Guide to meeting spaces

The Ultimate Guide to Setting Up a High-Performance Meeting Room for Teams and Zoom

In today's fast-paced business environment, having a reliable and efficient meeting room setup is crucial for seamless communication and collaboration. This is where Warwick AV comes in as a professional installer and commissioner. We can even supply all the hardware you require. Whether you're hosting a one-on-one meeting or a conference with up to 12 participants, the right AV equipment can make all the difference. In this guide, we'll walk you through the best practices and top-notch equipment to create a high-performance meeting room optimized for Teams and Zoom.

1. Display Screens: The Visual Backbone

Iiyama ProLite TE8604MIS-B1AG For larger meeting rooms, the Iiyama ProLite TE8604MIS-B1AG is a game-changer. This 86-inch interactive display offers 4K resolution, touch capability, and anti-glare technology. It's perfect for presentations, interactive sessions, and ensuring everyone in the room has a clear view.

Iiyama ProLite XUB3493WQSU-B1 For smaller rooms or individual use, the Iiyama ProLite XUB3493WQSU-B1 is an excellent choice. This 34-inch ultra-wide monitor provides ample screen real estate and high resolution, making it ideal for detailed work and video conferencing.

2. Video Conferencing Systems: Crystal Clear Communication

Poly Studio X50 The Poly Studio X50 is an all-in-one video bar designed for medium-sized rooms. It supports both Zoom and Teams natively, offers 4K video quality, and comes with built-in speakers and microphones. Its sleek design and powerful performance make it a top pick for professional settings.

Poly Studio P15 For individual use or smaller rooms, the Poly Studio P15 personal video bar is a fantastic option. It delivers excellent video and audio quality with a built-in camera, microphone, and speaker, ensuring you look and sound your best.

Yealink MVC840 The Yealink MVC840 is a comprehensive Teams Room System tailored for medium to large meeting rooms. It includes a UVC84 4K camera, a sound bar, and a touch panel for effortless control. This system ensures high-quality video and audio, making every meeting productive.

Yealink UVC30 For smaller rooms or individual use, the Yealink UVC30 4K USB camera is a compact yet powerful solution. It offers superb video quality and is compatible with both Teams and Zoom, making it versatile and easy to use.

3. Audio Equipment: Hear and Be Heard

Shure MXA310 The Shure MXA310 table array microphone is perfect for capturing audio from multiple participants in a medium-sized room. Its advanced technology ensures clear and natural sound, making sure every voice is heard.

Jabra Speak 750 For smaller rooms or individual use, the Jabra Speak 750 speakerphone is an excellent choice. It offers outstanding audio quality and is certified for both Teams and Zoom, ensuring seamless integration.

Bose Professional FreeSpace DS 16F For larger meeting rooms, the Bose Professional FreeSpace DS 16F ceiling speakers provide clear, high-quality audio. They ensure even sound distribution, making sure everyone in the room can hear clearly.

Logitech Z407 For smaller rooms or individual use, the Logitech Z407 Bluetooth speakers offer great sound quality and easy connectivity. They are perfect for enhancing the audio experience during meetings.

4. Control Systems: Seamless Management

Crestron Flex The Crestron Flex control system integrates with both Teams and Zoom, allowing you to manage your meetings, room settings, and AV equipment from a single touch panel. Its intuitive interface makes it easy to use, even for those who are not tech-savvy.

Extron TLP Pro 1025T The Extron TLP Pro 1025T touch panel offers a customizable interface for controlling all your AV equipment and room settings. Its flexibility and ease of use make it a valuable addition to any meeting room.

5. Additional Accessories: The Finishing Touches

Cabling and Connectivity High-quality HDMI, USB, and Ethernet cables are essential for connecting all your devices. Use cable management solutions to keep your setup tidy and organized, ensuring a professional appearance.

Mounts and Stands

  • VESA Mounts: Ideal for mounting your iiyama screens on the wall, saving space and providing a clean look.

  • Mobile Stands: For flexibility in room setup, consider mobile stands for your screens and video conferencing equipment. They allow you to easily reconfigure the room as needed.

Setup Tips: Optimising Your Space

  1. Positioning: Place the main display screen at the front of the room, ensuring it is visible to all participants. Position the camera at eye level to create a natural line of sight.

  2. Audio: Place microphones centrally on the table to capture all voices clearly. Ensure speakers are positioned to provide even sound distribution throughout the room. Alternatively; Shure Beam-Forming ceiling mics provide excellent sound quality.

  3. Lighting: Ensure the room is well-lit, with no direct light sources behind the participants to avoid glare on the camera.

  4. Network: Ensure a stable and high-speed internet connection to avoid disruptions during meetings.

Maintenance and Care: Keeping Your Equipment in Top Shape

  • Regularly clean your screens and camera lenses to ensure clear visuals.

  • Check and update firmware for all devices to ensure compatibility and security.

  • Test your setup before important meetings to ensure everything is functioning correctly.

  • As Warwick AV about our maintenance packages.