An effective meeting room relies on well-designed audiovisual equipment: clear display, smooth videoconferencing, easy screen sharing, and ideally, centralized control. But with screens and projectors, cameras, microphones, soundbars, and automation, where do you start? This guide details the components to assemble to equip a room based on its size and uses.
Define the room’s use and size
Everything starts here: a small “huddle” room (3-4 people) has different needs than a large boardroom. Assess the number of participants, distance to the display, frequency of video calls, and content sharing needs. These factors determine the display size, audio power, and microphone coverage.
Display: screen or projector?
The professional screen (or interactive screen) offers a bright, sharp image even in full light and requires no bulb maintenance—ideal for small to medium rooms. The projector remains relevant for large rooms and very large images, with a lower cost per inch. Find our screens, projectors, and accessories.
Videoconferencing: camera, microphone, sound
The winning trio for good video calls:
- Camera: wide-angle for small rooms, motorized (PTZ) to follow speakers in large rooms.
- Microphones: table or ceiling-mounted, sized to cover all participants.
- Sound: a soundbar or speakers suited to the room, with echo cancellation.
For cameras and capture, also check our photo & camcorder section.
Sharing and connectivity
Simplicity is key: provide clear connectivity (HDMI, USB-C), ideally wireless screen sharing and BYOD compatibility (everyone plugs in their laptop). The fewer the steps, the more the room gets used.
Automation and control
In equipped rooms, a centralized control solution manages everything (power, source, sound, blinds) from a simple touchscreen. Crestron solutions are a benchmark for professional AV automation and integration. The result: a “one-button” experience that starts the meeting smoothly.
Used AV equipment
Tested used screens, projectors, sound systems, and control modules allow equipping one or several rooms on a controlled budget. Each piece of equipment is checked and guaranteed. Discover our selection of professional image & sound, and for general context, our used IT equipment guide.
FAQ: equipping a meeting room
Screen or projector: which to choose?
Screen for small to medium rooms (brightness, zero maintenance); projector for large rooms and very large images at controlled cost.
What equipment for videoconferencing?
A camera suited to the room, microphones covering all participants, and sound with echo cancellation. Audio quality often matters more than image.
What is a control solution like Crestron for?
To manage the entire room (display, source, sound, lighting) from a single interface, for simple and reliable use, without messy cables or complicated settings.
Can a room be equipped with used equipment?
Yes: tested used professional screens, projectors, sound, and control modules offer excellent value with a warranty.
In summary
Equipping a meeting room starts with its use and size, choosing the display (screen or projector), optimizing videoconferencing (camera, microphone, sound), facilitating sharing, and for advanced setups, centralizing control. With tested used equipment, you get reliable professional gear at a controlled cost.