Meeting room AV for small offices

Most meeting rooms only need to do three things well: show a laptop on a screen, run a video call where everyone can be seen and heard, and work without a ten-minute fight with cables. Here is how to get there without overspending.

Pick the right screen size

A screen that is too small makes spreadsheets unreadable at the far end of the table. A common rule of thumb is that the furthest seat should be no more than a few screen heights away. Your technician can size it for the room, and mount it at a height people can see over the table.

Cameras and microphones for video calls

• A video bar combines camera, microphones and speaker in one unit above or below the screen. It suits most small and medium rooms.
• In larger rooms, add table or ceiling microphones so people at the far end are heard as clearly as those near the screen.
• Soft furnishings or acoustic panels reduce echo, which makes a bigger difference to call quality than most people expect.

Make connecting easy

Choose one main way to connect and make it obvious:

• A single cable at the table (often USB-C) that carries video, camera and microphone in one plug.
• Wireless presentation that lets people share their screen without a cable.
• A room system that joins calls with one tap from a touch panel.

Keep it working

• Put clear instructions on the table: one card, three steps.
• Schedule firmware updates for cameras and video bars.
• Label cables and keep spares of the most common adapters.

Find corporate AV technicians to plan your rooms, and see our AV checklist for new venues if you are fitting out a new office.