Create the Ideal Conference Room Setup: A Complete Guide

Whether you want a traditional or hybrid conference room setup for your board meetings or workshops, you can’t do without audiovisual (AV) equipment, such as LED displays. That’s why this article is well-crafted to show you all you need to know to create the best conference room AV setups to meet your business needs. Read on to find out the right pieces of equipment you need to get started and how to make the most of them.

What is a Conference Room?

A conference is a specially designed space carved out, dedicated, and reserved in an organization, company, or business for meetings, presentations, discussions, and collaborative works. It is also often used for virtual meetings, conference calls, and other important activities, including job interviews. Now, let’s take a look at further classifications and types of ideal conference room setups. 

6 Types of Conference Room Setup

Here are the different and common classifications of well-set-up conference rooms to meet your business needs,  intended usage, and overall satisfaction.

1.   Boardroom Styles

This is one of the most well-known and commonly used conference room setup styles. A boardroom conference style revolves around a large table surrounded by chairs with people comfortably seated at each side. 

This meeting room setup is designed to accommodate 10-24 people and is mostly used for short, interactive sessions like a workshop.

2. Hollow Square Style

The Hollow Square style arrangement involves using four tables arranged in a rectangular or square form with space in the middle. Different organizations often use these conference meeting rooms for meetings involving a small group of 20 people or less, performing different tasks under the supervision of a facilitator. 

The limitation of this style is that it often does not give room to accommodate remote employees.

3. U-Shaped Style

The U-shaped conference room style is similar to the boardroom setup in that it can comfortably accommodate 10-24 (two dozen) persons. In this meeting style, the arrangement of the table and chairs are in the shape of a U. It is best suited for large conferences involving demonstrations and presentations. 

4. Theatre or Auditorium-Style

In an auditorium or theatre-style conference room, rows of chairs are positioned in front of a podium or stage. This type of setup is mostly used for big conferences requiring a large amount of space. It is the best for conference room audiovisual presentations or webinars as it gives room for virtual or remote attendance. 

5. Classroom Style

The meeting table setup of a classroom-style conference room is arranged in such a way that it gives the ambiance or feeling of a classroom. The desks are arranged in rows to give room for note-taking and other participatory activities. This setup is perfect for small group discussions like business lectures and seminars.

6. Banquet Style

As the name suggests, these conference room configurations are best for a less formal style of events. The tables and chairs are arranged and spread out in a considerably large hall to accommodate 8 people or less at each table. This conference-style room setup is arranged so attendees can easily see and hear what is being presented.

Having looked at what a conference room is all about and the different conference room styles, let’s now look at how to set up a conference room

How to Setup the Best Conference Room

In setting up a perfect conference room to meet all your business and company needs, you need the right combination and touch of advanced technology, designs, and layout. There are many other things required for a conference room to serve its purpose, such as the right equipment, furniture, lighting, budget, and other factors. 

These pieces of equipment and factors to consider will further be discussed in subsequent sections. But before considering these factors, you must have decided on the intended usage and purpose because, as you already know, there are different styles of conference rooms for different purposes. 

Let’s further break down the equipment and technologies needed for a good conference room.

Key Equipment and Technologies Needed When in a Good Conference Room

Spotlighted below is a list of the best and must-have conference room equipment and technologies:

1. Lights

Lights are integral parts of a conference room whether you want to set up a refined or just a simple conference room. There are different kinds of lights in the market today. However, LED lights are generally considered the best lighting for a conference room because of their brightness level and high lumen density. 

2. Video Conferencing Camera

A video conferencing camera is a must-have in a conference room setup. A video conferencing camera, like a webcam, takes an image in real-time and transmits it through the internet. 

This conference room camera setup is mostly seen in a modern meeting room. In picking the right camera, you must consider the camera’s resolution, 360-degree functionality, and wide-angle lens. 

3. WI-FI/ Internet Connectivity

Having a good and stable internet connection through the use of WI-FI is also exceedingly important. This makes it easy to transmit audio and visual content effortlessly. It is mainly important in a virtual conference room where everything is done via the Internet.

4. Displays,  video monitors, and projectors

Considering its crucial use in information dissemination and its incorporation into teleconferencing systems, a video display is an important tool in a conference room. It makes displaying files, spreadsheets, PowerPoint, and audiovisual content easy. In place of this, a video monitor or a projector can also be used. 

5. Whiteboard and markers or interactive whiteboards

Interactive whiteboards are also an important advanced technology in a modern conference room. With these whiteboards, you can display images, videos, files, and documents using the conference room monitors available. It also functions like the traditional whiteboard and markers but digitally.

6. HDMI or USB Cord

HDMI is an acronym for High-Definition Multimedia Interface. A conference room HDMI setup allows you to effortlessly transmit audio and video signals from your computers or laptops to the display or projector.

7. Speakers

Conference room speakers help make the presentation loud enough for everyone in the conference hall, irrespective of where you are seated.

8. Microphones or Audio System

A standard setup wireless microphone for conference meetings or audio systems works collectively with the speaker. They help to improve the conference room audio setup

9. Furniture

Furniture is important in standard conference room setups, and a provision for one must be made. All organizations, businesses, and companies need a conference table setup, chairs, and storage units.

Types of LED Indoor Displays for Conference Rooms

LED Indoor Displays are significant technological advances used in modern conference meeting room set-ups. Here are the different indoor displays seamlessly integrated into a conference room setup.

1.   LED Video Walls

LED video walls, also known as LED media displays, are used in a conference room to display visual content like the conference room computer monitors. LED video wall setups for conference rooms and boardrooms provide high-resolution and immersing displays such as video calls, data crunching, presentations, and more, allowing everyone in the meeting room to see the presented content. 

These LED walls come in all shapes and sizes. Beyond these, there are a few things to consider when it comes to picking conference room LED walls. First, deciding on an LED Wall requires understanding its specifications and different setups, such as their resolutions, pixel pitch, and brightness. 

You must also evaluate the installation location and check the structural probity of the wall where the video wall will be mounted. In addition, ensuring you understand how to care for and maintain an LED display is incredibly important to avoid the risk of damage.

2. LED TV Screens

The conference room LED TV screen is installed in a conference room to improve the efficiency of the room and meeting schedule. It has high-definition features, easy management, a user-friendly interface, and a wireless remote control. 

Its wireless conference room feature allows people to have a large-scale and seamless discussion, even with distant attendees and partners. The LED Screen is connected to the laptop using conference software. 

It cannot in any way be compared with a projector or whiteboard as its benefits far overshadow its counterparts. This advanced technology is mostly utilized in a virtual conference room setup.

3. LED Projectors

There are three projectors available today: laser-based, lamp-based, and LED-based. Regarding all-round performance, LED projectors possess an advantage over the others in areas like operation ease and viewing experience, which explains their use in modern meeting room configurations. 

The LED projector is a device that utilizes light-emitting diodes (LEDs) to display or project contents to a flat screen. It gives a very good picture quality. It provides instant connectivity, offering features like screen mirroring.

These LED projectors have instant power-on features, making your device always ready to use. It also requires less operation power, saving up to 50% more energy when compared to its lamp-based counterpart.

4. Interactive LED Displays

Interactive displays are the best choice for an ideal conference and boardroom. It lets you interact with digital content using whiteboards and touchscreen displays. They have wireless connections that support screen sharing and remote partnership. 

The types of interactive LED displays are touch screens, interactive projectors, smart boards, and digital whiteboards. These technologies are not just immersing but are user-friendly, too. They have undergone a business transformation, particularly with their new integration into conference meeting rooms.

With the introduction of these interactive displays, the days of boring and strenuous presentations are gone.

5. Curved LED Displays

Curved LED displays have outstanding traits that make them fit for any business setting. Its thin feature, for instance, makes them suitable for and adaptable to various environments because they don’t take up much space. 

Thanks to their lightweight features, they are also very easy and convenient to move and install. They also have high pixel densities, which gives a clear visual effect, allowing you to enjoy a high-quality visual experience. 

Using a curved LED display in a conference room setup for meetings has a lot of benefits. On the one hand, the visual appearance is welcoming, which can draw and hold your conference attendees’ attention. 

The creative designs of the display also make it possible for you to create multiple complex curved display layouts, which helps to add visual impact and interactivity to your meeting.

6. Transparent LED Displays

These are very transparent, as the name implies. It utilizes unique display technology and an LED module, permitting light to permeate the screen and achieve a transparent effect. These LED displays have high contrast, bright color performance, and high brightness levels, providing clear images but in a transparent state. 

Usually, It is used in creative displays and scene design. Also present in transparent LED displays are adjustable transparent features, which allow you to adjust the display’s transparency to suit your requirements. This allows them to adapt to any environmental requirements and different scenarios, including in conference rooms. 

These technologies are often installed in glass or transparent materials, such as in glass curtain walls, windows, or display cabinets. 

Benefits of Using LED Indoor Displays in Conference Rooms

Having looked at the different set-up conference room indoor LED displays, let’s now highlight their benefits.

1. Flexible Aspect Ratio

One beautiful thing about using LED displays in conference room setups is their flexible aspect ratio. Most LED displays have standard flexible aspect ratios of 16:9 and 4:3, which makes them fit for all and not certain use cases. 

They are good for multitasking purposes, such as summit hearings, client calls, presentations, etc. Also, the flexible size of the LED display can meet the requirements of any meeting place, whether small, medium, or large scale. 

Most LED displays also come with modifiable circuit board materials and silicone masks, which makes it easy for manufacturers to design any LED video wall shape for all office use.

2. High Engagement

Another significant benefit of using LED indoor displays in a conference room is its high engagement benefits. With the help of the interactive screen’s easy-to-use interface, conference meeting room setups are made highly engaging and captivating.

Also, the visually appealing interface brought about by the display’s brightness and lighting effects helps to enhance the engagement levels of a presentation or meeting. 

3. Dynamic Presentations

Using LED displays helps to improve conference room presentation. It lets you create dynamic presentations capable of drawing the right attention. Also, LED displays like interactive whiteboards help you write, draw, and make changes to emphasize your presentation’s points further. 

Thanks to these LED devices’ inbuilt interactive suite and interface, presentations are made more effective, interactive, less strenuous, and more understandable, giving rise to a more productive work atmosphere.

4. Collaboration

Interactive panels foster the sharing of content and ideas despite the geographically scattered team members. Incorporating this advanced technology in the teams’ conference room setup encourages increased participation and discussion among team members. This will lead to better team spirit and sportsmanship.

5. User-Friendly Interface

As you might already know, LED displays often come with user-friendly interfaces and software that make operating, controlling, and managing the displayed contents effortless and less strenuous. Its instinctive control systems offer hassle-free and smooth functioning and simplify scheduling and updating of content. 

This makes them appropriate for various areas of your conference meetings, webinars, seminars, and events. It is important to note that the whole system of most LED displays is wireless, so you can choose real-time control and management via a mobile phone, a laptop, a tablet PC, or a remote control.

6. High-Resolution Display

Built with fine pixel pitches, LED displays make your conference room stand out and look amazing. It has quality resolution and definition, giving your conference room outstanding clarity and liveliness, even in daylight. 

Quality resolution helps to create quality pictures and videos, whether you are viewing from far distances or up close in large conference gatherings or small meetings. This helps to ensure your clients and attendees have a first-hand viewing experience. 

7. Professional Brand Image

An LED display in your conference room can show the level of professionalism of your company. It aids in showing your brand’s logo, images, and signature engagingly and brightly. This helps to improve how your business partners and clients see your brand. 

This also helps to leave a long impression, making your brand appear ingenious, creative, modern, and professional. LED displays add a little touch of elaborateness to the conference room and capture attention in a visually appealing and professional manner, thereby improving the overall experience for everyone present at the conference. 

8. Low Power Consumption 

Lower power consumption is also one of the many benefits of using an LED display in your conference room. Due to their energy-efficient designs, LED displays have low power consumption levels. 

Since LED displays are considered high-performance, largely attributed to their high luminous efficacy, using these LED display technologies in your conference meeting room setup helps to reduce energy waste and save you some money by reducing electricity bills. It is a win-win situation; you must agree.

It is also worth noting that another benefit of an LED display is that they are highly durable and can last for a long time, so you wouldn’t have to worry about repairing or changing them for a couple of years.

10 Factors to Consider When Setting Up an Ideal Conference Room 

1. Events or Conference Purpose

As noted earlier, understanding and determining your purpose for establishing a conference room is the first step in its setup. You must decide on what events the meeting room will be catering for. 

Is it for purely company meetings and open discussions, or a more elaborate conference-themed party where many dignitaries and attendants will be present? Getting the right answer to these questions and more is important if you must have your ideal conference room. 

2. Meeting Size and Number of Attendees

The meeting size goes a long way in determining the best conference room setup for your business or organization. For instance, a small group discussion or meeting is best suited for a hollow square conference-style setup. In contrast, a large conference meeting size is best to be held in an auditorium setup. 

Similarly, while considering the meeting size, you should also consider the number of people in attendance and make your plans based on that information. To best understand how to determine the number of attendees, you should first and foremost find out how many will attend all your meetings virtually and how many will be physically present. 

This will help you make a better and more informed decision on the room type to go for.

3. Accessibility

Accessibility of your conference room is another factor to consider. You must ensure everyone can assess the meeting room and use its features. Make provision for wheelchairs and pathways for people with special needs and deformities who will be attending the meeting.

Also, make necessary steps to accommodate virtual attendants by making adequate provisions for them to join the meetings anywhere they might be. Put out a clear sign indicating where the conference room is located for first-timers who might find it difficult to navigate or find their way around the building.

4. Budgeting

Budgeting is very important in every business plan. In planning a conference room setup, it is important to budget the conference room setup cost, such as the cost of buying and installing the necessary equipment, tools, and technologies. Market research should be the best option to determine the cost of these pieces of equipment. 

You should also budget for paying the professional to install or mount these technologies. Making accounts for this budget will help you decide which conference room setting is within your budget.

5. Lighting 

Lighting is a substantial part of every business setting. It helps to improve the aura of the environment. Investing in high-quality lights gives your conference room enough brightness. When choosing the lighting, go for lights with at least 2400 to 5000 lumens or about 500 LUX for clear visibility in the room. 

These lights are best for writing, reading, and general navigation throughout the room. Making provisions for natural lighting in the conference room is also advisable as it delivers an even better ambiance.

6. Acoustics

You must agree that background or external noise during a meeting can be upsetting, frustrating, and distracting. One good news is that there is a way to sift this noise from entering your meeting room, which is through the use of acoustics. 

Acoustics help you control the reception and effects of sound. This is especially important if you have regular and important conference room video calls and virtual meetings as it helps to better communication.

7. Power Supply

Making a provision for a  power supply is also advised when planning to set up a conference room. You must ensure a stable and reliable power supply in the meeting room and the company, as this helps in the seamless and smooth flow of business in the organization. Make provisions for a backup power supply in case of a sudden power or grid failure to avoid embarrassment during a meeting.  

8. Design and Layout

Having determined the kind of meeting to be held in the conference room and your goal or intent of establishing one, the next step is to decide the conference room setup and designs. To do this, you start by analyzing your company’s offices to determine the largest and best room for the setup. 

You also need to have a dedicated room design and building plan; this will make the job easier. If you have just a small team, you can opt for a small conference room setup by carving out a small nook or corner of your office or company and then placing a few tables, chairs, and other necessary equipment.

9. Room Color

Your design features and decor speak well about your taste, style, and the overall aesthetics of the building. One way of meeting the fancy standards of a conference room is by merging playful elements like colors into the room. Colors have a way of influencing how your attendees perceive your company. 

This is why you must go for colors that fit the room’s general atmosphere and soothe your employees and partners. Try as much as possible to blend and integrate the signature colors of your company brand into your designs. Also, go for bright colors that can help promote and foster creativity and energy.

10. Space Flexibility

One of the best conference room setup ideas is assessing your conference space flexibility. As you might need the space for different purposes, choosing a space that can adjust to any change or renovation is important. 

One way to help make the room flexible is by investing in reconfigurable and lightweight furniture like movable chairs that can be shifted and arranged to meet specific needs. This also makes it easy for your attendees to adjust their seating arrangements if unsuitable.

Conclusion

Having the best video conference room in every company or business is important. Different types of conference-style meeting setups will soothe your needs, from boardroom style down to banquet style, as listed above in the article. 

While there are many factors to consider in choosing the best for you, investing in indoor LED display products is sure the best choice. When it comes to manufacturing the best LED display products, you can always count on NSELED for the best. Check out some of our products and solutions and have yourself a nice conference room.

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