How to Set Up Video Conferencing in a Meeting Room

Video conferencing has revolutionized the way we collaborate, enabling seamless virtual communication and collaboration even when team members are geographically dispersed. This digital tool not only enhances the personal connection but also enriches the efficiency of meetings. For instance, 98% of the workforce believes that video conferencing tools help them engage more effectively with projects and colleagues.

As offices reoganize and adopt flexible work models, setting up a dedicated meeting room for video conferencing becomes essential. This article will guide you through the process of optimizing your meeting room for video conferencing, ensuring that your next virtual meeting is both productive and enjoyable.

Choosing the Right Display Screen for Your Meeting Room

The display screen in your meeting room plays a critical role in the success of your video conference. The right screen enhances the visual experience and makes remote participants feel more present and engaged. Here are some considerations to help you choose the perfect screen:

Screen Sizes for Different Meeting Room Scenarios

The size of the screen should align with the number of participants and the room layout. Here are some guidelines:

Small Group Breakout Room (3-6 participants): A 42” to 50” screen is sufficient to ensure everyone can see and be seen. Boardroom or Conference Room (10-15 participants): Opt for a 50” to 96” screen to accommodate larger gatherings. Auditorium or Large meeting rooms: Consider upgrading to an HD projector with a screen rated to 2500 to 4500 lumens to ensure visibility in well-lit spaces.

For larger rooms, it might also be beneficial to consider dual displays. For example, one screen can show the speaker, while another displays the other participants, ensuring everyone is equally visible and engaged.

Selecting the Right Camera for Your Setup

For a pleasing and effective video conferencing experience, the right camera is essential. Here are some recommendations based on different room sizes and budgets:

Webex/Zoom: These platforms offer reliable and convenient options. For wireless connectivity, Ubiq is a great choice. It eliminates the need for cables, making the setup cleaner and more user-friendly. Lifesize Camera: Lifesize cameras are highly rated, but they can be expensive. The Lifesize Conference Camera C50, however, is a cost-effective alternative catering to most needs. Logitech C920 Camera: This is another great option, offering clear video quality without the premium price tag of 360-degree cameras. The C920 is ideal for small to medium-sized rooms. High Five or Tely Labs Cameras: These cameras provide a wide field of vision, making them suitable for larger rooms or spaces where traditional cameras might have limited visibility. They support standards-based protocols like H.323, or connect to Skype. Panacast Camera: Offers a wider field of view at a reasonable price, making it a cost-effective solution for conference rooms. They can either interoperate with standard protocols or have dedicated desktop clients for remote workers.

Even Smaller Spaces: Angling Strategies and Camera Options

When the meeting room is small (3-6 participants), traditional cameras from brands like LifeSize, Polycom, or others may not have the necessary field of vision. Consider the following solutions:

High Five or Tely Labs: These vendors offer reasonably priced cameras with a wide field of vision, supporting standards-based protocols like H.323 or connecting to Skype. Panacast Camera: These cameras provide an extended field of view without breaking the budget. They offer flexibility with their support for various protocols.

For large-format rooms and beyond, Polycom CX5000 is a high-end option, though it might not be the most cost-effective choice. Microsoft's former Round Table product has now evolved into similar offerings that can be considered for larger spaces.

In conclusion, setting up your meeting room for video conferencing requires careful consideration of display screens and cameras. By choosing the right equipment, you can ensure that your virtual meetings are as effective and engaging as in-person ones.