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Building the Perfect Meeting Room: What You Need to Know

Building the Perfect Meeting Room: What You Need to Know 5

Creating the perfect meeting room involves integrating technology that enhances communication and efficiency. In this article, we show you five key AV components essential for any meeting room, from small huddles to large conference spaces. Understanding these components will help you choose the right tech to ensure your meetings are productive and engaging.

Key AV Components for a Meeting Room

With all the technology available today, choosing what is essential can feel like a challenge. Maybe you feel that you must have a hundred different components to build your conference room, but that’s not always the case. In this section, we break down 5  important AV components for a meeting room.

(1) Digital Displays

Digital displays are a key component in any meeting room setup. Opt for high-resolution screens that offer clear visibility from any seat in the room, ensuring that text and images can be seen clearly. It’s also important to consider the size of the room when choosing your display. For instance, larger spaces will benefit from bigger screens or multiple displays to maintain visibility for all participants.

(2) Microphones

How can you have a productive meeting if participants can’t hear and be heard? It’s not possible, but the right microphones eliminate this problem. Choose microphones that suit the room’s size and the typical number of participants. For smaller rooms, a few well-placed boundary microphones might suffice, while larger spaces could benefit from multiple ceiling-mounted or wireless microphones to capture voices from all angles. Opt for models with noise-cancelling features to minimise background noise and echo. 

(3) Loudspeakers

Loudspeakers are key for delivering clear, audible sound throughout your meeting space. Select speakers that provide even coverage and sound quality tailored to the room’s acoustics and dimensions. In smaller rooms, integrated speakers in digital displays might be sufficient while larger spaces often require a set of strategically placed wall or ceiling speakers to ensure everyone can hear without straining. Opt for loudspeakers with built-in amplifiers to enhance audio clarity and reduce setup complexity. The goal is to facilitate effortless listening.

(4) Fixed and PTZ Cameras

Fixed cameras are great for smaller rooms, providing a steady, wide-angle view, and ensuring all participants are visible. In larger rooms, it’s better to opt for PTZ (Pan-Tilt-Zoom) cameras. They can be remotely controlled to pan across the room, zoom in on speakers, or focus on audience reactions, adapting to the flow of the meeting. Choose cameras that offer high resolution and low-light performance to maintain video quality under various lighting conditions. Easy integration with your existing AV system and video conferencing platforms is also essential, making set-up and operation straightforward for any team member.

(5) Touch panel control systems

Touch panel control systems streamline the operation of your meeting room’s AV equipment, making it user-friendly and efficient. These systems centralise control of your displays, cameras, microphones, and other AV components into one intuitive interface. With features like one-touch meeting start, easy source switching, and immediate connectivity adjustments, these panels ensure meetings run smoothly without technical hurdles.


Integrating key AV components such as digital displays, microphones, loudspeakers, cameras, and touch panel control systems is essential to create the perfect meeting room. These elements enhance communication, and improve audio-visual quality, making meetings more efficient. If you’re looking to upgrade your meeting spaces with these advanced technologies, contact Engagis today and let us help you design a meeting room that meets all your needs.

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