7 Elements to Create the Perfect Conference Room

The conference room is the hub of business. The design of this space should facilitate efficient collaboration and be adaptable for a variety of business situations. Your team can use this space for meetings, brainstorming sessions, training, and presentations. Here are seven things to consider when designing the ideal conference room.

Video Conferencing System

Your video conferencing system, such as from, should be robust enough to work for most conferencing situations. Two of the most important considerations should be how many people the system can accommodate and whether video will be needed. Another necessary feature is the clarity and resolution of the display. Security should also be a priority if your conferences contain sensitive information. It may also be helpful to have a remote control panel that employees can easily use and carry around the room with them as the need arises. 

Video Display

A video display can allow participants to interact with one another in a live setting and allow videos, screen sharing, and slideshows. Your display should be large enough for the farthest person to see the screen clearly, even if you have a presentation with text. Make sure that the screen is high enough for participants to see over the heads of others in the room when installing the display. 

Audio System

Your audio system should also be sufficient that everyone in the room can hear the conference call during live conferencing and be able to take part. A system that has speakers placed around the room in a surround sound format may be preferable to a few larger speakers. You should have enough access to microphones for all primary speakers. Passing a single microphone around may create unwanted delays and frustrate employees and clients. Your system should also be optimized to avoid echoing, feedback, and background noise. 


Your company can have an immense advantage in interacting with clients if they are able to see the meeting participants. Your camera should have a high resolution and a wide enough angle that viewers can see everyone in the room. If you have a smaller room or wish the participants to have a closer viewpoint, you may want to use a camera with a 180-degree viewing angle. Lighting can also be crucial to how well your camera functions and perceives participants. Poor lighting can create unnatural shade or even obstruct the participants from the camera view. 


One versatile feature that most businesses find helpful is a Smartboard. Smartboards add interactivity to your meetings through a whiteboard experience that can be later saved and shared with participants. Many Smartboards can be used for annotating documents, planning, slide presentations, interactive games, and screen sharing. Some Smartboard systems allow all participants to contribute or connect through devices such as their smartphones. 

Additional Features

Depending on the needs of your video conferences, you may want extra technologies that can add features to your base system. A wireless presentation system can mirror the screens of participants and those on the call. Messaging systems that can transmit data, elect speakers, and convey other information could be useful if your conferences have many participants or are often from a distance. Furniture should be comfortable and allow enough space for those present to write and have refreshments in a long conference. Another feature that may be necessary is scheduling software that allows employees to requisition the room for conferences and presentations. And finally, a clean and appealing design can impress potential clients and encourage professional collaboration between participants. 

Employee Training

You might have the most advanced technology, but it can be rendered ineffective if your employees only can use some of the features. Once your system is in place, train employees on its use, including some of the lesser-known features and controls. While you may want to have a few specialists who can troubleshoot if problems arise, it may be helpful to train as many employees as possible so there is always someone available to run the conference control system. 

A great experience for employees, clients, and customers is at the heart of every business or organization. The right technologies will ensure your video conferences can reflect your company’s values and culture both through design and functionality.