Meeting room audio visual solutions

To set up a professional meeting room for video calls, you typically need a combination of core AV components that ensure clear communication and ease of use. 

At a minimum, this includes a high quality display or interactive screen for content sharing, a video conferencing system (such as Teams or Zoom Rooms), a camera positioned to capture all participants, and a professional audio setup with ceiling or table microphones and speakers to ensure everyone can hear and be heard clearly. 

You will also need a control solution to simplify the user experience, such as a touch panel or BYOD device, allowing users to easily start meetings, share content, and manage calls. A stable network connection (wired or managed Wi-Fi) is also essential for reliable performance. 

Optional additions such as wireless content sharing, BYOD connectivity, and room booking systems can further enhance usability and flexibility, making the space more efficient for both internal meetings and guest users. 

VC systems can typically be integrated into your existing meeting room setup. 

We can connect video conferencing platforms (such as Microsoft Teams, Zoom, or Google Meet) into your current display, audio, and network infrastructure, provided the existing equipment is compatible. In many cases, we can reuse displays, speakers, and cabling, and simply add or upgrade key components such as a camera, microphone system, and a dedicated VC codec or BYOD solution. 

If the existing setup is more limited, we can also design a hybrid solution that bridges legacy equipment with modern VC technology, ensuring improved audio, video, and user experience without needing a full replacement. 

A site assessment is usually recommended to confirm compatibility and define the most cost-effective integration approach. 

Our systems are designed to be fully platform agnostic and can support all major video conferencing platforms, including Microsoft Teams, Zoom, Google Meet, and Webex. 

We typically design solutions around Microsoft Teams Rooms or Zoom Rooms where a dedicated system is required, or we can provide BYOD (Bring Your Own Device) setups that allow users to join meetings from their own laptop using any platform while still utilising the room’s professional audio and video equipment. 

This flexibility ensures compatibility with your organisation’s preferred platform now and in the future. 

We design solutions for small huddle spaces, medium meeting rooms, and large boardrooms or conference spaces. 

Each setup is tailored to the room size and how it will be used, ensuring the right balance of audio coverage, camera positioning, and ease of use. For smaller rooms, this may be a simple all in one VC bar solution, while medium and large spaces typically include separate microphones, speakers, cameras, and control systems for a more scalable and professional setup. 

We can also standardise solutions across all room sizes to create a consistent user experience throughout your organisation. 

We can absolutely standardise setups across your office. 

We typically design a consistent range of meeting room solutions tailored to different room sizes (small, medium, and large), while keeping the user experience the same in every space. This means the same platforms, controls, and meeting start-up process across all rooms, making it easier for staff and guests to use any space without additional training. 

Standardisation also helps with support, maintenance, and future scalability, ensuring your AV environment remains efficient and easy to manage as your business grows. 

Our installation process is fully managed from start to finish to ensure a smooth and professional delivery. 

We begin with design and system schematics, followed by a detailed proposal and approval of the solution. Once confirmed, we handle procurement of all equipment and schedule the project works. 

On site, we carry out decommissioning of any existing equipment where required, followed by first fix cabling and infrastructure works. After this, we return for second fix installation, including mounting displays, speakers, cameras, and all AV hardware. 

The system is then fully programmed and configured, ensuring all components work seamlessly together and are tailored to your requirements. 

Finally, we complete full system testing and provide user training, ensuring your team is confident and comfortable using the new setup. We also carry out a formal handover and remain available for any post installation support if needed.