How to set up AV in a conference room
A working conference room needs four things: a screen everyone can read, a camera that sees everyone, microphones and speakers that carry every voice, and a simple way to connect a laptop.
This guide covers each one and links to a calculator for the parts that take arithmetic.
Start with the screen
Size the screen for the farthest seat, not the wall it hangs on. A room 20 feet deep usually needs a 75-inch screen for presentations and video calls. Undersized screens are the most common mistake in meeting rooms.
Camera and microphones
For up to about six people, an all-in-one video bar under the screen handles camera, microphones and speakers. Check the microphone pickup range on its spec sheet; many reach around 15 feet.
For longer tables, add table or ceiling microphones so the far end is heard as clearly as the near end.
Speakers
In a small room the video bar's speakers are enough. In larger rooms, ceiling speakers give everyone the same level instead of blasting the seats nearest the screen.
Cables and connections
The run from the table to the screen is usually longer than a passive 4K HDMI cable can manage, which is about 15 feet. Plan for an active optical cable or an extender, and check the USB run to the camera as well.
Budget
Cost follows room size. Use the estimator for a planning range before you ask for quotes, so you know roughly what a room of your size should cost.