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Zoom Conference Room Setup Guide
Zoom conference room in an office environment equipped with a TV and long meeting table

The COVID-19 pandemic sparked a global transition when public health protocol required workers to move out of their offices and into their homes. Remote work is now second nature to most people, and video chatting platforms such as Zoom serve as a vital outlet for teams to stay connected.

As offices begin to fill back up, Zoom will likely continue to be the most commonly used video chatting platform. Creating a designated room for your Zoom conferences with employees, partners and clients outside the office will help keep teams productive, up to date and — most importantly — connected. 

Find Your Ideal Zoom Conference Room Setup

Your room size, predicted number of attendees and desired group interaction level are the main indicators of which conference room style is best for your company or organization.

Here are some questions to ask yourself when determining your ideal Zoom conference room setup:

  • Will you have a moderator/facilitator? If yes, you’ll want a setup that keeps the speaker in front of attendees so they’re in clear view for the audience.
  • How many people do you predict will routinely attend? Conference room layouts differ based on the size of your group. For example, auditoriums are better for larger groups with more than 30 people, and a U-shape setup is better for 20 or fewer people.  
  • Does your organization have a hybrid work model, or do most employees work from home and plan to attend virtually? Tracking technology (from Neat for Zoom Rooms, discussed below) and enhanced display setups help those in an office and those at home share more productive and better connected Zoom conferences.
  • Is group interaction required? Certain conference room styles don’t facilitate group interaction well, such as the classroom and U-shape setups. Opt for a banquet-style setup if your organization focuses on group work or discussion.

Zoom offers virtual audio and video conferencing, screen sharing, live chats and other collaborative features such as webinars. Having a designated meeting room for Zoom conferences will make check-ins, interviews and anything else requiring a video platform much more convenient. 

Types of Zoom Conference Room Setups 

Your company’s ideal Zoom conference room setup will let everyone in the room see one another easily.

Consider the conference room sizes available in your building, the number of people who usually attend and the layout that will work best for your organization. 

Here are some common Zoom conference room setup styles:

  • Boardroom. This setup contains a large table or a grouping of smaller tables with seating around its circumference. It’s ideal for groups capping around 30 people, but attendance depends on room size.  
  • U-shape. This setup works great for presentations that require focus at one end of a room, and it’s standard for presentation-centric conferences or meetings with a single speaker. A U-shape setup usually caps attendance at around 50 people.
  • Classroom. This setup style can accommodate various numbers of attendees, depending on room size. All attendees sit at tables facing the front of a room, where a lecture or speaker stands facing the group. 
  • Hollow Square. This setup is ideal for group discussions that host around 20 to 30 people. The facilitator is in the center of the square and surrounded by attendees. For a Zoom conference, displays can be set on a front wall. Attendees will have their personal laptops open, with the Zoom meeting on their screen. 
  • Banquet. This setup comfortably accommodates eight to 10 people per table group. A separate monitor is often set up at each table for the group to listen to a speaker or to simplify small breakout sessions. 
  • Auditorium. This is a theater-style setup, similar to a classroom but larger. It’s designed to handle Zoom conferences or informative announcements that need to reach a large group of people.

Zoom Conference Room Equipment

Investing in quality equipment makes all the difference during important meetings. Here are some areas to consider once you have a Zoom room license and network connection.

Video Displays

Your display setup should take the following factors into account:

  • Size
  • Type of display — projector, liquid crystal display (LCD) or light emitting diode (LED)
  • Mounting height

The general rule for video display is to have a diagonal screen size that covers about half the length of the room. This is critical so that everyone in the room can easily see flow charts, spreadsheets, documents and anything else. 

Audio Systems

High-quality audio is debatably the most important aspect of a Zoom conference room. You can get by in a meeting without visuals, but audio is usually necessary. Plus, interruptions from technical problems slow workflows and are generally frustrating to deal with.

At AV Smart Solutions, we use a built-in DSP processor that covers every audio aspect of your Zoom conference room setup, including speakers, microphones and a built-in DSP. You can mix and match ceiling, wall and table audio devices, which makes the Stem Ecosystem versatile and a common choice for Zoom conference room setups. 

The right audio setup will focus on quality rather than volume to give you full coverage. You shouldn’t have to worry about echo, feedback or other noise interference. 

Cameras 

The best camera will depend on the size and setup style of the meeting room. The most popular conferencing camera is a USB camera because it accommodates any room size. 

Smaller conference rooms (with 20 or fewer attendees) as well as rooms with banquet-style and group-centric setups typically benefit from these options:

  • CAM 340+
  • Huddly IQ
  • Poly Eagle Eye Cube
  • Jabra Panacast

Medium to large conference rooms work best with a CAM520 PRO, CAM540 or Logitech Rally for optimum viewing. 

Interactive Whiteboards

Interactive whiteboards have become increasingly popular for brainstorming and general discussion sessions during Zoom conferences. Here are some whiteboard options:

Neat is another great device option because it enables annotations and whiteboard features alongside an immersive audio and visual setup. This video collaboration device includes a large touchscreen TV, wide-angle camera and impressive audio system.

Room Schedulers

Room schedulers are software that help manage meetings. You can integrate room scheduling software into your Google Calendar, Outlook account and more to ensure none of your meetings are double-booked or conflict with attendees’ schedules. 

Room schedulers help your meetings stay organized by starting and ending on time, as well as moving into huddle rooms easily.

Furniture

You’ll of course need tables and chairs, but the number and placement depend on your conference room style. You can coordinate furniture, screens/displays and plug-in features once you’ve chosen your ideal setup.

Power Supply

Ample power supply is essential — whether you have a video wall, a single large display screen or multiple smaller screens. Ensuring your AV setup is outletted correctly avoids complications (as well as hassles) down the road.

Zoom Conference Room Solutions From AV Smart Solutions

AV Smart Solutions offers innovative, scalable technology that integrates seamlessly into offices for your perfect Zoom conference room setup. We offer premium audio and visual features with touch panel controls modified specifically so that each attendee has the same branded experience. 


Contact us to learn more about our offerings or to begin planning your conference room setup. Call us at (425) 655-5052 or fill out our online inquiry form for a complimentary consultation with an AVSS expert.