Great boardrooms get audio, camera framing, display size, wireless sharing, simple control and ongoing support right, in that order of impact on meeting quality. This guide is from UBM (Universal Business Machines), a Mumbai-based pro AV distributor since 1997.
A boardroom that wastes five minutes at the start of every meeting costs far more than its equipment. Use this checklist to get it right first time.
The 12-point checklist
- 1. Define the meeting style, presentations, hybrid calls, or both?
- 2. Size the display, size for the farthest seat; consider dual displays for content plus faces.
- 3. Plan camera framing, remote participants should see every seat, ideally with auto-framing.
- 4. Prioritise microphones, ceiling or table microphones matched to the table size.
- 5. Choose conferencing loudspeakers, even coverage, no harsh hot spots.
- 6. Treat the acoustics, glass and hard walls cause echo that no microphone can fix.
- 7. Wireless presentation, one-click sharing for guests and staff.
- 8. Table connectivity, a wired HDMI/USB-C backup is always welcome.
- 9. Simple control, one touch to start; one touch to end.
- 10. Platform compatibility, Teams, Zoom or Meet, as your organisation uses.
- 11. Cable management and serviceability, clean, labelled and accessible.
- 12. Support plan, who fixes it, and how fast, when the CEO's meeting is in ten minutes?
Audio quality affects meeting outcomes more than video resolution. Spend there first.
Standardise across rooms
If you have many rooms, define small, medium and large standards. Staff learn one way of working, and IT supports one design.
How UBM helps
UBM combines Bose Professional conferencing audio, ATEN and Liberty AV signal management and BenQ, ViewSonic and Epson displays to build boardrooms that simply work. Plan your boardroom with UBM.
Pro AV system designers and product specialists at Universal Business Machines, Mumbai, advising Indian schools, offices and venues since 1997. Reviewed for technical accuracy before publishing. Published 2026-09-22, last reviewed 2026-10-20. How we write and review guides.
FAQs
What is the most important part of a video conferencing room?
Audio. Clear microphones and even loudspeaker coverage have the greatest impact on meeting quality.
Do I need a control system in a small meeting room?
Not always. Small rooms can use simple wireless sharing and a conferencing bar; larger rooms benefit from a touch control interface.