By: AV Setup Checklist for Your Next Conference Room Build-Out Jun 06, 2025 Are you planning on the right AV setup for building or upgrading your conference room? Having a proper Audio Visual checklist ensures that nothing is missed and that your system will be reliable. Here is a step-by-step AV checklist to help you plan a modern, functional, and future-proof conference room. 1. Define the Room’s Purpose Purpose drives design. Will the room be used for video conferencing, in-person presentations, or hybrid meetings? How many people will use the space? How often? These are all questions you need to ask yourself to understand your room’s purpose. A boardroom needs different tech than a huddle room or training space. 2. Choose the Right Display Setup Displays are a central part of any AV system. Think about size, resolution, and positioning based on your room layout. Main Display: LED or LCD screen or a projector with at least 1080p resolution (4K is ideal for larger rooms) Secondary Displays: For content sharing or remote participants Interactive Touchscreens: Optional, but useful for collaboration and digital whiteboarding 3. Dial In the Audio System Clear audio is non-negotiable, both for audio coming from participant speech and audio going out for even distribution. Microphones: Ceiling mics, table mics, or beamforming mics (Shure and Sennheiser are great options) Speakers: In-ceiling or wall-mounted to distribute sound evenly DSP (Digital Signal Processor): For echo cancellation, noise reduction, and balanced audio levels Acoustic Treatment: Sound panels or wall materials that prevent echo and feedback In addition to the mentions above, there are brand new smart ceiling microphone and speaker arrays that transform conference room audio by combining advanced pickup and playback technology in a single integrated solution. These systems feature intelligent noise cancellation and de-reverberation, which enhances speech clarity while eliminating background sounds. They ensure precise audio capture for every room layout with configurable microphone beam patterns. Simultaneously, built-in loudspeakers deliver full-room sound distribution without interference or feedback. 4. Select the Right Camera System For hybrid and virtual meetings, the camera setup should feel natural. Auto-tracking cameras like AVer or Vaddio keep focus on the speaker Wide-angle views are better for medium-to-large rooms Dual-camera systems can show both presenter and audience A mix set up of cameras can also be a great way to show case different angles as needed for those that are physically in the conference room, or tuning in from an online feed. 5. Plan for Easy Content Sharing Your team should be able to walk in and share content in seconds. Wireless sharing (e.g., BARCO ClickShare: one of our top recommended products) Hardwired inputs (HDMI, USB-C, or DisplayPort at the table) Touch panels to switch sources and manage presentations Content sharing should seamlessly work on any device, at any time. We always recommend minimal wired connections for a clean aesthetic and to reduce cable confusion. 6. Choose Your Platform: Zoom, Teams, or BYOD? Standardizing your room around a platform ensures consistency. Zoom Rooms offer deep integration and a clean user experience Microsoft Teams Rooms are best for businesses using Microsoft 365 BYOD rooms give flexibility, letting users plug in their own laptops Choose based on what your team already uses. A good Audio Visual installer can design around any platform. 7. Control & Automation A proper control system will simplify everything. One interface can manage your entire environment. Crestron or Q-SYS control panels for audio, video, and lighting Occupancy sensors to automate on/off functions Room scheduling panels to book and manage usage Whether starting a meeting, adjusting volume, or switching between sources, control systems ensure seamless transitions and consistent performance. By integrating automation, they also enable rooms to adapt to scheduled events, powering systems, and adjusting environmental settings. This level of control not only enhances efficiency and professionalism but also improves overall user satisfaction and meeting productivity. 8. Don't Forget About the Network VLANs (Virtual Local Area Networks) this allows you to segment your network and isolate AV traffic. Network Switchers are used to support your infrastructure and link the correct AV paths as needed. They can also support multicast and can be compatible with Dante and other AV-over-IP protocols. Secure remote access to enable remote monitoring, troubleshooting, and updates by your AV team or integrator. Proper network planning is the backbone of any successful AV deployment. When you engage with your AV integrator and IT team early, you avoid performance issues and ensure your system is future-proof. 9. Plan for the Future Is your room scalable for more users or added capabilities? Can you add more microphones, cameras, or displays without redoing the entire system? Will your system support firmware updates and new platform integrations? AV systems should grow with your company. Investing in modular design now prevents costly overhauls later. 10. Work With A Reputable Audio Visual Integrator DIY is tempting, but professional AV design saves time, budget, and headaches. A trusted Audio Visual partner will: Evaluate your space and needs Design a tailored system Procure the right equipment Handle installation and configuration Train your team and offer ongoing support Conclusion Building a conference room is about how your team communicates and grows. The right AV setup enhances productivity, reduces friction, and leaves a lasting impression on clients and colleagues. At Teer Audio Visual, we specialize in custom Audio-Visual design and installation for modern meeting spaces across Orlando, Central Florida, and other territories in Florida. Whether you’re building a new conference room or upgrading an existing one, we’ll help you design a space that works. Call Teer Audio Visual today to get started with a free consultation.