A poorly designed conference room AV system is one of the most frustrating things in a modern office. Cables that don't work, audio that cuts out, cameras that show the ceiling instead of the people — these problems waste time and make your business look unprofessional. A well-designed conference room AV system does the opposite: it makes every meeting run smoothly, whether your team is in the room or joining from across the country.
NTC has designed and installed conference room AV systems for offices throughout Philadelphia, Bucks County, and Montgomery County. Here's our step-by-step guide to getting it right.
The 7-Step Conference Room AV Setup Process
Assess the Room
Measure the room dimensions, note the seating capacity, identify the primary use cases (internal meetings, client presentations, video calls), and assess the existing infrastructure (power outlets, network drops, existing AV equipment).
Choose the Right Display
For rooms up to 15 feet deep, a large-format TV (75"–86") works well. For larger rooms, a laser projector with a short-throw lens or a commercial display is better. Consider ambient light levels — bright rooms need higher-brightness displays.
Select a Video Conferencing Camera
For small huddle rooms, a wide-angle USB camera works. For larger conference rooms, a PTZ (pan-tilt-zoom) camera with auto-framing is ideal. The camera should be positioned at eye level, centered on the display.
Design the Audio System
Audio is the most critical — and most often neglected — component. A ceiling microphone array provides the best coverage for larger rooms. Speakerphones work for small huddle rooms. Ensure the speaker system provides clear, even audio throughout the room.
Plan the Control System
A touch panel control system (like Crestron or Extron) simplifies operation — one button to start a meeting, adjust volume, and control the display. For simpler setups, a basic HDMI switcher and remote control may suffice.
Run the Cabling Infrastructure
Proper cabling is the foundation of a reliable AV system. HDMI, USB, network, and power cables should be run through conduit or in-wall to keep the room clean and professional. This is where a licensed low voltage contractor makes a significant difference.
Configure and Test
Configure the video conferencing platform, test audio and video quality from multiple seats, calibrate the camera auto-framing, and train staff on system operation. NTC provides thorough testing and staff training on every installation.
Conference Room AV by Room Size
| Room Type | Capacity | Recommended Setup |
|---|---|---|
| Huddle Room | 2–4 people | 55"–65" TV, wide-angle USB camera, speakerphone, HDMI connection |
| Small Conference Room | 4–8 people | 75"–86" TV, PTZ camera, ceiling mic, soundbar or ceiling speakers |
| Medium Conference Room | 8–16 people | 86"+ display or dual screens, PTZ camera, ceiling mic array, dedicated speakers, touch panel control |
| Large Boardroom | 16–30 people | Dual large displays or projection, multiple cameras, distributed mic system, full speaker system, advanced control system |
The Most Common Conference Room AV Mistakes
- Buying consumer-grade equipment that isn't designed for continuous commercial use
- Neglecting audio — bad microphones and speakers ruin video calls even with a great camera
- Poor cable management that creates a messy, unprofessional appearance
- No control system — requiring users to manage multiple remotes and inputs
- Forgetting about network infrastructure — video conferencing requires reliable, high-bandwidth connectivity
- Not testing the system from the perspective of remote participants
NTC serves offices throughout Philadelphia, Bucks County, Doylestown, Newtown, and Montgomery County. We design conference room AV systems that work reliably, look professional, and are easy for your team to use every day.
Frequently Asked Questions
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NTC designs and installs professional conference room AV systems for offices throughout Philadelphia, Bucks County, and Montgomery County. Free on-site consultations available.