Bring the Latest AV Equipment into Your Conference Room for Truly Successful Business Meetings

With so many employees now working remotely, either from home or while on business travels, conference room AV systems have become an increasingly popular tool for modern offices. Conference rooms are now designed not only for face-to-face meetings but also to make the most of virtual meetings! This allows employees outside the office to remain involved in every aspect of the business.

Want to learn more about how you can keep communication flowing and collaboration running smooth among your team? Keep reading our blog to find out!

Key Considerations for Designing a Conference Room AV Setup

If you're designing a conference room to satisfy the needs of a modern business to communicate with employees and clients remotely, there are some things you should keep in mind.

Choosing the Right Video Displays for Your Conference Room

Projectors vs. Flat Screens: Which Is Better?

The first consideration for your conference room AV is your video display. The two basic types of displays available for video conferencing are projectors and flat screens. Projectors cover a larger view and are more cost-effective than a flat screen. However, depending on the price point of the projector, the amount of ambient light in the room can produce glare and hinder your meeting's productivity.

Flat screens, which are typically LED or LCD these days, are often much brighter than projectors, and are less affected by light in the room. However, flat screens also tend to be smaller, so they possibly won't be enough in larger spaces with ten or more people.

Sizing Your Video Displays 

For a small room that's meant to be for 2-5 people, the size of your video displays should be at least 52”. The minimum size is completely dependent on the size and shape of the room overall. A very large conference room will need a larger display so everyone can see clearly. A bigger screen is especially necessary if you are looking at numbers on an Excel spreadsheet as opposed to a PowerPoint presentation. 

A general rule is that the audience should be 1.5 times the width of the screen away. For multiple audiences, the screen width should be the total distance divided by five.

Whatever you decide to use in your conference room, you should keep in mind that video displays are an investment. By choosing a high-quality screen now, you will be better prepared for innovative technologies that you may need to incorporate in the future, and your video displays can be more easily adapted to upgrades. Ultimately, this will save you money and time, as you won’t have to replace them as frequently.

You may also want to consider multiple screens in your conference room. This allows the presenter to use video equipment for the presentation and dedicate a screen to the video conference, so your team can still connect and collaborate just as they would if they were face to face. 

SEE ALSO: Enhance Company Communications with Today's AV installation

Enhancing Audio Quality in Conference Rooms

The audio equipment in your conference room AV setup should consist of more than simple speakers and the microphone you use with your computer. Space and ambient noise greatly impact sound quality in video conferencing. Poor audio equipment, especially in a room not designed well for video conferencing, can mean the difference between getting things done in the office and straining to pick up the conversation.

Microphone Placement and Selection

To ensure you'll get the best experience, you should prioritize using microphones designed specifically for video conferencing. They’re more sensitive and, as long as they are centrally located in the room, they will be able to capture sound within eight feet. With these microphones, everyone can be heard loud and clear without hassle.

If your conference room is larger, however, it might be a good idea to include several inputs throughout your entire space. Ceiling or wall-mounted microphones can be useful to ensure everyone can be heard no matter where they are in the room. This can also prevent people from moving microphones during the meeting, which can cause reverberation or squawking. 

Improving Room Acoustics to Optimize Your AV System

The design of your commercial space can help improve the sound quality. Recording studios install sound-absorbing materials to reduce echoes and reverberations. You may not want to layer foam on the walls of your conference room, but you can install quality carpeting, heavy drapes on the windows, and sophisticated fabric wall coverings that will add a stylish touch to the room. These will help absorb the sound rather than bounce it back. A well-tamed room can actually save you thousands in equipment and make any experience sound better.

Maximizing Remote Collaboration with Effective Video Conferencing

Having a conference room setup well-equipped for video conferencing means you are prepared to keep remote employees involved in the day-to-day operations of your business. By investing in high-quality AV solutions, you ensure seamless communication, foster collaboration, and enhance productivity among your teams, no matter where they are located.

Transform Your Conference Room with Custom AV Installation

Ready to elevate your conference room to meet the demands of a modern business? Contact us today to discuss how we can design a custom conference room AV installation that supports your remote teams and drives success across your organization.