Top Tips to Design a Conference Room with Exceptional Audio Visuals
A conference room is no longer about arranging a huge table with multiple chairs. Nowadays, to design a conference room, you must focus on seamless communication and collaboration.
This is possible only when you install exceptional audio-visual systems—a must-have for the modern conference room. They offer immersive virtual conferences and vibrant presentations, making every meeting productive.
However, if you’re not certain how to design this essential room, here are all the important tips!
1. Identify the room’s purpose
Understand why you want to design a conference room with audio-visual equipment. Know the goal and purpose of determining the required conference room audio-video solutions.
For instance, if it’s for team meetings, focus more on interactive displays, wireless connectivity, and collaborative tools. If the primary purpose is presentation, prioritize high-quality projection and sound systems.
For video conferencing uses, it’s best to get quality cameras, microphones, and other collaboration tools.
On the other hand, if you want to use it for all of these purposes, your design will include all mentioned elements for each.
It’s best to speak with a thoughtful and reputable audio-visual consultant about it so they can suggest a suitable design and make good use of the conference room.
2. Consider different display options
In a modern conference room design, the display takes the focal point. So, you must research all options for suitable technology.
If it’s a small conference room design plan, you can make it with standard display options like LED screens.
For bigger rooms, pick high-definition larger displays for clear visibility for all participants, like the LG 65 UR640S0UD. This is compatible with Crestron Connected AV control systems and Cisco video conference systems.
Other great best options are projectors and screens. However, these need controlled lighting for enough clarity.
If the room is used for collaboration, interactive displays are best as they let participants interact and note things directly.
You must also ensure that the display is at the participants’ eye level to prevent neck pressure.
The display size must be proportional to the room size. As a rule of conference room design trends, you need 10 inches of screen length (diagonally) against every foot of viewing distance.
3. Focus on quality audio systems and acoustics
The next most important part is the conference room audio setup. Poor sound quality causes miscommunication and frustration. This can be a huge pain during virtual meetings.
So, you need strong conference room audio solutions. Get wall-mounted or ceiling speakers for uniform sound distribution across the room.
Opt for beamforming or boundary microphones that grab high-quality audio. For large rooms, the Shure MXA920 Ceiling Array Microphone is great. This ceiling-mounted array microphone can pick up audio from all directions efficiently.
The room acoustics also play a serious role in enhancing audio quality. So, you must reduce echoes and background noises.
This can be done using sound-absorbing, fabric-covered acoustic wall panels, acoustic ceiling tiles and clouds, and carpets and rugs to prevent reflection from the floor.
Avoid using tiled floors and glass walls to prevent echoes. Design a conference room with regular dimensions for uniform sound distribution.
4. Choose standard video conferencing equipment
A modern conference room design also needs reliable video conferencing equipment. This ensures smooth communication among all participants.
Traditionally, businesses installed wide-angle HD/4K cameras, video conferencing platforms, and proper lighting. However, it’s best to go with integrated video conferencing solutions for modern conference rooms.
For instance, you can use the Sennheiser TeamConnect Bar M for small meeting rooms. The Yealink MeetingBar A30 is better for mid-sized meeting rooms. For a more professional setting, the Biamp Parlé VBC 2500a is amazing.
5. Build a centralized control system
Invest in a centralized control system to simplify equipment management. This way, you can control the display, sound, lights, and room temperature with a few clicks.
Consider including intuitive touchscreen panels. Pre-set configurations for presentations, brainstorming, and video call needs so that you can switch to any configuration without any hassle.
6. Focus on connectivity and compatibility
Make sure the system works with all kinds of devices without any issues. Install a wireless presentation system to reduce clutter and make sharing easy. Make sure all systems have universal ports, including HDMI, USB-C, and VGA ones.
The AV system must also be compatible with the organization’s network. This ensures quick updates and ease of access.
7. Install different collaboration tools
No conference room is complete with the right collaboration tools. For real-time brainstorming sessions and sharing, interactive whiteboards are a must-have.
Make the system cloud-integrated to share files and documents digitally and then access them. You can also consider voice-activated assistants to streamline settings adjustment and meeting scheduling tasks.
8. Future-proof the design
Since technology keeps evolving all the time, AV equipment can be adapted to future technology and business needs.
For instance, install modular systems that you can upgrade with time without replacement of the entire unit. Consider how you can integrate new connectivity options to use new technologies and devices.
All solutions must be scalable enough so they can grow with the organization’s needs.
9. Prioritize comfort
The conference room design is not just about audio-visual equipment. You must also focus on the comfort of the participants.
For starters, plan an organized layout and design a comfortable seating arrangement. Back pain is one of the most chronic issues in Canada, with occurrence mostly around 30-50. So, opt for ergonomic, functional, adjustable furniture with plenty of cushion and back support.
The tables must be sturdy, spacious, and firm. The designs must match the room aesthetics while ensuring participants’ comfort. You can also check out furniture with built-in power outlets, USB ports, cable management space, and storage space.
Place the seats so that the display is clearly visible, the sound output is audible, and everyone has access to microphones.
Prevent glare on the screen with indirect lighting. This will also prevent eye strain. You can also consider adding some artwork and greenery to make the ambiance livelier.
Conclusion
The right AV setup and other designs depend majorly on your conference room layout dimensions. You must also focus on your conference room goals and specific preferences.
Despite these tips, designing a conference room is a complex task if you don’t have relevant expertise. To ensure you invest in a scalable and future-proof design, consider partnering with us at https://avt.ca/.
Our team of professionals has years of experience serving Canadian businesses, institutions, and government bodies with full-scale AV services. We’re also connected with quality conference room equipment suppliers that will fit your needs. Contact us and get started with the most suitable AV setup now!
