Creating a seamless Conference Room Solution requires careful planning in both design and deployment. A well-structured setup ensures optimal performance, ease of use, and long-term scalability.
Room Layout & Acoustics – Optimize space utilization, ensure proper lighting, and minimize sound reflections for clear audio.
Display & Camera Positioning – Place screens at eye level and position cameras for natural eye contact and full-room coverage.
Audio System Configuration – Use directional microphones and strategically placed speakers to deliver consistent sound throughout the room.
Connectivity & Integration – Ensure seamless compatibility with collaboration platforms and support for wired and wireless sharing.
Pre-Installation Planning – Assess room dimensions, cabling needs, and power supply to avoid last-minute adjustments.
Network Optimization – Prioritize high-speed, low-latency connections for stable video conferencing.
User-Friendly Setup – Implement intuitive control systems for quick meeting startups and minimal technical support.
Testing & Calibration – Conduct real-world simulations to fine-tune audio, video, and network performance.
Creating an efficient Conference Room Solution requires a structured approach to ensure optimal performance and user experience. Below is a step-by-step guide covering the design, deployment, and optimization phases.
Identify meeting room types
Define user needs
Assess room conditions
Determine display size and placement
Select camera positioning
Configure audio solutions
Ensure platform integration
Plan cable management
Optimize network bandwidth
Pre-configure devices
Mount displays and devices
Set up connectivity
Install control systems
1. Key Terminologies in Conference Rooms
| Term | Definition |
|---|---|
| AV (Audio-Visual) | Refers to all sound and video technology used in a meeting room, including microphones, speakers, cameras, and displays. |
| Huddle Room | A small meeting space designed for 2-6 people, typically used for quick collaboration and equipped with an all-in-one video conferencing system. |
| Hybrid Meeting | A meeting format where participants join both in-person and remotely via video conferencing platforms like Microsoft Teams or Zoom. |
| BYOD (Bring Your Own Device) | A setup that allows users to connect their personal laptops or mobile devices to the conference room system for presentations and meetings. |
| PTZ Camera (Pan-Tilt-Zoom) | A high-end camera that can pan, tilt, and zoom to focus on speakers and active participants. |
| Beamforming Microphone | An advanced microphone that captures sound directionally, enhancing voice clarity while reducing background noise. |
| Ceiling Microphone Array | Multiple microphones installed in the ceiling to capture voices from all areas of the room, providing clean and echo-free audio. |
| Speaker Tracking | AI-powered camera technology that automatically zooms in on the active speaker, improving the remote meeting experience. |
| Echo Cancellation | A technology that removes sound feedback and echoes, ensuring clear two-way communication. |
| Dual Display Setup | A conference room configuration that includes two screens—one for video participants and another for presentations. |
| Sound Masking | A technique used to improve privacy and reduce distractions by emitting ambient background noise. |
| Wireless Content Sharing | Allows participants to share presentations and content wirelessly without needing cables. |
| Room Booking System | A scheduling system integrated with Microsoft Teams or Google Calendar to manage meeting room availability. |
2. Network & Connectivity
| Component | Requirement |
|---|---|
| Internet Speed | Minimum 10 Mbps for HD video calls, 25 Mbps for 4K |
| Wired vs. Wireless | Wired Ethernet recommended for stable video calls |
| Power Over Ethernet (PoE) | Reduces cable clutter and improves power management |
| Security | End-to-end encryption, multi-factor authentication (MFA) for access |
3. Best Practices for a Conference Room Setup
✅ Ensure Proper Camera Placement: Position cameras at eye level for natural engagement.
✅ Use Ceiling Microphones in Large Rooms: Ensures even audio pickup without table clutter.
✅ Opt for Dual Displays: One for remote participants, another for presentations.
✅ Invest in Noise Reduction Technology: Reduces background distractions for a seamless experience.
✅ Prioritise Platform Compatibility: Choose Microsoft Teams or Zoom-certified solutions for best integration.
❌ Poor Audio Coverage: Inadequate microphones lead to unclear communication.
❌ Ignoring Room Acoustics: Large, open spaces may require acoustic treatment.
❌ Using Consumer-Grade Equipment: Always opt for business-grade AV solutions.
❌ Overcomplicating Setup: Simple plug-and-play solutions like MeetingBar reduce IT burden.
Yealink provides all-in-one video conferencing solutions forhuddle and small rooms, ensuring clear audio, HD video, and seamless platform integration.
AI-Enhanced & Professional Conferencing for Effortless Collaboration Across Diverse Medium-Sized Rooms
Cost-Effective, Scalable & Highly Compatible – Ideal for Large Rooms, Training Rooms, Auditoriums, and Divided Offices.
• AI-Powered Automation
• Smart Camera & Audio Tracking
• Real-Time Transcription & Translation
• Seamless Hybrid Collaboration
• Adaptable Room Layouts
• All-in-One Conference Room Systems
• Modular & Scalable Systems
Choosing the right Conference Room Solution depends on several key factors, including room size, meeting platform compatibility, audio/video quality, and ease of use.
Here’s a step-by-step guide to help you decide:Click here. 🚀
| Room Type | Best Solution | Key Features |
|---|---|---|
| Huddle Room (2-6 people) | MeetingBar A10 / A20 | All-in-One, Plug & Play, AI Camera |
| Medium Room (6-12 people) | MeetingBar A30 / A40 | Dual Cameras, AI Framing, Wireless Sharing |
| Large Room (12+ people) | ZVC860 / MVC860 | PTZ Camera, Modular AV Integration |
| Boardroom & Training Room | MVC S90 / ZVC S90 | Multi-Camera, Ceiling Mics, Pro AV Setup |
| Collaboration + Whiteboarding | MeetingBoard 65” | 4K Touchscreen, Whiteboarding, Video Conferencing |
Want to explore a more detailed Conference Room Solution? Click here. 🚀
Explore Conference Room Solutions with Tailored Equipment Bundles & Deployment Plans Based on Your Room Size.
You can click here to explore a more detailed Small Conference Room deployment, designed to maximize space and efficiency. 🚀
| Category | Solution | Yealink Product Recommendation | Why It Works |
|---|---|---|---|
| Furniture | Compact, foldable, or multi-functional furniture | – | Saves space & keeps the room flexible |
| Seating | Round tables or bench seating | – | Encourages collaboration & reduces clutter |
| All-in-One Video Conferencing | Integrated camera, microphone, and speaker in one device | MeetingBar A10 MeetingBar A40 | Reduces the need for separate AV equipment |
| Wireless Presentation | Eliminate HDMI cables & dongles | WPP30 Wireless Sharing Pod | Enables instant screen sharing without cables |
| Ceiling-Mounted Audio | No cluttered microphones on tables | CM50 Ceiling Microphone CS10 Ceiling Speaker | Provides clear audio while saving table space |
| Wall-Mounted Display & Whiteboard | Replace traditional monitors & whiteboards | MeetingBoard 65” | Saves space while offering collaboration tools |
| Smart Lighting | LED ceiling lights & dimmable options | – | Enhances visibility & adjusts ambiance |
| Acoustic Treatment | Soundproofing panels, carpeted flooring | – | Reduces echo & improves audio clarity |
| Minimalist Storage | Built-in shelves, hidden storage | – | Keeps the space clean & organized |
This setup ensures maximum efficiency & comfort in small conference rooms. 🚀 Need help picking the best Yealink solution?
The key elements of this transformation include high-quality audio and video equipment, a stable network environment, and a user-friendly experience.
Here’s a step-by-step guide to upgrading your meeting space.Learn More >
| Category | Traditional Meeting Room | Upgraded Video Conference Room | Recommended Yealink Solutions |
|---|---|---|---|
| Meeting Type | In-person only | Hybrid (In-person + Remote) | - |
| Audio Quality | Speakerphone or basic microphone | Advanced microphones with noise cancellation | CM50, CM20, VCM36... |
| Video Capability | No video or simple webcam | AI-powered cameras with auto-framing | MeetingBar A40, MeetingBar A30，... |
| Speaker System | Built-in laptop or external speakers | Ceiling-mounted or dedicated speakerphones | CS10, CP50 |
| Meeting Platform | Phone calls, local presentations | Microsoft Teams, Zoom, Google Meet integration | MVC Series, ZVC Series |
| Content Sharing | HDMI cables, USB drives | Wireless content sharing, touch displays | MeetingBoard 65", WPP30 |
| Room Size Consideration | No dedicated AV setup | Optimized for different room sizes | See room-specific solutions below |
| Huddle Room (2-6 ppl) | Small speakerphone, no dedicated camera | All-in-one plug & play video solution | MeetingBar A10, MeetingBar A20 |
| Medium Room (6-12 ppl) | Basic conference phone, single display | AI-powered dual-camera, expanded microphones | MeetingBar A30, MeetingBar A40, MVCS40 |
| Large Room (12+ ppl) | Echo issues, limited microphone range | Multi-camera, PTZ tracking, ceiling microphones | ZVC860, MVC860, MVC S90 |
This table provides a clear comparison between a traditional meeting room and an upgraded video conferencing space, along with recommended Yealink solutions for different scenarios. Let me know if you need any modifications! 🚀
Small meeting rooms (2-6 people)
• All-in-One Design
• 4K Camera
• Electric Privacy Shutter
• Auto Framing and Speaker Tracking
• Built-in Bluetooth & Wi-Fi
• 4K Camera
• Resolution: 1080p30, 720p30
• 120° DFoV
• 105° HFoV
• 4 x e-PTZ camera
• Built-in 8 MEMS microphone array
• Advanced AI Noise Cancellation Algorithm
• Excellent Full-duplex
- Auto Framing
- Speaker Tracking
- Multi-focus Framing
- Smart Gallery (Zoom Only)
Small to medium rooms (2-12 people)
All-in-One Design
• 20MP Camera
• 120° Field of View
• Electric Privacy Shutter
• Dual Screen
• 20 MP Camera
• 120° field of view
• 8x e-PTZ camera
• Electric privacy shutter
• 120° DFOV, 111° HFOV, 73° VFOV
• Built-in 8 MEMS microphone array with a voice pickup range of 6 meters
• Yealink Noise Proof Technology
• Full-duplex
• AGC (Automatic Gain Control)
- Auto Framing
- Speaker Tracking
- Picture in Picture
- Multi-focus Framing
- Smart Gallery (Zoom only)
Medium meeting rooms (6-10 people)
• All-in-One Design
• Two Cameras Design
• 120° Filed of View
• Electric Privacy Shutter
• Dual Screen
• Wide Camera:
- 8 MP Camera
- Field of view: 120°
- 4 x e-PTZ Camera
- 120° DFOV, 112° HFOV, 79° VFOV
• Telephoto Camera:
- 8 MP Camera
- Field of view: 90°
- 10x Hybrid Zoom (3.5x optical, 3x digital)
• Built-in 8 MEMS microphone array with a voice pickup range of 6 meters
• Support external mic
• Yealink Noise Proof Technology
• Beamforming directed voice pickup technology
• Full-duplex
- Auto Framing (Frame and capture everyone in detail)
- Speaker Tracking (Switch automatically between active speakers)
- Picture in Picture (View speaker and group people simultaneously)
- Smart Gallery (Zoom only, display multiple video feeds from a single conference room)
Medium to large meeting rooms
• ALL-IN-ONE design
• 4K built-in camera
• Enhanced AI Noise Cancellation
• Detachable optional PTZ camera for larger space
• Extended wireless microphones
• Dual-screen supported
• WIFI6 wireless presentation
• Built-in Camera
- 8MP Sony sensor
• MB-Camera-6X
• MB-Camera-12X
- 8MP Sony sensor
- 12x optical zoom
• Built-in 16 MEMS Mic Array
• Support RCA input/output
• Yealink Enhanced Noise Proof Technology
• Acoustic Echo Cancellation
• Reverberation Suppression
• Auto Gain Control
- Auto Framing
- Speaker Tracking
- Multi-focus Framing (Integrated)
- PiP Mode
- Smart Gallery (Zoom)
Small to medium-sized rooms
• ltra HD picture quality and artificial AI features
• High-quality audio pickup experience
• Convenient screen sharing
• Fast BYOD solution
• 2x 48 MP Camera
• DFOV: 120°
• HFOV: 111°
• 2x 10W Stereo speakers
• Speaker: 78.78dBSPL@0.5m
• Support IntelliFocus
• Support Multi-Stream IntelliFrame (Only for Microsoft Teams Room)
• Support Video Fence
Small to medium-sized rooms
• 360° camera for immersive video
• All-in-One Audio and Video integration machine
• Simple to deploy, Easy to use
• Support wired and wireless (with WPP30) content sharing
• 2 x Microphone Mute/Unmute button
• 1 x Camera Mute/Unmute button
• 1 x USB Type-C 3.0 interface
• 1 x 15V/2.4A DC power supply Interface
• 1 x Reset (reset hole)
• HFOV: 360°
• VFOV: 60°
Audio: Speakerphone
• Support intelligent multi-speaker tracking
• Support Cortana voice assistant
• Support voice transcription
• Support automatic privacy cover
Extra-Large and Training Rooms
• Multi-cam solution, Flexible layout
• Big and flexible conference control experience
• Intelligent tracking, Free your hands
• Flexible audio, Flexible connectivity
• UVC86 USB PTZ Camera
• 4K Sensor
• 20.4 × HD zoom (12x optical, 1.7x digital)
AVHub, audio and video processor
• Auto-framing
• Speaker tracking
• Presenter tracking, support area trigger and gesture control
• Multi-focus
Medium and large conference rooms
• Intelligent tracking, Free your hands
• Big and flexible conference control experience
• Flexible audio, Flexible connectivity
• Convenient screen sharing and fast BYOD solution*
UVC86 USB PTZ Camera
• 4K Sensor
• 20.4 × HD zoom (12x optical, 1.7x digital)
• MSpeaker II (optional)
• VCM35 Array microphone (optional)
• VCM36-W Wi-Fi wireless microphone (optional)
• VCM38 Ceiling array microphone (optional)
• CPW65 DECT wireless microphone (optional)
• Auto-framing
• Speaker tracking
• Presenter tracking, support area trigger and gesture control
• Multi-focus
• Picture-in-picture
High-end small to medium meeting rooms
• Ultra HD picture quality*
• High-quality audio pickup experience*
• Compatible with Microsoft's MDEP
• Multi-Platform Flexibility
• Simple deployment
• Remote device management
• Maximum pixels: 2*48MP pixels
• Number of preset positions: 9
• Electronic gimbal
• 120° DFOV, 54° VFOV, 110° HFOV
• Depth of field: 1-5 meters
• Maximum resolution: 4K
• Maximum frame rate: 60FPS
• Built-in 2 x 10W speakers
• Built-in 8 MEMS microphone array
• 6-meter pickup distance, 4-meter high-quality pickup distance
- IntelliFocus
- Auto Framing
- Speaker Tracking
- People counting
- Picture in Picture
- Smart Gallery (Zoom only)
Extra-Large and Training Rooms
• Multi-cam solution, Flexible layout
• Big and flexible conference control experience
• Intelligent tracking, Free your hands
• Flexible audio, Flexible connectivity
• Convenient screen sharing and fast BYOD solution*
UVC86 USB PTZ Camera
• 4K Sensor
• 20.4 × HD zoom (12x optical, 1.7x digital)
• Angle of view:
-90° DFOV, 81° HFOV, 50° VFOV ( Telephoto lens)
-120° DFOV, 110° HFOV, 78° VFOV (Panoramic lens)
-
• Auto-framing
• Speaker tracking
• Presenter tracking, support area trigger and gesture control
• Multi-focus
• Picture-in-picture
• Up to 9 preset positions can be set
Below are some industry-specific conference room solutions that can help optimize space, improve collaboration, and enhance productivity.
Conference Room Audio Device
A Comprehensive Conferenutionce Room Audio Solution for standard-sized medium(5m x 8m) to extra-large conference rooms(6m x 10m).
Yealink audio ceiling Device Bundle
The Yealink CMKit-121 is a comprehensive package designed as the core setup for the Yealink audio ceiling solution. It includes the CM20 ceiling microphone, a pair of CS10 ceiling speakers, and an RCH40 E2 switch.
Each package functions as an independent audio unit, guaranteeing secure and stable audio experience.
Explore more types of Yealink standard audio equipment for exceptional sound quality in any meeting space.
Contact Us
Contact us for product quotes and installation consultations. We will promptly notify a local dealer to provide you with accurate and efficient service solutions.
For small meeting rooms (2-6 people), an all-in-one solution like the Yealink MeetingBar A40 is ideal.
It integrates a camera, microphone, and speaker into one compact unit, making setup simple and saving space. This solution is plug-and-play, certified for both Microsoft Teams Rooms and Zoom Rooms.
All-in-One System (e.g., MeetingBar A30): Integrates camera, microphone, speaker, and controls into a single device. This is perfect for smaller rooms and quick installations.
Modular System (e.g., MVC860): Offers separate components (camera, microphones, speakers, etc.) for more flexibility, making it ideal for larger spaces where customization is needed.
You can remotely manage your Yealink conference room devices using Yealink Cloud Management (YMS). This system allows centralized control of settings, firmware updates, and monitoring across multiple locations. It simplifies IT management and ensures that your devices are always up to date and running smoothly.
For wireless content sharing, the Yealink WPP30/ PA20 allows you to share screens from laptops, smartphones, and tablets to the main conference room display without the hassle of cables. It supports multiple users sharing content at the same time, which is perfect for collaboration during meetings.
For larger rooms (12+ people), a solution like the Yealink ZVC S90 or MVC S90 is ideal. These systems support multiple cameras for wider coverage and advanced microphone arrays for clear audio, ensuring high-quality communication in large spaces.
Yealink devices are certified for both Microsoft Teams and Zoom. You can check the specific certifications for your room setup:
Zoom Rooms Certified Solutions
Simply choose a solution based on the platform you use for your video meetings.
Yealink solutions are designed for easy installation with plug-and-play functionality. Many systems, like the MeetingBar A10 or MeetingBar A30, are wall-mountable and come with pre-configured settings. This means your IT team can have them up and running within minutes without needing specialized skills.
Yes, Yealink devices support content sharing. like the MeetingBoard 65", you can easily share screens wirelessly, making collaboration smoother. Additionally, the WPP30 /PA20 allows multiple users to share content simultaneously without cables.
