A Guide to Conference Room Solutions and Equipment

Business team watching presentation: Texadia AV Solutions for Businesses Knowledge CenterMany businesses don’t realize the impact that a conference room can have on how clients perceive them and their overall reputation. How your conference room looks and operates might arguably be the most important aspect of your business.

While this may seem like a bold statement to make, let’s look at some reasons why it’s true.

Why Businesses Should Consider Conference Room AV Technology

Besides the entrance way or lobby, many clients won’t see any part of your business except for the conference room. If you’re holding a video conference, they wouldn’t even walk through the lobby. It’s for these reasons that your conference room needs to make a lasting impression. It needs to give potential or current clients confidence in your company’s innovation and attention to detail.

They also need to know you have the latest and best conference room AV technology so they can communicate their needs and vision. Connecting to your customers easily and clearly is essential for keeping a good working relationship. If your equipment is constantly failing or cutting out, it’s going to make those conversations very frustrating for everyone.

Not only do clients need to connect with you, but so do your employees. Another reason that conference room AV technology is so important is that many businesses have employees working remotely or traveling off sight. If you have the technology needed to connect with these people through audio and video, they will be able to stay more involved in different aspects of your business while away.

Now that we’ve established why it’s important, let’s look at the types of AV technology you should consider including in a modern conference room.

What a Modern Conference Room Looks Like

Here are some aspects to consider when deciding what AV technology to include in a conference room. This is not an exhaustive list, but it includes some of the major considerations you won’t want to forget:

Video Display

One of the biggest decisions is whether to go with a projector or a flat screen TV. Either choice is a major investment, but it is well worth the cost for something that will provide quality video, images and conferencing options. The best choice for your conference room will depend on the size of the space and the main purposes of the screen.

Projectors tend to be more cost effective and easier to see in bigger spaces or with larger groups of people. The downside to projectors is that sometimes lighting (especially sunlight) can make the video or image hard to see. If you decide a projector is best, you’ll want to get the right lighting and possibly window coverings to avoid problems with glare.

Flat screens are generally better from a lighting standpoint, but they are also smaller, so they work better in smaller rooms. If you decide a flat screen is better for your space, you’ll also want to consider the benefits of LCD vs. LED screens.

Another point to consider is purchasing multiple screens so that one can be used to show images or graphics from a presentation and the other can be used simultaneously for video conferencing a client or employee.


If video conferencing is something that your business does regularly or plans to do more of in the future, it’s a good idea to install quality microphones specifically designed for video conferencing in the ceiling or on the walls. They need to be centrally located and stationary so that communication is clear and there’s not a lot of unnecessary feedback.


As much as we may feel like standard phones are becoming a thing of the past, they’re still a valuable piece to include in your conference room for conference calls that don’t require or are not able to incorporate video streaming. A couple of features you’ll want to look for are the ability to connect to several lines at once and hands-free capabilities.


If you don’t have good sound, listening to an online presentation, watching a video clip or video conferencing with a client can be difficult and frustrating. Important points can be missed and a lot of time wasted straining to hear or repeating things if you have poor audio equipment.

For these reasons and more, quality speakers that are placed in the right locations around the room are very important to your business’s conference room.

AV Accessories

Once you have all of the major pieces in place, you’ll need to figure out what types of sound-absorbing and light-absorbing accessories are necessary to make the audio and video the best it can be. These accessories can include things like wall panels, heavy window treatments and even carpeting.

Video conferencing and technology are a major part of any business, so make sure your conference room is updated with all of the latest equipment.

At Texadia Systems, our experienced technicians can help you find the right commercial AV solutions for your conference room and business. We integrate each piece of your technology to create a seamless experience and provide the support you need to allow your business to thrive.