How to Set Up a Video Conference Room

The last few years have changed the landscape of offices all over the country. Many workplaces offer hybrid or even fully remote work schedules. The increase in remote teams and hybrid work has increased the demand for video conferencing. A fully functional video conference room is critical for businesses in every industry. An effectively designed video conference room with corporate AV solutions creates room for business growth and opportunity. Below, you will find information about how to set up a video conference room.

How to Set Up a Video Conference Room

An excellent video conference room setup is necessary for several reasons. It can improve communication and team collaboration and increase avenues for professionalism. There are several factors to consider when setting up your business’s video conference room. Consider the following and implement what is right for your business.

Choosing Your Conference Room Space

Before you purchase any equipment, it is important to choose the right space for your video conference room. There are several factors to consider. Some may apply to your unique business, and some may not. Consider what works for you to ensure your business needs are met. Factors to consider include lighting, size, privacy, and acoustics.

Opt for rooms with natural light for the best results. Direct sunlight may need to be addressed with curtains or blinds to avoid glare. Despite this, natural light is still the best option for video conferencing. The amount of space in the room depends on your unique needs. Depending on your industry, privacy is an essential factor. Lastly, determine how good the acoustics are before you get started. This can make or break video calls, as quality sound is a necessary component.

Purchase Video Conferencing Equipment

Each business has its own unique needs when it comes to video conferencing. However, consider your business needs. Typical items needed for all industries include a display, camera, microphone, speaker, audio-visual control system, and lighting. This technology ensures that you have clear videos with great audio. It is also necessary for seamless connectivity without any interruptions.

There are several options for each of the items needed to get started. Your internal IT team may be able to provide guidance. However, it is helpful to work with a professional. A skilled audio-visual equipment supplier can provide you with the right equipment for your business needs. This can save you time and money in the long run. Getting it right the first time can be the difference in your business success. 

Getting Started with Setup

Once you have secured your space and got the right equipment, it is time to get started with setup. Start with placing your camera where you want it. Test it out to be sure you have the right angle and good lighting. Next, set up the microphone and speaker. This setup will differ depending on the size of your video conference room. The display should be clear for all of the participants. Be sure to test out the display position to ensure it is clear without obstruction. 

Before your first meeting, test out the connectivity and video conferencing software. Preliminary testing is a crucial step that many people bypass. It can make a huge difference, as tech issues when meeting with clients or executives can make you look bad. Ensure your internet connection has a strong signal and that your camera and microphone quality are up to standard. Having these things set up ahead of time can make you look like a professional and help you avoid any unnecessary hiccups.

Audio-visual Equipment Supplier

If you need to update or set up a video conference room for your business, contact the professional at Kanex Pro today!