How to Create a Great Meeting Room for Video Conferencing

Acoustics

The acoustics of a room have a major impact on how sound is perceived during video meetings. Hard surfaces such as glass and concrete reflect sound, creating echo that makes conversations harder to follow. Textiles like curtains, carpets and upholstered furniture absorb sound and improve clarity.

One practical way to improve acoustics is by installing acoustic panels on the walls or ceiling. The less echo in the room, the easier it becomes to hear what people are saying. Today, many suppliers even offer acoustic panels with custom prints, allowing them to function as decorative artwork while improving sound quality at the same time.

Microphone Placement

Microphone placement is crucial for good sound quality. Microphones should be positioned so they clearly capture participants’ voices. A sound engineer might recommend placing microphones close enough to touch, but modern ceiling-mounted microphones are often a better solution in practice.

Professional solutions now include built-in intelligence and echo cancellation. A single ceiling microphone can cover rooms up to 60 square meters, focus on the person speaking, filter out ventilation noise and even distinguish between side conversations and speech directed at the meeting.

Because these microphones are discreetly mounted out of sight, they also reduce distracting sounds like tapping on the table while keeping the room clean and visually organized.

Lighting

Lighting is perhaps the single most important factor for good video quality and often has a bigger impact than the camera itself. Whether you work from home or in a corporate meeting room, proper lighting can make a dramatic difference.

Avoid strong backlighting that turns participants into silhouettes. Instead, place lighting in front of participants to evenly illuminate faces without creating harsh shadows. Natural daylight is always preferable, but when that is not possible, invest in quality ceiling lighting or LED fixtures that provide a natural appearance.

Many companies prioritize rooms with the best views and most sunlight when placing meeting rooms, but direct sunlight often creates glare, reflections and temperature issues that interfere with video meetings. The better choice is usually to place meeting rooms on the shaded side of the building and reserve the offices with views for employees.

Colors

Colors are not only about aesthetics, but also about functionality and atmosphere. Research has shown that colors influence both mood and concentration. In meeting rooms, where focus and collaboration are essential, the choice of colors plays an important role in creating the right atmosphere and a professional appearance on camera.

Avoid harsh white walls and very dark color palettes. Matte colors reflect less light and reduce glare. Neutral and warm tones such as beige, gray and muted earth colors create a comfortable background that highlights participants without stealing attention.

Strong colors and busy patterns should generally be avoided because they can become visually distracting on camera. A clean and consistent background gives a far more professional impression.

Natural materials such as wood add warmth and depth without becoming distracting. Large green plants are also an excellent addition because they improve air quality, soften acoustics and create a more inviting atmosphere.

Furniture

Furniture influences both the atmosphere in the room and how the room appears on camera. Dark furniture can create an elegant and professional look, but it also absorbs light and may make the room appear darker, especially if the lighting is not ideal. Lighter furniture reflects more light and often creates a brighter and more welcoming environment.

For acoustic reasons, furniture with textile surfaces is usually preferable to metal and hard wood because textiles absorb sound more effectively.

If the room is primarily designed for video meetings, pear-shaped conference tables are often a smart choice. This design allows the camera to capture all participants more naturally since nobody is hidden behind the person in front of them. It also improves sightlines toward the screen for everyone around the table.

Displays

Professional displays are designed for continuous operation and offer higher brightness, anti-glare coatings, accurate color reproduction and advanced connectivity options for meeting rooms. Consumer TVs are cheaper but generally less robust and less suitable for heavy daily use.

Display placement also matters more than many people realize. In rooms primarily used for video meetings, the display should usually be mounted lower on the wall with the camera positioned above it. In presentation-focused rooms, the camera can sometimes be placed below the display instead.

One of the most common mistakes is mounting displays far too high. From an ergonomic perspective, it is far more comfortable to look straight ahead or slightly downward than upward for extended periods.

When deciding between one or two displays, the answer depends on how the room is used. Some collaboration spaces benefit from dual displays, but in most cases one large display creates a cleaner and more natural viewing experience than two smaller ones.

Audio

I remember buying a very cheap surround system many years ago. Every time I played loud music, the neighbors complained. The sound was thin and unbalanced, so I had to increase the volume to make it feel powerful.

Later, I invested in a proper stereo system and discovered a completely different listening experience. The sound became fuller and more balanced, creating the impression of higher volume even at lower levels.

The same principle applies to meeting rooms. Good audio quality reduces listening fatigue and makes communication feel more natural and professional. When participants do not have to struggle to hear or understand each other, they remain more focused and engaged throughout the meeting.

Documentation

Proper documentation of meeting room solutions is essential, whether you install the system yourself or hire external suppliers.

Documentation is important for troubleshooting, maintenance and future upgrades. Some vendors intentionally keep documentation to themselves in order to secure future business. Make sure all technical documentation is handed over after installation so future maintenance and upgrades can be performed without unnecessary dependence on a single supplier.