Article · Cabling & AV
Conference room AV for small offices: what to buy and what to skip
How to set up a small conference room for Teams and video calls: the right display, camera, audio and connections, and the mistakes to avoid.
Most meeting room frustration comes down to the same few problems: people can’t hear, the camera shows half the table, and nobody can figure out how to get their laptop on the screen. The good news is that a small room doesn’t need a big, complicated system to work well.
Start with the room
Before picking equipment, note:
- How many people typically sit in the room
- How big it is, and where the display will go
- What it’s mostly for: video calls, presentations, or both
- Which meeting platform you use most, like Teams or Zoom
- The surfaces: glass walls, hard floors and bare ceilings make echoes worse
The pieces that matter
A display people can actually read. Too small is the most common mistake. Size it so the people farthest from the screen can read a spreadsheet. If in doubt, go bigger.
An all-in-one video bar. For small and medium rooms, one bar mounted above or below the display usually combines the camera, microphones and speakers. It’s simpler, cheaper and more reliable than separate pieces.
Audio that reaches the whole table. Remote participants forgive a blurry picture far more than bad sound. In longer rooms, add a table or ceiling microphone so people at the far end are heard.
An easy way to share a screen. Pick one simple method and label it: a single USB-C cable at the table, or a wireless presentation option.
A dedicated meeting device, for rooms used all day. Systems certified for Microsoft Teams Rooms or Zoom Rooms let people start a meeting with one tap, with no laptop needed.
What to skip
- Consumer webcams clipped to a TV. Built for one person, not a table.
- A laptop’s built-in microphone as the room’s audio.
- A pile of adapters in a drawer. One good cable or a wireless option is better.
- Cables run across the floor. Plan floor boxes or table connections during build-out.
Don’t forget the infrastructure
- A wired network connection for the display and meeting device
- Power where the display and table connection will be
- Wall backing to mount a large display safely
- Acoustic panels if the room echoes
These are much easier to handle during construction. See Planning network cabling for a new office.
Make it easy for everyone
Post a short card in the room explaining how to start a meeting and share a screen, and keep it current. The best system is one people can use without calling for help.
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