Video Conference Audio Equipment Planning Guide
Setting up a video conference room isn’t just about the camera—you need great audio, too. Here’s how to plan your audio system step by step, with clear examples for every situation.
1. Understand Your Room Type and Size
- Small Meeting Rooms (1–6 people):
For huddle rooms or small spaces, a single all-in-one conference speakerphone in the center of the table is usually enough.
Example: A 4-person team uses one speakerphone for daily standups—everyone is heard clearly. - Medium Meeting Rooms (6–15 people):
Choose a speakerphone with a larger pickup range or consider adding a second microphone.
Example: In a 10-person meeting room, a device with a 3-meter pickup radius ensures everyone’s voice is captured. - Large Conference Rooms (15+ people):
Multiple daisy-chained speakerphones or ceiling microphones and wall-mounted speakers are recommended.
Example: For a 30-person boardroom, connect up to 6 speakerphones via daisy-chain to cover the entire space.
2. Room Shape and Acoustic Environment
- Rectangular Rooms:
Place microphones and speakers evenly along the table or ceiling. - Irregular Spaces:
Test for echo or dead spots and adjust equipment placement. - Glass Walls or Hard Surfaces:
Use audio processing features to reduce echo and reverberation.
Example: In a room with glass walls, echo cancellation ensures voices stay clear.
3. Microphone Selection and Placement
- Omnidirectional Microphones:
Capture sound from all directions—ideal for round or square tables. - Directional Microphones:
Focus on a specific area—best for lecture-style rooms.
Example: A round table uses an omnidirectional mic so everyone is picked up equally.
4. Speaker Selection and Placement
- Built-in Speakers:
Suitable for small to medium rooms. - External/Wall-Mounted Speakers:
Needed for larger spaces.
Example: In a training room, wall-mounted speakers ensure everyone hears the remote presenter.
5. Advanced Audio Processing
- Acoustic Echo Cancellation (AEC):
Removes echo caused by microphones picking up speaker sound. - Automatic Gain Control (AGC):
Balances voice volume so everyone sounds natural. - Automatic Noise Suppression (ANS):
Filters out background noise like air conditioning or typing.
Example: During a meeting, ANS mutes keyboard sounds, so only voices are transmitted.
6. Scalability and Daisy-Chain Expansion
- Daisy-Chain Capability:
Some systems allow up to 6 units to be linked via a single cable (Power over Ethernet, PoE) for both power and audio signal. - Flexible Deployment:
Use a single unit for daily small meetings, and easily connect more units for larger events.
Example: For a quarterly town hall, quickly add more speakerphones to cover a bigger audience.
7. Compatibility and Connectivity
- Plug & Play:
Look for USB or PoE devices that work with Windows, macOS, Android, and major conferencing platforms (Google Meet, Teams, Webex, ClickShare, etc.). - BYOM (Bring Your Own Meeting):
Support for personal devices and wireless meeting solutions.
Example: Employees can connect their own laptops and start meetings instantly.
8. Installation and Maintenance
- Easy Installation:
Devices with PoE require only one cable for both power and data—reducing clutter. - Simple Maintenance:
Choose systems with remote management and firmware updates.
Example: IT staff can monitor and update devices remotely, saving time and effort.
9. Case Studies and Real-World Applications
- Corporate Boardrooms:
Multiple daisy-chained speakerphones provide clear audio for all participants. - Education:
Teachers use omnidirectional mics so both in-person and remote students hear every question. - Government/Institutions:
Large meeting spaces benefit from flexible expansion and advanced noise suppression.
Summary Table
| Room Type | Recommended Setup | Example Use Case |
|---|---|---|
| Small Room | 1 all-in-one speakerphone | Huddle room, team standup |
| Medium Room | 1–2 speakerphones, 3m pickup radius | Project meeting, 10-person discussion |
| Large Room | Daisy-chain up to 6 units, wall/ceiling speakers | Boardroom, training, town hall |
Conclusion
With the right planning, your video conference room will deliver clear, reliable audio for every meeting—no matter the size or shape. Start with your current needs, and choose equipment that can grow with you. Great sound means better meetings, happier teams, and more productive outcomes.
Ready to upgrade your conference room audio? Contact us for expert advice and tailored solutions.
