Corporate Meeting Room AV Design
Getting the Space Right
You probably know exactly how your meeting rooms perform day to day. Some work well; others never quite feel right. Maybe the sound is patchy, the screen is in the wrong place, or it just takes too long to get a call started.
From working with our clients, we know most teams have found their rhythm with hybrid working, the next step is making sure the spaces keep up. We have seen the same patterns time and again: great technology let down by poor layout, echo that makes people switch their cameras off, or controls that feel like they need a manual to use. The smallest details, like where a microphone sits, how the camera is framed, or how natural a call feels for someone joining remotely, can make all the difference.
That is where good AV design really makes a difference.
What Makes an Effective Meeting Room AV Setup
When we walk into a meeting room for the first time, we can usually tell how well it works before anyone switches anything on. The layout says a lot, where people naturally sit, how they face the screen, and how sound travels around the room. Most of the time, the issues we find are not about technology at all; they are about how the room has been set up to handle it.
Small meeting rooms often struggle with sound. Poor acoustics can make voices echo or sound harsh, and a single ceiling microphone or the wrong speaker placement can leave people sounding distant or uneven on a call. In larger spaces such as conference rooms, the challenge is usually visibility, making sure everyone can see, hear, and take part without the experience feeling forced. Then there is the hybrid factor. The setup that works for three people in a huddle room does not work for twelve in a conference room, yet we still see the same systems applied to both.
Good AV design starts by matching the technology to the way the room is actually used. That might mean rethinking camera angles, changing where controls sit, or switching to a more consistent platform such as Microsoft Teams Rooms. Done well, it feels intuitive. People stop worrying about the setup and start focusing on the meeting.
Small Meeting Rooms and Huddle Spaces
Smaller meeting rooms are often the hardest to get right. They are used constantly, by different teams, for different purposes, quick check-ins, client calls, project discussions, and hybrid meetings. That flexibility is exactly what makes them valuable, but it is also where most of the problems start.
In compact spaces, everything affects everything else. A hard surface makes sound bounce, a screen too large overwhelms the room, and a poorly placed camera makes remote participants feel like they are watching from the corner. Getting small rooms right is about control: sound, light, layout, and connectivity, so the space works for whoever walks in next.
The most effective setups are the ones that feel simple, but behind that simplicity is careful design. We often find that the biggest improvements come from precise adjustments rather than a full refit, such as:
Fine-tuning room acoustics to control echo and speech clarity. The right balance of materials can completely change how a small space feels.
Re-positioning microphones and speakers to avoid harsh sound or feedback loops that are common in confined rooms.
Integrating platforms like Microsoft Teams Rooms directly into the AV system, so people can start a meeting in seconds without extra cables or laptops.
Balancing lighting and camera angles so faces look natural on screen, not washed out or in shadow.
Selecting compact, professional-grade equipment that fits the room physically and functionally, neat, reliable, and consistent across all your spaces.
When designed properly, small meeting rooms become some of the most productive spaces in the building. The technology fades into the background, and people can focus on the work, not the setup.
Conference Room AV Design
Conference rooms come with a different set of challenges. These are often high-profile spaces where teams present to clients, directors meet, or important decisions are made. The expectations are higher, and so are the demands on the technology.
What we see most often in larger rooms is inconsistency. Sound does not travel evenly, the far end of the table feels disconnected from the conversation, or people joining remotely cannot see what is happening in the room. A setup that works perfectly for six people quickly falls short when there are twelve around the table and others dialling in.
Designing effective conference room AV solutions is about balance. The space needs the flexibility to host everything from video calls to in-person presentations without compromise on either. That requires careful attention to how sound moves, how cameras track participants, and how easily the room can adapt to different meeting styles.
Some of the most impactful improvements come from getting the fundamentals right:
Sound coverage designed around the room’s shape and size to ensure consistent clarity from every seat.
Multiple camera zones or tracking cameras that follow the speaker naturally, keeping remote participants engaged.
Large, high-resolution displays placed for comfortable visibility, not just impressive scale.
Centralised control systems that manage lighting, audio, and video from one interface to keep setup simple.
Reliable, supported hardware integrated into the network so IT teams can monitor performance and resolve issues quickly.
Every conference room is different, and so is the way it is used. A space designed with the right audio visual installation in mind feels seamless, professional, and consistent across every meeting. That is the kind of environment where people focus on the conversation, not the controls.
Designing Meeting Spaces That Work
Whether it is a quick catch-up in a huddle room or a client presentation in a conference room, the goal is always the same: clear communication. That is what good AV design protects. Technology is only ever a means to an end; what matters is how people connect through it.
We often remind clients that the best meeting rooms are not defined by the hardware on the wall but by how naturally the conversation flows. The design decisions behind that are deliberate: understanding how teams meet, how rooms are used, and how technology can quietly support both.
That focus on connection is what turns meeting spaces into something more valuable. It is how you create consistency across every room, every building, and every call, whether people are sitting side by side or joining from across the world.
Talk to Us About Your Next Meeting Room AV Project
Designing meeting spaces that work takes more than adding new technology. It is about understanding how people use the room, what stops it from running smoothly, and how the right setup can make meetings work well. That is the part we specialise in.
If you are reviewing your meeting rooms or planning new spaces, we can help you find the right balance between design, performance, and usability. Talk to us about your next meeting room AV project and see how thoughtful design can transform the way your teams meet.
