Yealink Video Bar

Yealink's all-in-one meetingbars for small to Large rooms.

Checklist for Designing a New Conference Room

Create an effective and functional conference room with our comprehensive checklist. From layout and furniture selection to technology integration and acoustics, ensure every aspect is covered for optimal collaboration and productivity.

conference room design

Video Conferencing Solution

AV Solutions

June 20, 2025 | 7 minutes

MeetingBar A50 - All-in-one video bar for premium small to medium rooms

MVC S90 - Video Conferencing System for Pro-AV Rooms

MeetingBoard Pro - Video Conferencing Device with Interactive Whiteboard

Whether you're building a brand-new meeting room or upgrading an outdated space, a smart and structured design process is key. This checklist will walk you through the essential steps and decisions to ensure your conference room is functional, flexible, and future-ready.

✅ 1. Define the Room’s Purpose

Start by identifying how the room will be used. Common types include:

Room Type	Use Case	Capacity
Phone Room	1-on-1 calls or focused work	1–2 people
Small Room	Daily stand-ups, quick huddles	3–7 people
Medium Room	Team meetings, hybrid sessions	7–12 people
Large Room	Executive meetings, town halls	12–20 people
U-Shape Room	Group discussions, board reviews	20–30 people
Training Room	Presentations, training sessions	20–40 people
Open Space	Informal collaboration, events	Variable

✅ 2. Measure Room Dimensions

Understanding your space size determines your AV and furniture layout.

Minimum ceiling height: 2.4 meters
Consider distance from camera to participants (3–6 meters)
Check lighting levels & natural light exposure

✅ 3. Choose Your AV Technology

📹 Video Conferencing Setup

Select based on room size:

Small to Medium Rooms:
Yealink MeetingBar A30 or A40 – All-in-one video bars
Large or Divisible Rooms:
Yealink MVC860 or
MVC S90 – Modular Teams Room systems

🎙️ Audio System

Make sure every voice is heard clearly:

Tabletop: CP50, CPE40
Ceiling: CM50, CM20
Wireless: VCM36-W

🖥️ Interactive Display (Optional)

For whiteboarding and presentations:

Yealink MeetingBoard Pro – All-in-one 65"/75"/86” board with camera & audio

✅ 4. Ensure Seamless Platform Integration

Make sure your room is certified for Microsoft Teams or Zoom:

Teams Rooms: Explore Yealink Teams Solutions
Zoom Rooms: Explore Zoom Certified Devices

Also consider BYOD support (USB-based video conferencing).

✅ 5. Install Room Scheduling Tools

Enable touchless check-in, room status, and usage analytics.

Recommended:

RoomPanel E2 or RoomPanel Plus
RoomSensor Pro for occupancy detection

✅ 6. Prioritise Security and Future-Proofing

Modern devices should support:

Android 13 (Yealink MeetingBar Series & Panels)
Microsoft Device Ecosystem Platform (MDEP) for:

OS security
Seamless updates
Cyber threat resilience

✅ 7. Room Layout & Furniture

Consider:

U-shape, classroom, boardroom, or huddle layout
Line-of-sight to screen and camera
Acoustic panels & blinds (for echo/light control)
Cable management and wall mounts

✅ 8. Test and Train

Perform an AV dry run
Test platform logins (Teams/Zoom)
Train staff on panel use and content sharing
Validate that mics and cameras cover the full space

🧩 Bonus: Optional Features to Add

Motion-activated lighting & occupancy sensors
Auto-booking and cancellation based on room usage
AI-based camera framing & speaker tracking
Meeting analytics dashboard

Tips:This article is for reference only. Please visit the Yealink product details page to learn more about products and application scenarios, or contact us for further assistance.

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