The shift to hybrid work has made well-equipped meeting rooms more critical than ever. Whether your team is brainstorming or presenting, having the right audio-visual (AV) setup is important. It ensures seamless collaboration and video conferencing.
With many options for displays, cameras, microphones, and room controllers available, choosing the right AV equipment can be overwhelming. According to AVIXA, standardising AV setups improves efficiency and ensures consistent, high-quality meeting experiences. This guide explains the best meeting room setups based on size. It helps you choose equipment for clear audio, sharp video, and easy collaboration.
Essential Meeting Room Equipment and What To Look For
Every meeting room, regardless of its size, needs these audio visual equipment:
1. Display/Screen
- Size-Appropriate: Choose a screen that ensures visibility from anywhere in the room.
- Resolution: A 4K screen ensures crisp presentations and video calls.
2. Audio & Video
- Cameras: Opt for devices with wide-angle lenses and AI auto-framing features to keep all participants in view.
- Microphones: Integrate the right microphones according to room size for a comprehensive audio coverage.
- Speakers: Look for noise suppression and echo cancellation to maintain clarity.
3. Meeting Room Controller
- Simplifies meeting setup with one-touch join for platforms like Zoom and Microsoft Teams.
- Touch interfaces offer intuitive control over video, audio, and content sharing.
4. Smart Collaboration Tools
- Wireless sharing: Enable BYOD (Bring Your Own Device)
- Room scheduling: Display availability and bookings right outside the room for ease of room booking.
- Interactive Capabilities: Smart displays enable real-time collaboration, annotation, and white-boarding.
Meeting Room Setup by Size
Once you understand the essential components, you can tailor your setup based on room size and specific use cases. Below are our recommended AV equipment setups for different meeting room sizes:
1. Huddle Room (1-3 People)
- Best for: Quick check-in, 1-on-1s, and brainstorming sessions
- Key needs: Compact, plug-and-play solutions
- Recommended Equipment:
2. Small Meeting Room (3-6 People)
- Best for: Team meetings, daily stand-ups, and hybrid calls.
- Key needs: Clear audio, medium-sized displays.
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Recommended Equipment:
3. Medium Meeting Room (6-12 People)
- Best for: Client presentations, training, and departmental meetings.
- Key needs: Professional-grade AV, wide camera angles.
- Recommended Equipment:
4. Large Meeting Room - Conferencing Room (12+ People)
- Best for: Executive meetings, all-hands, webinars, and conferences.
- Key needs: High-end equipment, full-room coverage, and automation.
- Recommended Equipment:
Meeting Room Equipment Comparison by Room Size
| Room Size | Recommended Screen Size | Microphone Type | Camera Features | Ideal For |
|---|---|---|---|---|
| Huddle Room (1–3 People) | 32–50 inch | USB speakerphone | Wide-angle USB camera | Quick check-ins, 1-on-1s |
| Small Room (3–6 People) | 50–65 inch | Ceiling or boundary mic | PTZ camera with auto-framing | Team meetings, hybrid calls |
| Medium Room (6–12 People) | 65–85 inch | Multiple ceiling mics | 4K PTZ camera | Client presentations, training |
| Large Room (12+ People) | 85 inch+ / Dual displays | Distributed mic arrays | Multi-camera setup | Executive meetings, webinars |
Pro Tips for a Flawless Setup
- Test before deploying – Ensure mics, cameras, and displays work seamlessly for the room size.
- Prioritise ease of use – A user-friendly interface ensures everyone can run meetings without IT help.
- Future-proof – Choose scalable systems to allow for easy upgrades.
Final Thoughts
The right meeting room setup helps improve communication across all work models - remote, hybrid, or in-office teams. Begin by identifying the key equipment each room needs. Then adjust your setup based on the room size and your team's needs. Browse our full collection of video conferencing equipment to find the perfect solutions.
Need help choosing the right setup? Contact our AV experts or visit our homepage to explore our full range of professional room AV solutions tailored to your business needs.
Frequently Asked Question (FAQ)
For small meeting rooms or huddle rooms (up to 6 people), you’ll typically need:
- A high-quality USB conference camera with a wide-angle lens
- A speakerphone or an all-in-one video bar
- A 50-65 inch interactive display or TV screen
- Reliable Wi-Fi connection for seamless video calls
The best microphone depends on your room size and layout. For small to medium rooms, boundary microphones provide broad coverage without cluttering the table. For larger rooms, consider ceiling microphone to capture voices clearly from anywhere.
Yes. Interactive displays improve collaboration by allowing participants to share content, annotate, and control meetings easily. They’re especially valuable in hybrid meetings where some participants join remotely.
Absolutely. Start with essential equipment like a good webcam, USB speakerphone, and a mid-sized display. You can always upgrade components later as your needs grow.