How to set up a conference room for video conferencing


How to set up a video conference room?

Some of the things to consider when purchasing your screen include:

  • The size of the screen
  • The type of display
  • Where you mount it Screen Sizes for Conference Room Video Monitors When setting up a conference room for video conferencing, the size of the video conferencing display screen in your …
  • Small group breakout room: 42” to 50” screen
  • Boardroom or conference room: 50” to 96” screen

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How do you set up a video conference?

Tap the “Hangouts” tab.

  • On Android, instead tap + in the bottom-right corner of the screen.
  • If this is your first time opening Hangouts, you’ll first tap GET STARTED and select each Google account you wish to use with Hangouts.
  • If prompted, enter the email address and password for the Google account you wish to use before continuing.

How to set up a conference room for video conferencing?

· Where you mount it When setting up a conference room for video conferencing, the size of the video conferencing display screen in your conference room should vary by the width and length of the room and where your attendees will be seated.

How do I connect to a video conference?

The following is a brief overview of how Video & TV Cast works:

  • Install the Video & TV Cast application on your phone.
  • Connect your phone and your Smart TV to the same Wi-Fi network.
  • Use any video call application, such as Skype, WhatsApp Call, Zoom, etc.
  • Hold down the ‘Tap Here to Cast’ button.
  • Your video call will be mirrored on your TV.

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How do you set up a conference room?

7 Steps To Make The Best Conference Room For Your OfficeChoose the right conference room equipment. … Standardize the conference room technology and equipment. … Conference room must-haves and nice-to-haves. … Ensure Sufficient Network Bandwidth for the conference room. … Make the conference room technology easy to use.More items…•

How do I set up video conferencing equipment?

Hardware for the Best Video Conferencing SetupInvest in the Right Monitor. … Acquire a Good Microphone. … Buy Speakers or a Headset. … External or Built-In Webcam. … Consider a Large-Format Display. … Video Conferencing Solutions. … Digital Whiteboarding Software.

How do you make a virtual conference room?

0:002:43How to Create a Virtual Conference Room – YouTubeYouTubeStart of suggested clipEnd of suggested clipSo just go to the website web room net type in your name. Put it Richard I’ll put in my dog’s emailMoreSo just go to the website web room net type in your name. Put it Richard I’ll put in my dog’s email address in this case because I don’t want to put my real email address out in the video land.

What equipment is needed for a video conference?

Here are some of the most commonly used video conferencing equipment: Displays: laptop, desktop monitor, television screen. Microphones and cameras: built-in microphones and webcams, USB microphones and webcams. Speakers: built-in computer speaker, external speaker, VoIP (voice over IP) conferencing phone.

What are the basic requirements for video conferencing?

What are the basic requirements for video conferencing?High-resolution webcam. … Fast computer processing. … Sufficient network bandwidth. … Video conferencing system. … Video display screen. … Microphone. … Video conferencing software. … Mobile video conferencing app.

What is the best setup for Zoom meetings?

6:3011:06Make Your Zoom Meetings Look Amazing | Best Zoom Meeting SetupYouTubeStart of suggested clipEnd of suggested clipAnd essentially lights up around your noggin. So you pop from the background. Right so you can seeMoreAnd essentially lights up around your noggin. So you pop from the background. Right so you can see the outline of your head. And you pop from the background. You have more depth.

What makes a good conference room?

“A meeting area that’s comfortable stylish and fully equipped will help you communicate better and build relationships,” notes Gaiku. “It can effectively lead to attracting clients or finalizing deals.” Or, we might add, brainstorming the Next Big Thing. You’re there to work, so you want a results-oriented environment.

What is the best virtual meeting platform?

The Best Free Video Conferencing PlatformsZoom.Google Hangouts.Dialpad Meetings.TrueConf Online.Skype.FreeConference.Lifesize Go.Slack Video Calls.More items…

What is a virtual conference room?

A virtual meeting room is a unique identifier that allows a meeting organizer to invited attendees from disparate geographical locations to collaborate in real time over the Internet. A virtual meeting room is also known as a virtual meeting space.

How does video conferencing differ from teleconferencing?

Video conferencing, as the name suggests, allows people to see each other as well as hear each other. Teleconferencing, on the other hand, only has audio. You can pick one depending on the kind of conference you need to have.Video Conferencing VS Teleconferencing: What are the … › teleconferencing › video-conferencin… › teleconferencing › video-conferencin…

How do I video conference on my laptop?

0:041:26How to Make a Video Call on My Laptop : Computer Know-HowYouTubeStart of suggested clipEnd of suggested clipThe next thing you want to do is download and install a program called Skype Skype is what microsoftMoreThe next thing you want to do is download and install a program called Skype Skype is what microsoft recommends that you use to make video calls. It’s available free to download from Skype comm.

How is video conferencing done?

There are a variety of ways video conferencing can be conducted. Individuals may use web cameras connected to or built into laptops, tablets, or desktop computers. Smartphones and other connected mobile devices equipped with cameras may also be used to connect for video conferences.

What are the different types of video conferencing?

4 Types of Video Conferencing1:1 conversations. Perhaps the most common and intimate way people use video conferencing is through one-on-one video calls. … Internal video calls/team meetings. … External video calls/customer and vendor relationships. … Large/all-hands meetings.

Screen Sizes for Conference Room Video Monitors

When setting up a conference room for video conferencing, the size of the video conferencing display screen in your conference room should vary by the width and length of the room and where your attendees will be seated. Seating eight to 10 people generally takes a room size of at least 16 feet, more if you’re still requiring social distancing.

Display Types for In-Office Video Conferencing

Once you’ve determined the size and where to mount your screens, the next step is to select the display type. There are three primary types of video conferencing displays:

Where You Mount Your Video Conferencing Displays Matters

Mounting height is always an issue; consider that, for two-way video conferencing, you want everyone to be as close to eye level as possible. This is good from an ergonomics perspective—you don’t want your workforce to have chronic neck fatigue from craning up at a screen all day.

Designing the Audio for your Conference Room Video Conferencing System

Speakers and microphones are a critical part of any video conferencing setup. They contribute significantly to the collaboration that occurs between teams. What you select depends upon the size of the room and the number of participants.

Video Conferencing Camera Considerations

Finally, there are considerations around the type of video camera you use. In small breakout rooms, participants can use the built-in cameras on their individual laptops or other devices. But you can also place a room camera above the display. Small meeting rooms are usually pretty simple.

Selecting a Video Conferencing Vendor for Your Conference Room Set-Up

The final step in designing your conference room video conferencing system is to select the video conferencing vendor who provides the virtual meeting. MegaMeeting has decades of experience in partnering with all kinds of businesses to provide a high-quality HD experience with all the bells and whistles your teams need to improve collaboration.

What is a functional conference room?

An easy-to-use, functional conference room allows people to move in it freely while providing the tools needed for participants to collaborate with one another. Here are 6 ideas to consider when setting up your next conference room.

What is the layout of a room?

1. Layout. The overall layout of a room considers what the people within that space will be doing. For instance, hosting a presentation versus facilitating a workshop will likely call for different ways in which you’ll need to set up the chairs and seating in that space.

Can a conferencing tool make or break a meeting?

Traditionally, physical phone systems were the main ways of setting up conference calls, but configuring these can be costly and confusing, especially for small business owners who don’t (yet) have an IT team to get these up and running.

What type of display is needed for a conference room?

Here are a few things that you need to consider: Display size. Type of display – Liquid Crystal Display ( LCD), Light Emitting Diode (LED), or Projector. Mounting height. Let’s start with the size first.

What is the use of control panels in a conference room?

This is often the question when companies purchase all of the individual hardware separately and assemble it into a conference room kit . While this does serve the purpose, it’s not the same as the full meeting kits such as Zoom Room or Google Hardware for Meets kit. The most important feature that the bundled video conferencing package brings is convenience. Control panels make virtual meetings a whole lot easier to organize and conduct; scheduling is a breeze with the Calendar and email integrations, you can join the meeting with a single click, and it offers quick and easy access to all of the meetings functionalities.

Why use a room scheduler?

The room scheduler helps to increase your team’s meeting efficiency. Team meetings are more likely to start and end on time. In addition, employees can quickly move impromptu meetings into a huddle room. The display panels outside the rooms show the day’s schedule, meeting titles, and the invited participants.

Why use an interactive whiteboard?

If brainstorming is a regular feature of your virtual meetings, then an interactive whiteboard can be an invaluable asset. These whiteboards allow you to directly annotate on the display and share it with the participants in real-time or after the meeting. This helps in creating more engaging presentations and engenders greater participation.

What is room scheduling software?

An added benefit of the room scheduler software is the room analytics that you get access to. It records key statistics such as hours each room is reserved, meeting frequency, times of the day, and the average length of meetings. This can open doors to a whole lot of insights for your teams.

What camera do I need for a meeting owl?

Another option is to go for the Meeting Owl, which comes with a 360-degree angle camera, built-in speakers, and omni-directional microphones. In addition to the camera, you also need to consider the room lighting.

What is wireless presentation?

A wireless presentation system is a technology that allows multiple devices such as PCs, tablets, or smartphones, to simultaneously stream content to a larger screen using screen mirroring technology. Since multiple users can simultaneously access the system and make presentations, this is useful in collaborative environments such as brainstorming sessions.

Step 1 – Choose Components

First, we need to select a device to setup and connect to the 3CX Web Client. This can be a budget PC or laptop (~$300) or even a chromebook / chromebox (~$250). If you are more advanced and feel more experimental, you can setup a Mini PC (~$100) or even a Raspberry Pi (~$45). When choosing a device for this purpose, look for:

Step 2 – Setup Video & Audio

The old saying is true: “Garbage in, garbage out”. If you want a high quality virtual conference experience, you need to consider your choice of video and audio input devices:

Step 3 – Start Your Conference

Now that we have our 3CX-based video conference setup in place using generic cost-effective hardware, we can start using it. 3CX enables you to setup a dedicated 3CX extension for your online meeting room or have the organizer login to the Web Client with their credentials on the video conference device.

In Conclusion

Μeetings are an integrated part of a business person’s everyday life. Recent US stats indicate that on average 37% of employee time is spent in meetings, with busy professionals attending over 60 meetings per month.

Boardroom Style

This classic setup is ideal for up to 30 people (or more) depending on the size of the room.


This popular setup works well for presentations, demonstrations and video conferencing where the focus is at one end of the room.


All attendees face the front of the room, so this conference room setup idea is perfect for lectures or presentations. This is not an ideal setup for group work.

Hollow Square

This setup is a good choice for easy and efficient group communication. It also gives a moderator or facilitator the option of working from the center of the space.


Banquet-style seating is ideal for, not surprisingly, occasions that involve meals – or small group discussions involving a maximum of 8 or 10 people.


This layout, also known as “theater style,” is similar to a classroom-style setup but is often aimed at larger groups. Are you having an “all-hands” meeting or a town hall? This design will help get as many people as possible into one space.

How to Choose the Ideal Conference Room Setup

It’s important to consider the size and scope of your meeting. You don’t want attendees to feel crowded, but you also don’t want them shouting across the room to hear each other. Here are some significant points to consider:


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