how to set up a confer

How to Set Up a Conference Room

The conference room is the central nervous system of modern business. It's where ideas are born, strategies are formed and deals are closed. But in today's hybrid work environment, conference rooms need to be more than just a physical space. They need to be seamlessly integrated tech hubs that foster collaboration no matter where your staff, partners and clients are located.

This guide delves into the considerations for setting up a conference room for a smooth and productive hybrid meeting experience.

Conference room equipment list

  • Video conferencing equipment
  • Monitor or television
  • Table & chairs
  • WiFi
  • Lighting
  • HDMI/USB/conversion cables
  • Outlets
  • Whiteboard 
  • Surge protector
  • Acoustic panels

Conference room setup guide

Let's explore the key features to consider when choosing the right equipment for your conference room:

  1. Video conferencing equipment 

The video conferencing camera is the lifeblood of your virtual collaboration. Prioritise a minimum of 1080p resolution for clear video quality, and consider 4k resolution for larger conference spaces. A wide field of view ensures everyone in the room is visible, even at the table's edges. Choose a camera with a built-in microphone or a separate microphone array for the best audio. Consider the Poly Studio 4K All-In-One Video Conference Camera for smaller huddle rooms or the Poly Studio X52 4K All-In-One Android Video Conference Camera + TC10 Controller for mid-sized conference spaces. Larger boardrooms should consider a microphone array such as HP Poly Studio Expansion Microphones so those away from the camera can be heard.

  1. Monitor or television 

The monitor or television acts as the central hub for presentations, content sharing and seeing remote participants. The ideal size depends on the room and the number of participants. A 43-inch display might suffice for small rooms, while larger rooms might benefit from a 65-inch or bigger display. Check out our range of commercial displays and use the filters on the left to choose your desired size. 

  1. Table & chairs

Comfort is key for productive meetings. Invest in ergonomic chairs that promote good posture and minimise back strain during extended sessions. Consider mesh chairs for breathability and adjustability features for optimal comfort. As for the table layout, choose something that works with your boardroom. A longer room will suit a longer table. Round or oval tables are great for smaller, square rooms to encourage interaction and equal participation. U-shaped tables can be effective for presentations and brainstorming sessions.

  1. WiFi 

Uninterrupted video calls hinge on reliable and fast WiFi. A minimum internet speed of 5Mbps per participant (both upload and download) is recommended. However, consider higher speeds (10Mbps or more) for bandwidth-intensive applications like screen sharing and high-definition video. So if your boardroom seats 20, 150-200Mbps is ideal. To avoid dropped calls and buffering, consider a range extender or even a dedicated WiFi router for the boardroom if it’s away from the main office.

  1. Lighting 

Proper lighting is often overlooked but significantly impacts video call quality and comfort. Avoid harsh overhead lights that can cause glare on the camera or computer screens. Opt for diffused lighting to illuminate the room evenly. Natural lighting is ideal when available, but use blackout curtains if needed to control backlight during video calls.

  1. HDMI/USB/conversion cables

These ensure a smooth connection between your laptops and the conference room display. While HDMI is the current standard, having other cables on hand provides flexibility for older laptops or those with different ports (i.e. MacBooks).

  1. Outlets

The strategic placement of power outlets ensures that everyone can connect their devices without relying on extension cords, which create tripping hazards. Consider outlets built into the conference table for easy access, or install additional outlets around the room's perimeter.

  1. Whiteboard

The whiteboard is a classic brainstorming tool. For a more modern approach, consider an interactive whiteboard. This allows for real-time collaboration and easy content sharing, and eliminates the need for markers and erasers that always seem to go missing.

  1. Surge protector 

Protect your valuable video conferencing equipment from unexpected power surges with a high-quality surge protector. This safeguards your cameras, monitors and other electronics from potential damage caused by electrical fluctuations. Choose a surge protector with enough outlets to accommodate all your conference room devices.

  1. Acoustic panels

How loud is your office? If your conference room has echo or soundproofing issues, consider acoustic panels to minimise background noise during calls. These treatments can significantly improve audio quality. 

Conference room layouts for collaboration

The conference room layout significantly impacts communication and collaboration. Here are some key considerations for optimising your space:

Seating arrangement 

Consider the room size, number of participants and meeting type when choosing your seating arrangement. Here are some common layouts:

  • Rectangle: This familiar layout is effective for meetings where focused discussion is key. Everyone can maintain eye contact and participate actively. 
  • Round: These are great for smaller rooms, fostering equal participation and encouraging conversation flow as everyone can easily see each other. 
  • U-shape: Ideal for presentations and brainstorming. Participants can focus on the presenter or whiteboard while still interacting with each other.
  • Square: Similar to U-shape, but with all sides closed, creating a more intimate environment for discussions and collaboration.
  • Chevron: This layout uses rows of short tables angled towards each other, promoting interaction between smaller groups within the room.

Technology and sightlines

Where you put your devices is just as important as what you have. Ensure there’s ample space for the video conferencing camera, microphone array and display. The camera should be positioned at an appropriate height to capture everyone in the room without obstructions. The display should be large enough for everyone to see clearly from their seats and positioned to avoid glare.

Accessibility

An inclusive conference room caters to everyone. Consider features like wide doorways and adjustable tables and chairs for people with disabilities or different heights. Ensure there's enough space for wheelchairs to navigate comfortably. 

Kit out your conference room with Mwave

Mwave offers a wide range of conference room equipment and solutions from leading brands like HP and Poly. Visit our website or speak to our friendly staff to find the perfect setup for your needs. Let us help you create a conference room that fuels productivity and strengthens communication across your entire team.

FAQs

How to set up video conferencing equipment

The setup process will vary depending on the chosen equipment. Generally, it involves connecting the camera to your computer. The display will likely connect via HDMI or USB-C depending on its capabilities. 

What internet speed is needed for video conferencing?

As mentioned, higher speeds (10Mbps or more per participant) are best for uninterrupted video calling. 

What equipment is needed for video conferencing?

Essential video conferencing equipment includes:

  • Video conferencing camera and microphone array
  • Monitor or television
  • HDMI/USB cords
  • Computers
  • Reliable WiFi