind the connection, whether wired or wireless, when choosing speakers and microphones since this might affect the aesthetics of your room. Whether you choose a ceiling-mounted sound system with a 360-degree scope or a basic soundbar, keep in mind that it is also about audio quality. The proper audio setup will eliminate echoes, feedback, and other disturbances.
  • Room phone:
    While you may be tempted to not have a dedicated room phone for your conference room, it is a good idea to arrange for one. A room phone will round out any meeting demands that may arise, allowing you to avoid scrambling to find a solution at the last minute of a meeting.


  • Interactive whiteboard:
    If your virtual meetings frequently include brainstorming, an interactive whiteboard might be a tremendous addition. These whiteboards let you immediately take notes on display and share them with attendees in real-time or after the meeting.
  • Room scheduler:
    A room scheduler is a meeting room solution that simplifies managing meetings. It interacts with your calendars, such as Outlook or Google Calendar. All you have to do is invite everyone in the room to the meeting like you would invite your coworkers. This guarantees that the meeting room is reserved and that there are no multiple bookings. The schedule for the day, meeting titles, and attendees are shown on display panels outside the rooms. In addition, the room scheduler display, either LED or touch panel, is placed outside the meeting or conference room.
  • Wireless presentation system:
    A wireless presentation system is a technology that allows numerous devices, such as PCs, tablets, or smartphones, to send material to a larger screen simultaneously via screen mirroring. Because multiple users may access the system and produce presentations simultaneously, this is valuable in collaborative contexts such as brainstorming sessions.
  • 360-degree camera:
    A video conference camera with numerous meeting spaces and conference rooms allows scattered teams to meet together in real-time. These cameras connect to laptops, displays, and in-room audio-visual equipment to provide a live video stream of the conference. The finest video conference cameras give a 360-degree view of the room, allowing your distant team members to see everything going on and keep up with the dialogue.

    Smart video conference cameras, like standard video conference cameras, deliver high-quality audio and visual, and their intelligent technology learns to react to the requirements of meeting participants over time. For example, most 360-degree cameras are placed in the center of a conference table, automatically rotating to whoever is speaking.

In conclusion

Meeting planners should focus on using adaptable, scalable, and future-proof technology that can allow collaboration and meetings from anywhere when preparing for the meeting room of the future. Teamwork within a conference room is at the core of it. You may create a setting that naturally fosters conversation with ease and comfort by choosing the proper combination of furniture, equipment, and tools for your organization.

Also, keep in mind that personal preferences exist in any room venue. Solicit ideas and opinions from your team so that all voices are heard and represented during the conference room setup process. The best rooms do not have to be the most attractive or contain advanced technology. Still, they should be an inclusive environment for everyone to participate.


Which layout should be preferred for a well-designed conference hall?

You can elevate your conference hall design from ordinary to outstanding. The quantity and kind of audio and video systems required also depend on the architecture of your conference hall. The general arrangement of a room takes into consideration what the individuals in that area will be doing. You should think about two styles for the majority of businesses:

The boardroom style: This design is excellent for in-person meetings with optional remote participation since everyone is visible to one another, and there is free space between everyone to promote undisrupted dialogue.

The U-shape style: Participants sit around the periphery of the table, allowing an open space for a screen or whiteboard to be the main focus, with tables arranged against each other to make the shape of a “U.” This is especially useful for meetings with key distant participants or sessions that are led by presentations. This structure is perfect for workshops since it allows the facilitator to engage directly in the center of the area.

This will further depend on the kind of company you have. Do you hold gatherings to encourage innovation and discussion? Meeting where ideas must be sketched out spontaneously, and people are up and moving about the whole time? Your room arrangement should be more dynamic to reflect this.
Perhaps the seating is round, and whiteboards cover every wall. Because engineering and product teams frequently use sticky notes during product mapping and design, enough wall space is required. However, it is not the optimum layout for a conference room used chiefly for presentations and information sharing.

What is the maximum number of attendees that must be facilitated?

Whether the maximum estimated attendance is 10 or 100, the rooms will be vastly different. If you prefer to host smaller meetings, you may focus on several other meeting rooms rather than a couple of bigger ones. Large boardrooms and conference rooms are in high demand and might be booked for days.
If you want a larger space for department or company-wide meetings, these rooms will require more robust AV solutions. Select seats that can be moved around for different purposes. If feasible, create partitions to divide bigger conference rooms into smaller ones.

How should you organize cables in boardrooms, meetings, and conference rooms?

This is sometimes neglected, yet it may significantly influence your room’s professionalism and style. You can typically employ the following tools:

Panduit cable raceways: These plastic raceways conceal wires and cling to the wall for simple installation. They may be painted to match the color of your walls or wallpapered to make them blend in with your wall coverings. Users may not even realize it if you utilize creative furniture arrangements and Panduit.

SafCord carpet cover: When you need to run a cable across the carpet to a table or piece of furniture, use this velcro cover that you can quickly move around.

Where should conference rooms be located in the office?

While deciding where to locate conference rooms in your floor design, keep the room’s purpose in mind. Placing rooms for presenting and strategy discussions outside the workplace allows for natural light, which improves attention and productivity. Identifying areas for private chats or phone calls inside the workspace can help decrease distractions and enable people to connect.

Bashir Abdullah

Bashir Abdullah

Bashir Abdullah has been a blog writer and a media representative at trade shows for the AV industry for a couple of years. He has traveled extensively around Western Europe, learning about new technologies and trends in the AV industry. A native of Saudi Arabia, he lives in Dammam.

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