Designing Audio/Visual Systems For Meeting Rooms

Meetings are an important part of business.  They help orient your team, and keep thing going in the right direction.  Audio/visual systems for meeting rooms can help expedite meetings, while also increasing clarity, and efficiency.  In this article, we’ll help you design great audio/visual systems for meeting.  We’ll discuss details of video, and audio to ensure a great meeting setup.

Video Systems For Meeting Rooms

Video systems are crucial for effective communication and collaboration in today’s interconnected world. They enable remote systems for meetings, presentations, and training, bridging geographical barriers and fostering seamless information exchange across distances.  They can also facilitate visual information, leading to faster, more effective communication.  There are two main sources of video, displays, and projectors.


Displays offer several advantages. They provide a consistent, high-quality image visible in well-lit environments, while having a sleek, professional appearance that enhances the room’s aesthetics.  Displays are user-friendly, with intuitive controls and connectivity options for various input sources. Their long lifespan and low maintenance requirements make them a cost-effective solution for meeting room setups.

While displays offer many benefits for meeting rooms, they also have some potential disadvantages. Limited image size compared to projectors may be challenging for larger rooms or audiences. They sport a higher initial cost than projectors, especially for larger display sizes. Wall mounting or stands may be required, adding installation complexity and cost. There may be glare or visibility issues from certain viewing angles. Some display types may even have burn-in or image retention issues. 


Projectors are the best alternative to displays in systems for meeting rooms.  Projectors offer advantages like larger image sizes for bigger rooms and audiences. They provide flexibility in positioning and image adjustment, eliminating permanent installation requirements. This makes them great for relocation between different meeting spaces. With advancements in projector technology, image quality and brightness have significantly improved, leading to greater versatility.


Projectors have some notable disadvantages in meeting room environments. They require dimmed lighting conditions to maintain optimal image quality, which can be disruptive to writing or other activities. Replacement lamps are costly and require frequent maintenance. Projectors often generate noise that can distract during meetings or presentations. Considerable setup time and proper alignment are also necessary for effective use.

Generally speaking, projectors are good for bigger environments, while displays are great for a small team.

Audio Systems For Meeting Rooms

Since meetings are audio-oriented, having a good system for audio can do wonders for communication, allowing all members to hear each-other clearly.  They are also necessary for online video meetings.  Audio systems are mainly composed of microphones, and speakers.


There are essentially two kinds of microphones, wide-coverage mics, like ceiling or boundary, which are great for more open-ended meetings, and single-speaker, like gooseneck or lavalier, which are great for a presentation style meeting.

Ceiling Microphones

Ceiling microphones are an excellent choice in systems for meeting rooms as they provide full room coverage and capture audio from all participants without obstructing line-of-sight. These discreet microphones seamlessly integrate into the room’s design, ensuring an uncluttered and professional environment.

Ceiling microphones are ideal for mid to large-sized meeting rooms with multiple participants.  They generally suffer in cases where flexibility is required, since they are complex to install.  They can also result in faulty sound-coverage, resulting in some participants sounding louder than others.

Boundary Microphones

Boundary microphones, placed on the meeting table, offer a convenient and effective solution for capturing audio in meeting rooms. These unobtrusive microphones provide high-quality sound pickup from participants seated around the table, ensuring clear communication during discussions and presentations.

Boundary microphones are well-suited for smaller to medium-sized meeting rooms where participants are gathered around a central table. Their close proximity to the audio sources ensures excellent sound quality and minimizes interference from ambient noise.  Their proximity, however, may cause audio to drop-out when a participant moves away from the table.


Gooseneck microphones are a popular choice in systems for meeting rooms, providing a fixed, dedicated audio source for presenters or speakers. These microphones mount onto a podium or stand, offering a professional set-up familiar to most speakers.

Gooseneck mics excel at capturing clear audio from a single source, but do not provide room-wide coverage. Their fixed nature also limits mobility for presenters who move around frequently.  These qualities make them a good option for meetings where a singular individual does the vast majority of the talking.


Lavalier or wireless lapel microphones are versatile solutions in systems for meeting rooms, ensuring clear and consistent audio capture from presenters or key speakers. These discreet microphones clip onto the speaker’s clothing, allowing them to move freely around the room without being tethered to a fixed position.

Lavalier mics provide excellent audio quality and eliminate potential issues with distance or obstructions. However, they require individual microphones for each speaker, which can be cumbersome for larger meetings. Battery life and potential interference should also be considered when using wireless lavalier microphones.


Once your microphones are set-up you’ll need speakers to use as an output.  There are several solutions ranging in complexity, cost, and quality.


Soundbars are a great simple solution for audio output.  They are usually mounted below a display, and can serve as a source of audio for speakers and video calls.  Soundbars are typically more cost-effective than other methods of getting audio.  They’re also remarkably simple, needing only a few cables, and being very simple to set up.  Some soundbars even come with microphones for an extra simple audio input.

The main downside of soundbars is their lack of sound quality and volume, as they can fail to effectively fill up a large space, making them more well suited to small spaces.


Ceiling Speakers

Ceiling speakers are a popular choice for systems for meeting rooms, offering seamless integration and consistent sound distribution throughout the space. These flush-mounted speakers provide a discreet and aesthetically pleasing solution, blending into the room’s design.

Ceiling speakers excel in medium to large meeting rooms, ensuring uniform coverage and audibility for all attendees. However, they may struggle to deliver localized audio in smaller spaces and can be challenging to install, often requiring professional assistance and proper acoustic treatment for optimal sound quality.

Table-top speakers

Tabletop speakers provide a compact and convenient audio solution for meeting rooms. These small speakers can be easily placed on tables or desks, delivering clear and localized sound for attendees seated nearby.

Tabletop speakers are well-suited for smaller meeting rooms where participants are gathered in close proximity. They offer a simple and cost-effective alternative to ceiling speakers, with minimal installation requirements. However, their limited coverage area may not be adequate for larger rooms or when attendees are spread out, potentially leading to uneven sound distribution and reduced audibility for some participants.


Sound Panels

Minimizing echoes and reverberation is essential for achieving clear audio in meeting rooms. Simple measures like adding sound-absorbing panels, curtains, or carpeting can help reduce unwanted reflections. Careful placement of microphones and speakers, along with proper acoustic treatment of surfaces, can further mitigate echoes and enhance speech intelligibility during meetings and presentations.

Creating an effective audio/visual system for meeting rooms requires carefully considering and integrating various components. From displays or projectors to microphones, speakers, and acoustic treatments, each element plays a crucial role in enabling productive collaboration, clear communication, and engaging presentations. By selecting the appropriate technologies and implementing them thoughtfully, organizations can create meeting spaces that foster seamless interactions, whether in-person or virtual.