The secrets of successful meeting room AV design
How to design Audio Visual for your rooms with successful meetings in mind
Creating spaces where meetings work!
When a meeting room works well, you barely notice it. The sound’s clear, the lighting feels right, and the tech just gets out of the way so people can focus.
When it doesn’t, everyone feels it. Muffled voices, awkward camera angles, the scramble for a working cable. Most of those issues come back to design. The best rooms aren’t full of expensive kit; they’re built around how people actually meet.
That’s where professional AV design makes a real difference.
Design around your people
Before thinking about screens or microphones, look at what’s happening in the room.
Are meetings mostly quick catch-ups, client presentations, or hybrid calls with people joining remotely? Do you need flexible setups or fixed layouts? Do different teams use the same space in different ways?
Those answers shape everything. When you design around real use rather than guessing, the room feels intuitive. People can walk in and know exactly what to do. That’s the goal.
Get the AV basics right
A lot of the frustrations we hear about, such as echoey audio, bad lighting, or uncomfortable setups, aren’t down to the equipment. They’re down to the room.
Sound: Hard surfaces bounce sound. High ceilings and glass walls make speech echo. A bit of acoustic treatment early on saves endless frustration later.
Light: Natural light is great until it blinds half the team or blows out the video feed. Balancing it with softer, controlled lighting keeps everyone comfortable and visible.
Layout: The table, camera and display need to work together. If people are turning sideways to speak or staring into glare, the space hasn’t been planned properly.
These tweaks are small but transformative. They’re what make the room feel easy to use.
Hybrid-ready meeting rooms
Hybrid working has turned "good enough" setups into real problems. Remote colleagues can’t hear properly, cameras pick up the wrong person, or joining a call takes longer than the meeting itself.
Professional AV design fixes that. With the right setup, cameras follow whoever’s speaking, directional microphones cut background noise, and simple one-touch controls make the experience feel natural for everyone, in the room or online.
That’s the difference between people using the technology and people fighting it.
Right tech for every room
Every room needs something slightly different.
Boardrooms benefit from multi-camera setups and clean, central controls.
Smaller meeting rooms work best when everything’s simple and ready to go.
Huddle spaces thrive on flexibility with quick sharing, wireless connections and no clutter.
Townhall or all-hands areas need strong sound and visuals that reach every corner.
Getting this balance right means each space feels consistent but still suits its purpose.
Meeting Rooms designed for your industry
A finance firm might need privacy and compliance built into every call. A creative agency might care more about easy content sharing and flexible layouts. A school or university might need durability above all else.
Understanding those nuances is what professional AV designers do best. We tailor the setup to fit the way each organisation works, not just the size of the room.
Avoid these design mistakes
Most issues come from good intentions. People buy equipment first and figure out the details later. Or they skip testing because everything "should just work."
The biggest ones?
No plan for acoustics.
Systems that are too complex.
Little or no training or support.
None of these are hard to fix, but they’re much easier to avoid if you get advice early on.
Make your meetings work
A good meeting room should feel invisible. You walk in, start your call, and forget about the setup completely.
That takes planning. It also takes experience, the kind that comes from designing hundreds of spaces and seeing what actually works.
If you’re thinking about improving your meeting rooms, talk to us before you start buying kit. We design, install and support AV systems that make meetings easier.
