How to Set Up Video Conferencing in a Meeting Room: A Practical Guide for Indian Offices

By the UBM Solutions Team · Updated 2026-10-16

To set up video conferencing in a meeting room, pick a platform (Teams, Zoom or Meet), size the camera and microphones to the room, add a display sized for the far seat, ensure a wired network connection, and treat echo. Standardise the setup across rooms. This guide is from UBM (Universal Business Machines), a Mumbai-based pro AV distributor since 1997.

"How can I set up video conferencing in a meeting room?" is a top Quora question from Indian businesses, and r/sysadmin is full of IT managers asking the same thing. Here is a practical sequence.

Step 1: Choose the platform

Use the platform your company already runs on: Microsoft Teams, Zoom or Google Meet. Certified room systems make joining a call one tap.

Step 2: Match equipment to room size

• Huddle room (2 to 6 people): an all-in-one video bar and a 55 to 65-inch display.
• Meeting room (6 to 12): a dedicated camera, ceiling or table microphones and a 75-inch display.
• Boardroom (12+): auto-framing or speaker-tracking cameras, ceiling microphones, DSP and dual displays.

Step 3: Get audio right

Remote participants judge a meeting by the audio. Microphones must cover every seat, and speakers should be clear without echo.

Step 4: Network and power

• Use a wired connection for room systems.
• Agree bandwidth and firewall rules with IT.
• Put equipment on UPS to ride through power fluctuations.

Step 5: Fix the room acoustics

Glass walls are popular in Indian offices but cause echo. Soft furnishings or acoustic panels help microphones work properly.

Standardise small, medium and large room designs so every meeting room in every city works the same way.

Step 6: Train and support

Show staff how to start, share and end a call, and agree a support process for when a meeting is about to start.

UBM designs and supplies meeting room and boardroom AV for Indian offices with Bose Professional conferencing audio and BenQ and ViewSonic displays. Plan your meeting rooms.

Written by the UBM Solutions Team

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 2026-10-16, last reviewed 2026-10-20. How we write and review guides.