Pro AV’s Approach to Conference Room AV Design

Today’s conference rooms are more than meeting spaces for weekly staff meetings or presentations to clients. You may have some of your staff present while others join via video, or you may work with clients who live in different time zones and prefer to connect with you over Zoom.

These evolving needs are changing the way company leadership, and building developers think about AV design for conference rooms. At Pro AV Systems, we understand these needs and have developed a targeted approach to designing AV systems for conference spaces of all sizes.

Great AV Design Starts with a Conversation

The first step in designing an AV system for any room is talking about how the space will be used. Stakeholders and end-users know what they plan to do in the room and the budget they have to work with, and we want to understand their experiences in the room with the existing AV system — if there is one.

After this conversation, we walk through the space to examine the aesthetics and acoustics. All this information helps us design a system and choose the right components to make the room useful and usable. We then review the plan — which gives everyone a final chance to chime in about what they want to do in the space.

Factors to Consider When Designing for a Conference Room

When designing an AV system for a conference room, we consider several factors, including the acoustics and dimensions of the space. We also take into account camera angles and microphone coverage. This helps us choose the best platform for the space, as well as the number of microphones and cameras to include — and where to place them.

Here’s a closer look at two important considerations: size and use.


Room size is a significant factor in AV design because the room’s dimensions affect the type and placement of equipment used. It’s important to ensure everyone in the room — as well as those joining via video — can see and hear the speaker clearly.

Large rooms require different cameras with zoom, tracking, and framing capabilities, while a basic wide-angle and auto-framing camera may be sufficient for a small space that accommodates one to three people. In a larger space, we lean on beam-forming technology and multiple microphones to produce the best quality sound. Positioning the microphone close to the speaker is easier in a smaller room.


In most cases, conference rooms are multi-room spaces where co-workers meet for lunch, vendors present to teams, managers give staff updates and motivational speeches, and more. Understanding the different ways the room is used helps us choose the right equipment for the different groups of people who will be there. Ultimately, the AV system should enhance the experience for everyone participating in the presentation.

This is especially true for staff members who cannot be physically present but want to participate in the meeting. For example, a speaker tracking camera is ideal for a conference call since it focuses on the person speaking — much like we naturally do when we’re in a group.

However, speaker tracking doesn’t always work during a vendor presentation or a group luncheon when multiple people may be talking at the same time. In those instances, a large zoom shot of the room or focusing the camera on the piece of equipment being presented can be more helpful for the people watching from a remote location.

Find Out What Makes Pro AV Different

The expert team at Pro AV understands that what it takes to design an AV system for conference rooms goes beyond choosing top-of-the-line equipment. We know the equipment has to work for the people who will be using and working in the space. That’s why we take the time to get to know you and your needs before we start the design process.

Pro AV has the solutions for your AV needs. Find out how to leverage our experience and professional partnerships to create meeting spaces you can collaborate and share with colleagues no matter where they are in the world. Contact Pro AV today for a free quote, or call to arrange for a consultation to discuss your conference room plans.

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