What is the right setup and equipment for your meeting room size?

Medium-sized meeting room

These seat up to 8 people and are often bookable upfront. Typical meetings are recurring such as team-, status- or information-sharing meetings. People present and collaborate here.

Often these spaces are used for hybrid meetings to connect to remote meeting participants. The setup for video conferences can be fixed, like in a Microsoft Teams Room or Zoom Room. Or the space an be used as BYOD (Bring Your Own Device° spaces, where users start a videocall from their own laptop with their preferred videoconferencing solution, connecting to the room’s AV equipment.

As rooms get bigger, tables get longer and setup gets more complex. People sit further away from the camera, so requirements for audio and video differ substantially from those in smaller rooms. You need a larger display and a more advanced camera and speakerphone setup so that everyone can be seen and heard clearly. A Pan-Tilt-Zoom (PTZ) camera for example will be able to adjust to the number of people in the room and focus on the speaker.

Directional audio or AI features like auto-framing and voice-tracking help to improve remote collaboration and make the meeting flow similar to that of in-person interaction. Ideally you add wireless content sharing to your fixed conference setup or wireless conferencing to your BYOM rooms for easy, cable free video conferences.

Large meeting room

Large meeting rooms or boardrooms for 8+ people are ideal for strategic decision-making or larger team meetings. Meetings have a structured, well-defined flow with upfront defined topics, agenda and meeting roles.

Spaces are bookable in advance and setups can be optimized for the specific meeting that will be held. Videoconferences are held frequently in larger meeting rooms, setups vary between fixed conference room and BYOM facilities, just like in medium-sized rooms.

Boardrooms need to wow and impress and require impeccable tech solutions, perfectly in sync with one another.

The setup of a large meeting room is by definition the most complex. It must be of a premium high-quality to accommodate the audience of business execs, board members and high potential customers.In a high-end setup, you need scalable solutions.

You need a certain number of speakers or mics across the room according to the size of the meeting room. Solutions are often mounted in the ceiling and tech is discretely present (you can even have a control room next to your boardroom). You need to reach crystal clear sound in all corners of the meeting room.

Features like noise cancelling, automatic speaker tracking and volume capacity are key for your audio solutions, especially when your presenter is moving around. Video experiences should be impeccable and can be enhanced with wide-angle cameras that capture every participant in the remote view, lighting features for dim lighting conditions or AI features.

What´s more, your video display must be large enough to make sure everyone can see the display content clearly, or be able to show content from multiple sources. Often screen management solutions are used to take meetings and presentations to a professional level.

In addition, a wireless presentation or wireless conferencing system like ClickShare can be ideal to accommodate easy and secure content sharing from your personal device, help moderate content or add more interactivity and energy to the meeting with features like annotation or blackboarding.

Flexible space

Flexible spaces are often located in open plan areas, like reception spaces, cafeterias, or dedicated huddle spaces. They are used for internal, ad-hoc and spontaneous get-togethers, especially between colleagues and team members. The number of attendees can vary a great deal, according to the available space and size of the mobile display. The environment often stimulates creativity and collaboration.

A meeting room setup in a multi-purpose space is ideally equipped with a mobile cart with small, but efficient AV peripherals. You’re looking for an all-in-one device that’s easy to move around, compact and flexible. An all-in-one AV solution combining audio and video is a good choice here, as it is easy to install and clutter free.£

Connecting to your solution with as few cables as possible is key here. Adding a ClickShare wireless presentation or conferencing solution to our out-of-the-box concept is not a luxury.