How to Set Up a Conference Room AV System

Setting up a conference room AV system involves five key steps: planning your layout, choosing the right display and audio equipment, setting up video conferencing capabilities, ensuring reliable network connectivity, and testing everything before your first meeting. The process typically takes 2-4 hours for a basic setup, but proper planning can save you from costly mistakes and frustrated users.

Whether you’re upgrading an existing meeting room or building from scratch, this guide covers everything you need to create a professional AV setup that works reliably every time.

Start by measuring your room and noting where power outlets, network points, and windows are located. The size of your room determines everything else – a 10-person boardroom needs different equipment than a 4-person huddle space.

Room size determines your equipment needs:

Consider where people will sit and ensure everyone has a clear view of the main display. Avoid placing screens directly opposite windows to prevent glare issues. 

If you’re working with an unusual room layout or multiple meeting spaces, we often help clients with comprehensive site surveys that identify the best equipment placement and potential challenges before installation begins.

Your main display is the centrepiece of any conference room setup. For most business meetings, you’ll want either a large LED TV or a projector with screen.

LED displays work best when your room has good lighting control and you need sharp text for presentations. They’re ideal if your budget allows for 55″ or larger screens and wall mounting is feasible.

Projectors suit rooms where you need very large image sizes (80″+ equivalent), ceiling mounting is preferred, and ambient light can be controlled effectively. They’re particularly useful in training rooms and large boardrooms.

Poor audio kills meetings faster than any other technical issue. Choose between soundbars for simplicity or ceiling speakers for professional setups.

Getting the acoustics right is crucial – we’ve seen too many expensive speaker systems that sound poor because they weren’t positioned correctly for the room’s layout and materials.

Modern meetings often include remote participants, making video conferencing essential for most businesses today.

Mount cameras at eye level when seated, centre them above or below your main display, and avoid backlighting from windows. Test different angles before final installation to ensure all participants are visible.

Popular platforms include Microsoft Teams, Zoom Rooms, Google Meet, and Cisco Webex. Each has specific hardware requirements, so check compatibility before purchasing.

Your AV system relies heavily on network connectivity. Video conferencing, wireless presentation, and cloud-based applications all need reliable internet access.

Bandwidth requirements:

The most reliable setup combines wired connections for fixed equipment with dedicated wireless access points for laptops and mobile devices. Include guest network access and consider backup connections for critical rooms.

Network bottlenecks are the hidden culprit behind most AV failures. We typically conduct bandwidth assessments before any major AV installation to ensure your network can handle multiple video conferences without dropping calls or degrading quality.

Start with the basics that everything else depends on. Run all cables first – power, HDMI, ethernet, and audio should go in before mounting equipment.

Install wall mounts using appropriate fixings for your wall type and equipment weight. Set up and test network connections at the installation location before proceeding.

For businesses upgrading multiple conference rooms or integrating with existing phone systems, we often recommend a phased approach that minimises disruption to daily operations while ensuring all rooms work together seamlessly.

Curious about the specific improvements your business might see? We can model performance gains based on your current usage patterns and growth plans.

Mount your main display at eye level when seated (typically 42-48″ from floor to centre). Connect and test audio equipment from different seating positions – sound should be clear and evenly distributed.

Install and aim cameras ensuring all meeting participants are visible. Set up control systems like tablets or wall-mounted panels that make operation simple for users.

Configure video conferencing software, set up user accounts and meeting calendars, then test wireless presentation with different device types.

Before declaring your room ready, run through comprehensive testing covering all the ways people will actually use the system.

Essential test checklist:

Common fixes for audio issues: Check software settings, verify cable connections, and test with different source devices.

Video quality problems usually involve: Poor room lighting, dirty camera lenses, insufficient bandwidth, or outdated drivers.

When technical issues become recurring problems rather than one-off glitches, it’s often worth having your setup reviewed by AV specialists who can identify underlying causes and prevent future disruptions.

Weekly checks should include testing connections, cleaning camera lenses and screens, checking for updates, and verifying network performance.

Monthly tasks involve deeper cleaning, reviewing usage logs, updating training materials, and checking cable integrity. Many businesses find that scheduled maintenance contracts help prevent costly downtime and extend equipment life.

Many of our clients find that regular maintenance visits catch small issues before they become expensive problems. A quarterly health check typically costs less than a single emergency callout during an important client presentation.

Create simple instruction cards for common tasks and ensure key team members understand the basics: starting video calls, connecting devices, adjusting settings, and who to contact for support.

On average, expect to invest £3,000-£6,000 for a professional conference room AV setup that handles 6-12 people effectively. However, costs vary significantly based on room size, equipment quality, and installation complexity.

Understanding the full cost breakdown helps you plan appropriately and avoid procurement surprises.

Basic setup (small rooms): 43″ display, soundbar, webcam, cables and mounting
Total: £700-£1,500

Professional setup (medium rooms): 65″ display, ceiling speakers, professional camera, control system, installation
Total: £2,500-£5,100

Getting accurate quotes based on your specific requirements helps avoid budget surprises and ensures you get the right solution for your needs.

We find that clients who invest in proper planning and quality equipment upfront spend less overall than those who opt for the cheapest options and face ongoing reliability issues.

Enterprise setup (large rooms): Dual displays/75″+ screen, professional audio, multi-camera, advanced controls, design and installation
Total: £7,500-£15,000

Choose systems that can grow with your needs. Modular audio systems, displays with multiple input options, and network infrastructure supporting higher bandwidth all protect your investment.

Future-proofing is something we discuss with every client – spending slightly more on scalable infrastructure now often saves significant costs when business needs change or technology advances.

Emerging technologies to watch: 4K/8K displays, AI camera tracking, cloud room management, voice controls, and wireless connectivity for everything.