Learn how to set up a new conference room efficiently. This comprehensive guide covers everything from choosing the right location and furniture to technology setup and best practices for a productive meeting space.
Setting up a modern conference room requires more than just a table and chairs. Whether you're designing a huddle space or a fully equipped boardroom, the goal is the same: to support clear communication, easy collaboration, and seamless integration with video conferencing platforms like Microsoft Teams and Zoom. In this guide, we’ll walk you through the key steps, best practices, and recommended equipment to build a high-performing, future-proof meeting space.
Before selecting technology, clarify the room's primary function and size.
| Room Type | Capacity | Common Use Cases |
|---|---|---|
| Phone Booth | 1–2 people | Private calls, quick video chats |
| Huddle Room | 3–6 people | Ad hoc meetings, brainstorming |
| Medium Room | 6–12 people | Client presentations, hybrid meetings |
| Large Room | 12–20 people | Team-wide discussions, remote collaboration |
| Divisible Room / Training Room | 20+ people | Multi-session workshops, training, flexible layouts |
Ideal for quick deployment and minimal wiring.
Recommended Products:
Yealink MeetingBar A10 – Compact all-in-one video bar for huddle rooms
Yealink MeetingBar A40 – Premium AI-powered bar with dual 48MP cameras for small to medium rooms
Scalable components allow tailored installation.
Recommended Products:
Yealink MVC860 – Designed for extra-large rooms, with PTZ cameras and flexible microphone setup
Yealink MVC S90 – Best for divisible rooms or Pro-AV environments
Microphone Options:
Yealink CM50 – Premium Dante beamforming ceiling microphone
Yealink CP50 – Tabletop omnidirectional speakerphone
Yealink VCM36-W – Wireless microphone array for flexibility
Speaker Options:
Yealink CS10 – High-fidelity ceiling speaker for larger rooms
Touchscreen Booking Panels help avoid double bookings and enable smart scheduling.
Top Picks:
You can pair these with Yealink RoomSensor Pro for occupancy detection, auto check-in, and environmental sensing.
Best Practices:
Allow space between seats for comfort and camera visibility
Avoid placing participants with their backs to windows (lighting issues)
Use U-shape or hollow-square for larger rooms
Consider ceiling mics and speakers to keep the table clean
Ensure all AV components are certified for your platform:
For Microsoft Teams Rooms: Yealink Teams Room Solutions
For Zoom Rooms: Yealink Zoom Room Kits
BYOD (Bring Your Own Device) is also an option via USB peripherals or Yealink UVC84-BYOD Kit.
Once your conference room is installed:
Run full test meetings (audio, video, calendar integration)
Train employees on how to use the system
Monitor usage and collect feedback
Plan for scaling or standardizing across other rooms
With the right strategy, hardware, and layout, you can transform any room into a high-performance collaboration hub. Yealink’s range of certified video conferencing systems, smart scheduling panels, and AI-driven audio solutions ensure your meeting space is ready for hybrid work and beyond.
Explore Yealink’s complete Meeting Room Solutions to get started.
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.
Discover Yealink Teams Rooms Devices for seamless Microsoft Teams collaboration with premium audio and video solutions.
Big Impact for Bigger Spaces - All-in-one video bar for medium to large rooms
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Video Conferencing System For Pro-AV Rooms.
Explore Yealink’s Zoom Rooms devices for seamless, high-quality video conferencing solutions.
Yealink's room audio devices, offering crystal-clear sound for an immersive video conferencing experience.
Intelligent Solutions for Smarter, More Efficient Meeting Spaces.
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Simple and flexible video conferencing camera solutions for any workspace or meeting setup.
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Yealink Next-Gen Hybrid Meeting Style - Any Space, Any Discussion.
Building an AV system shouldn’t feel like solving a puzzle — but for many, it still does. Microphones, DSPs, cameras, control panels — often from different vendors..
Yealink Video Solutions for Zoom Rooms cover every scenario you need for video meetings, such as small, medium, and large meeting rooms.
Discover SKYSOUND audio solutions for unparalleled sound clarity in your conference room. Enhance your meetings with advanced audio technology designed for medium-sized spaces.
Discover SKYSOUND audio solutions for unparalleled sound clarity in your conference room. Enhance your meetings with advanced audio technology designed for medium-sized spaces.
Explore Yealink’s customized conferencing solutions for small meeting spaces. Discover the ideal setup to enhance efficiency and collaboration.
Explore Yealink’s customized conferencing solutions for large meeting spaces. Discover the ideal setup to enhance efficiency and collaboration.
Explore Yealink’s customized conferencing solutions for extra-large meeting spaces. Discover the ideal setup to enhance efficiency and collaboration.
Professional Video Conferencing, Crystal-Clear Audio, AI-Powered Noise Cancellation, and Seamless Integration with Zoom & Microsoft Teams.
Yealink Conference Room Solution for Microsoft - Bringing Microsoft Teams Experience to Every Space
Let’s explore the importance of conference room speakers, their features, and how to choose the right solution for your needs.
This guide explores the best AV solutions for different room sizes, helping you find the perfect setup for your workspace.
Whether you need a compact solution for small focus rooms or a powerful system for medium to large conference rooms, Yealink has the perfect MeetingBar for your needs.
This guide explores key components of Conference Room AV Solutions and how Yealink’s industry-leading products can meet diverse meeting needs.
Whether you’re hosting a high-stakes client presentation or a quick internal brainstorm, the right meeting room can elevate productivity, build stronger connections, and ensure every voice is heard.
Whether you’re hosting a C-suite board meeting, engaging with global stakeholders, or presenting high-stakes strategies, a luxury conference room leaves a lasting impression.
Whether you’re hosting a C-suite board meeting, engaging with global stakeholders, or presenting high-stakes strategies, a luxury conference room leaves a lasting impression.
These devices offer an all-around view of the room, ideal for inclusive discussions, interactive training, and seamless remote communication—especially in roundtable, U-shape, or multi-participant setups.
When choosing a good digital whiteboard, evaluate factors such as screen size, touch technology, software integration, connectivity options, and overall durability.
An ultimate guide for the enterprise to choose the right conference camera and elevate the meeting experience in the hybrid working era.
Selecting the best video conference camera involves evaluating several key aspects to ensure high-quality, seamless meetings. Here are ten essential factors to consider.
A conference meeting room is a designated space in offices, institutions, or commercial environments designed to facilitate collaboration, discussions, and decision-making processes.
A conference speakerphone is a specialized communication device designed for use in conference rooms or meeting spaces, allowing multiple participants to join a call or video conference without being limited by proximity to a traditional phone or microphone.
Small meeting room is a compact, enclosed space designed to accommodate a limited number of participants, typically between 2 to 6 people. These rooms are often referred to as huddle rooms or focus rooms, providing a private and quiet setting for quick team discussions, brainstorming sessions, or virtual meetings.
Teams Copilot is a feature designed to enhance collaboration and productivity within Microsoft Teams. Here’s a summary of what Team Copilot typically involves:
All-In-One Video Conferencing Device
Easy to install and quickly deploy, it ensures seamless connectivity and integration, delivering exceptional value for efficient remote meetings.
Video Conferencing Bundled device Covering from Huddle to Medium Conference Room
Video Conferencing Bundled device Covering from Medium to Extra-Large Conference Room
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