How do you create an ideal meeting space where everyone can be seen and heard? Explore essential AV peripherals and video conferencing tools, including software and hardware, for integrating meetings in conference rooms of all sizes. Let's look at specific solutions!
Host secure online meetings in 4K with up to 1,500 users, thanks to equipment deployed within your closed LAN.
Software for organizing online streams in meeting rooms and conference halls, facilitating easy management of AV-devices.
Video conferencing is spreading at an incredible pace in the work environment, becoming one of the main methods of communication alongside corporate messengers. This transformation resulted from a gradual transition from traditional hardware systems for conference rooms to combined software and hardware solutions, and then exclusively to software solutions.
The reasons for this were several factors:
Creating an ideal space for remote meetings requires the right selection of both software and appropriate equipment needed when scaling the solution. If you need help selecting equipment, contact our technical specialists, who will answer all your questions.
The meeting room is a key place for collaboration in any business, where employees organize daily briefings and meetings, discuss projects, and offer new ideas. AV equipment enables remote colleagues to hear and see each other in real time, as well as freely share content, including presentations, images, videos, and documents. As a rule, medium-sized meeting rooms are about 16 by 20 feet and can accommodate 8 to 10 people.
Before we delve into specific equipment examples, let's examine the modular approach more closely. AV integration is no longer a field-specific task: previously, the only option to equip your meeting room was a hardware endpoint with predetermined components, but these days, more companies are choosing specialized PC-based solutions (for example, Polycom Realpresence Desktop or TrueConf MCU).
The hardware approach involves installing specialized conference equipment in the room, including specific models of video cameras and microphones, and a central processor with particular functionality.
PC-based meeting room setups are much more flexible in terms of equipment selection, since connection interfaces (for example, USB and HDMI) are standardized and available in most modern devices.
The modular approach to conference rooms allows you to divide all audio and video equipment into several subsystems, parts of which can be replaced without overall loss of functionality:
The display subsystem includes means for presenting graphic information: projectors, screens, and video panels. LCD panels have gained the most popularity due to their wide accessibility and convenience, allowing users to implement various scenarios for online meetings.
The acoustic subsystem offers a variety of options, ranging from speakers for LCD TVs to PA systems capable of covering any room entirely. This category also includes headphones and similar audio playback devices, whose choice depends entirely on the tasks at hand.
It is important to mention the input devices required for conducting a two-way video conference. This subsystem includes various devices such as PTZ cameras, speakerphones, and microphones, which can be further categorized based on the type of data they transmit.
When choosing a TV size, follow this simple rule: the distance from your TV to the nearest viewer should be at least equal to the length of its diagonal, while the distance to the farthest viewers should be no more than four times the diagonal length.
As mentioned earlier, the modular approach provides more flexibility and freedom in choosing AV equipment based on your needs and budget. Let's examine some of the most common types of meeting rooms that enable you to comfortably host online events.
For the design of PC-based premises, we selected TrueConf's video conferencing software. The client application was installed on an Intel NUC-based PC with an Intel i3 processor and 4 GB of onboard RAM.
It is important to note that the equipment presented below is compatible with other video conferencing solutions, thanks to its modular approach: Zoom, Google Meet, GoToMeeting, Cisco Webex, and others.
Up to 5 Participants
An all-in-one device is the perfect choice if you wish to equip a meeting room with a single video conferencing endpoint and reduce cable clutter.
TrueConf Videobar is a video conferencing device featuring a 4K resolution camera and two built-in microphones. HDMI support enables you to display images on any compatible screen, offering a wide range of configuration options for meeting rooms.
TrueConf Group is a hardware video conferencing endpoint for meeting rooms with support for SIP/H.323 protocols. It is equipped with a built-in MCU, and the modular configuration allows you to use various AV peripherals, providing the best video and sound quality.
To fit a small meeting room or an executive workplace with a PC, you can use the following combination of devices:
Once your operating system recognizes your webcam and speakerphone as video and audio devices, you're ready to proceed!
This set is ideal for small teams of 3-5 people or personal workspaces, offering excellent value in terms of price and quality.
Up to 8 Participants
If you have more people at the conference table, replace your webcam with a PTZ camera and your speakerphone with a high-end model for long-range audio capture.
TrueConf Group: ready-to-use video conferencing kit for meeting rooms with a capacity of up to 10 people. The package also includes a TrueConf 1010U PTZ camera with FullHD resolution and 10x magnification, as well as USB 2.0 TrueConf Audio One wireless speakerphone.
Several options can be considered as suitable solutions for a medium-sized meeting room. To enhance video conference experiences, position devices strategically based on participants' seating arrangements, prioritizing their convenience:
For teams of up to 8 people, we recommend TrueConf Audio Two. The speakerphone array not only captures 360-degree sound but also connects to a PC using a wireless USB adapter. The battery lasts up to 12 hours, making TrueConf Audio Two extremely portable.
Up to 10 Participants
What if the number of people in the room exceeds eight? In this case, you need a video camera with a large optical zoom and multiple speakerphones to capture audio:
In meeting rooms, employees often use IP telephony to contact their colleagues.
Another effective method for capturing audio in a large meeting room is by utilizing the Logitech Rally Plus. The conference system features an Ultra HD camera with automatic control, enabling easy switching between discussion participants.
The Logitech Rally Plus consists of high-quality components and delivers excellent audio clarity in rooms ranging from medium to very large sizes. If more conference participants need to join, adding Rally microphone modules will expand the sound coverage area.
For More than 10 Participants
To capture audio in a conference hall for 10 or more participants, it is highly recommended to use a conference system. A conference system is a set of audio equipment that performs specific conference functions, consisting of a central unit and several microphone consoles.
Devices work to provide excellent audio capture for each participant: up to six consoles can be activated at a time. Wired microphone consoles are chained in a series, while wireless systems provide more freedom in terms of equipment setup.
Audio signals from microphone consoles are transmitted through the central unit to a PC, an audio mixer, or a video conferencing hardware endpoint.
TrueConf Group all-in-one video conferencing kit for meeting rooms. This bundle includes the endpoint with a capture card and Yealink MVC21 conferencing system, suitable for rooms accommodating up to 40 people.
Conference systems also provide speaker auto-tracking and direct PTZ cameras to the active microphone console without any additional control systems (such as Crestron or AMX).
To find a solution that perfectly fits your conference room, check our recommended AV equipment portfolio or ask our sales team for advice.
