Choose the Right AV Setup for Your Conference Room (2025)

Learn how to choose the best AV setup for your conference room in 2025. Get expert tips on displays, sound, video conferencing, and more.

A well-designed conference room can transform the way your team collaborates and significantly boost productivity. But if the audiovisual setup is outdated, meetings can quickly become unproductive and frustrating. With the right technology, your conference room won’t just look impressive—it will function seamlessly.

Whether you’re designing a brand-new space or upgrading an existing one, this guide will help you choose the right AV setup to ensure reliable performance, professional quality, and long-term value.

1. Start with the Room Size and Layout

Before selecting any technology, you need to consider your conference room’s size, shape, and seating capacity. These factors will determine the appropriate screen size, speaker placement, microphone coverage, and more.

Conference Room Sizes:

• Small Huddle Rooms (2–6 people): A single display screen paired with a soundbar or tabletop microphone, along with basic lighting and speakers, is typically sufficient.

• Mid-Size Rooms (6–12 people): You’ll need larger display screens, ceiling-mounted speakers, microphones, control systems, and upgraded lighting for full coverage and clarity.

• Large Boardrooms (12+ people): Consider dual displays, in-ceiling speakers, distributed microphones, and a centralized AV control panel to manage the entire system efficiently.

💡 Pro Tip from Lightman Technology:

We recommend walking through the space with a technician before purchasing any equipment. Our team can identify challenges, locate power access points, and recommend customized AV solutions that fit your specific space and needs.

2. Choose the Right Display Solution

Your display should match the size and purpose of your conference room. Smaller rooms may only need a single TV or panel, while larger spaces benefit from projectors or dual displays for better visibility and collaboration.

Display Types:

• LCD Panels: A budget-friendly option ideal for small conference rooms. Easy to install and maintain.

• LED Displays: Great for medium-sized rooms, offering enhanced brightness, sharp image quality, and better durability.

• Projectors: Best suited for large conference rooms where greater screen size and visibility are needed—especially in low-light environments.

• Interactive Displays: Touchscreen displays that are perfect for brainstorming sessions, whiteboarding, and collaborative meetings.

• Dual Display Setup: Ideal for hybrid meetings—one screen can show remote participants, while the other displays shared content or presentations.

• Digital Signage Displays: Useful for displaying meeting schedules, company branding, or real-time information in lobbies or outside meeting rooms.

3. Get Serious About Sound

A quality audio system not only enhances your conference room—it also prevents one of the most common meeting complaints: poor sound. Depending on your room size and layout, it’s important to choose the right combination of speakers, microphones, and acoustic treatments.

Consider:

• Ceiling Speakers: Ideal for even sound coverage in mid-to-large rooms. They create a clean, clutter-free look and maintain a professional atmosphere.

• Tabletop and Soundbar Speakers: Compact, easy to install, and perfect for small conference rooms or huddle spaces.

• Wall-Mounted Speakers: Designed for optimal sound projection. Best suited for medium to large rooms where overhead installation isn’t ideal.

• Acoustic Panels: Essential for reducing echo and improving sound clarity in rooms with hard surfaces or lots of glass.

• Wireless or Boundary Microphones: Offer flexible microphone coverage for larger rooms. Great for capturing voices from across the table without messy wires.

• Integrated Speaker Systems: Often bundled with video conferencing setups, these systems offer streamlined control and excellent performance for modern meeting rooms.

Need help choosing the right audio or display system?

Lightman Technology specializes in custom AV solutions for conference rooms of all sizes—offering expert advice and competitive pricing. Contact us today to get started!.

4. Video Conferencing Compatibility

Most businesses rely on platforms like Zoom, Microsoft Teams, or Google Meet. Your AV system should integrate seamlessly with the tools your team already uses to ensure smooth, professional meetings.

Be sure your setup includes:

• HD Webcam – For clear, high-quality video.

• Echo-Cancelling Microphone – To eliminate background noise and improve clarity.

• USB or Wireless Hub – Makes it easy to connect a laptop or supports a dedicated room PC for hosting meetings without needing personal devices.

Source

We recommend Logitech conference rooms solutions, such as their all-in-one Rally or Logitech Sight camera that gives intelligent multi-participant framing.

5. Centralized Control Systems

No one wants to fumble with multiple remotes or buttons during a meeting. That’s why a central control system is a smart investment for any conference room—it lets you manage everything from one intuitive touch panel or tablet.

One great option is Crest Ron Flex  which allows you to control everything from one single interface.

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6. Lighting

Don’t underestimate the power of lighting—it not only elevates the look and feel of your conference room but also improves on-camera visibility and overall meeting quality.

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We recommend Lutron lighting, which lets you control brightness with the touch of a button, mimic natural daylight, and adjust settings based on different meeting activities. Lutron systems can also integrate with your AV setup, allowing you to adjust both lighting and display with a single touch for a seamless experience.

7. Work with a Local AV Expert

   
   

The key to getting the right technology in your conference room is working with an AV expert who can visit your space, recommend the right solutions, and help you avoid unnecessary costs and headaches.

At Lightman Technology, we design customized AV plans based on your goals and room layout. We source high-quality equipment at competitive prices—often securing exclusive deals through our trusted suppliers. From installation and testing to training your team, we ensure your system is easy to use and built for long-term success.

We proudly offer AV installation services for conference rooms throughout Madison, Milwaukee, and surrounding areas.

Schedule your free consultation today and see how we can elevate your space.