Critical AV Components for Your Conference Room

As you make plans for your new conference room, there are critical AV components that you will need to consider. Some of these components improve the quality of your videos, while others make the experience simple and seamless for end-users. This post discusses the recommendations that Pro AV has as you start setting up a new conference room.

The Must-Haves

There are certain things that every conference room should have:

  • Displays or projectors – A good display or projector lets you see who you’re talking to and vice versa. You want to give everyone the feeling that they are included and part of the conversation, despite the distance.
  • Speakers – Speakers allow all the participants to hear what is happening regardless of where they are in the room. This is a big step up from huddling around a tiny phone speaker in the middle of a big table!
  • Wireless microphones – Wireless microphones are another critical component because it allows people across the conference room to participate in the discussion. There’s no need to worry about the length of microphone cords or someone tripping on a cord as they make their way to the bathroom.
  • Control systems – Whether you have a large or small conference room, a control system lets everyone use what can feel like complicated technology more easily. Control systems can be as simple as a button panel with a few buttons to control power, volume, and source selection. Larger, more complex systems could have features such as touch panels, custom graphical user interface (GUI), and text-based instructions to control the user experience.

In the post-pandemic world, people want to feel connected while working remotely. As a result, components such as cameras with tracking and framing abilities powered by AI or microphone arrays that pair with ZOOM, Teams, and other conferencing software are quickly becoming essential conference room must-haves.

Evaluating Your Space

Before giving you specific recommendations for your space and needs, Pro AV will evaluate the space you’re in. First, we’ll look at viewing distances, room dimensions, and the content you plan to show. Next, we will create computer-aided design (CAD) drawings and sit down with you to discuss your needs. Once we have all the details of the space and how it will be used, we can recommend what components you’ll need for your conference room.

Performance vs. Cost

At Pro AV, we understand that cost is a significant factor when outfitting a conference room. You want good performance at a reasonable price. You don’t want to sacrifice certain things. For example, the speed of the connection is a component that is worth the cost. Nothing detracts more from a call than blurry images and choppy audio! However, you could potentially use a more cost effective television, monitor, or projector. Sure, you might not have crystal clear images, but the amount you’re saving may be worth the slight decrease in image quality.

Maintenance Visits

Pro AV has maintenance contracts with our clients to ensure your conference components are in good working order. We do preventative maintenance visits once a quarter, bi-annually, or annually. How often you need us depends on your on-site staff and technology capabilities. And of course, when you’re getting ready to use your new room, we recommend that you test all systems the day before to ensure that all the components are working correctly!

Got more questions and want to discuss your conference room needs with our team? Contact us today and we can help!

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