fbpx
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 repopulate, 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 of 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 level of group interaction 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 over 30 people, while a U-shape setup is better for 20 people or less.  
  • Does your organization have a hybrid work model or do the majority of 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 setup. Opt for a banquet-style room setup if your organization is group work or discussion-centric.

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 enable everyone in the room to see each other easily

Consider the conference room sizes that are available in your building, the number of people who usually attend the conferences, and the layout that will work best for your business or 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 remains dependent on room size.  
  • U-shape: This setup works great for presentations that require focus at one end of a room, and is standard for presentation-centric conferences or meetings that usually have a single speaker. A U-shape setup usually caps attendance at around 50 people.
  • Classroom: This setup style can accommodate varying numbers of attendees depending on the room size. All attendees sit at tables facing the front of a room, where a lecture or speaker stands facing the entire group. 
  • Hollow Square: This setup is ideal for group discussions that host around 20 to 30 people. The facilitator resides in the center of the square surrounded by attendees. For a Zoom conference, displays can be set on a front wall. Attendees will have their own personal laptops open with the correlating 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 facilitate small breakout sessions. 
  • Auditorium: This is a theater-style setup, similar to a classroom but on a larger scale. 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 will make all the difference during your important meetings. Here are some areas to consider once you have a Zoom room license and network connection.

Video Displays

Your display setup should consider:

  • 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 around half of the length of your room. This is critical so that flow charts, spreadsheets, documents, and everything else is easy for everyone in the room to view. 

Audio Systems

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

We use a built-in DSP processor that will cover 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 360-degree coverage. You shouldn’t have to worry about echo, feedback, or other noise interference. 

Cameras 

The right camera will depend on the size and setup style of your meeting room. The most popular conferencing camera is a USB camera because they cooperate with any size of room. 

Conference rooms that are on the smaller side (with 20 or fewer attendees) as well as those with banquet-style and group-centric setups typically benefit from the following options:

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

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

Interactive Whiteboards

Interactive whiteboards have become increasingly popular for brainstorming and general discussion sessions during Zoom conferences. Some whiteboard options include:

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 substantial audio system.

Room Schedulers

Room schedulers are pieces of 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 cross over with anything else in attendees’ schedules. 

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

Furniture

You’ll of course need tables and chairs, but the amount and placement is dependent on your chosen conference room style. You can properly 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 properly outletted will save complications (as well as a hassle) 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 ideal Zoom conference room setup. We offer premium audio and visual features with touch panel controls modified specifically so that each user in your building 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.