The Essential Conference Room Setup Guide

Executive Board Room located in Philadelphia, PA

Effective Conference Room Setup Guide

What is the best way to set up your video conferencing room? Considering the never-ending development of office technology, it is imperative your business communication solutions are designed with scalability and futureproofing in mind. With the proper video conferencing system in place, your employees, coworkers, and clients will be empowered to communicate more effectively and efficiently. Hensinger AV’s meeting rooms are designed to act as a professional environment that brings people together to collaborate and share their knowledge. This basic guide to setting up a conference room will serve as a useful starting point.

There are several things to consider when considering conference room solutions. Here are some tips to help you get the conference room setup you need to maximize its potential.

Video Displays

The proper display is essential for screen sharing and connecting over the video, whether it’s a spreadsheet with financial analyses or a flowchart of a product roadmap. When designing conference rooms, video monitors are a constant source of contention. You should take into account the following:

  • Display size
  • Type of display – Liquid Crystal Display (LCD), Light Emitting Diode (LED), or Projector
  • Mounting height

As a rule of thumb, the screen’s diagonal size should be around half the room’s length. A 96-inch diagonal screen works well in a space with 8 to 10 seats. The cost of a 96-inch panel may be too high for certain companies, although video display costs have decreased in recent years. Display sizes up to 60 inches are suitable and cost-effective for small huddle and conference rooms. Projectors are a viable television alternative when the desired screen size exceeds 85 inches.

Because of their scalability, projectors serve a variety of purposes. It’s important to note that projectors do have one issue, and that’s the lighting in the room. To get the best results from the projection, the lights in the room should be turned off or lowered. A way to combat this is to use a projector with higher-than-average lumens. Lumens is how bright your projection will appear in a room; a brighter room environment requires higher lumens.

Video Conferencing Technology

Video conferencing equipment is becoming more affordable and easily deployable due to the highly competitive hardware market. The list of differing options for conferencing equipment is quite literally growing by the day. With that being said, our team of solution designers prefer to stick with equipment in the same ecosystem. This will ensure systems can be easily tied together and will function as intended. Our ecosystem of choice is the Logitech Rally. The Rally is a modular system which can be easily outfitted with additional microphones or displays. A solution like this offers easy wireless or wired content sharing as well as compatibility with all of the popular software such as Microsoft Teams or Zoom. The age of “shared screen” is upon us – and it has helped us deliver effective video conferencing solutions for businesses like yours.

Audio – Speakers and Microphones

The audio in the conference room is just as important as the video. Whether you’re holding a meeting while sharing screens or giving a PowerPoint presentation, crystal-clear audio is necessary for both meeting participants and in-person viewers alike. Evenly spaced microphones should be placed on the tabletop or located on the ceiling, ensuring voices can be easily captured and transmitted to online viewers.


A properly placed video conferencing camera will help virtual meeting participants feel as if they’re in the room with the presenters. It is common practice to position the camera above the screen in a huddle room with a small video display. The camera can also be placed below the screen, though this is only ideal if the screens are large enough. The Logitech Rally camera is able to capture 4k quality video, helping the meeting space retain its high-quality audio and video components.

Control Panel

Having a control panel with accessible plugs and switches is crucial. Not only does this help with the setup and commencement of the meeting, but it also makes it easier for those attending to know how to operate the system without earning a four-year degree in video conferencing. Within the control panel should be the ability to cast content from a laptop or the ability to start, schedule, and end meetings.

Room Scheduler

A room scheduler is better than using a whiteboard to reserve space. This simple yet effective tool helps organize meetings and conferences, giving the visual aid of whether a room is in use or not. You can use a simple interface to organize meetings by date and time, marking them as unavailable as to avoid scheduling conflicts.

Conference Room set up with Hensinger-AV

With Hensinger-AV, conference rooms are more than just a place to have conference calls. They’re a way to ensure efficiency in your business and productivity in your workplace. We work hard to ensure that each room we set up for you has the proper configuration for any meeting or conference. It’s about making your business flourish, and we’re always looking for new and better ways to do that.

If you would like to know how we can help improve your conference room setup, please do not hesitate to contact us. To learn more about our conference room solutions, view our web page to answer any questions you may have. You can reach us at (856) 326-1990 or email [email protected].


In conclusion, your conference room setup is extremely important in terms of success for your business. For this reason, finding the perfect space for holding meetings and conducting conferences is critical. It is important to consider all aspects of designing the conference room so that you can be fully prepared for any meeting or conference. With Hensinger AV, you can be confident that you’ll have a fully equipped space to provide all necessary functions and will boast a sleek, stylish, and efficient design.

We’re excited to work with you to create a space that not only looks great but meets all the respective criteria and achieves your goals. Don’t hesitate to contact us to schedule a consultation, which is the first step in our 3-Easy-Steps process. We are looking forward to hearing from you and building something fantastic together!