Why Your Conference Room Needs Expert Planning

Take meeting room as seriously as you do your business.

In the past, companies and organizations often relied on makeshift setups for meetings, using basic projection screens, projectors, and video conferencing equipment. IT staff were assigned to assist with installation and operation, which often led to time-consuming setups before each meeting—a common frustration that many have been eager to resolve in recent years.

Today, with technological advancements, improved device compatibility, and the establishment of international standards, audiovisual equipment has become more compact, versatile, and responsive. Upgrading and improving such systems has become a growing trend.

How do you choose the right level of equipment, and is installation service necessary?

Products available on general retail platforms and at budget-friendly prices are often designed for personal use or small-group discussions in compact spaces. However, when it comes to larger corporate meeting rooms, shared workspaces, or open areas requiring wide-range audio pickup, playback, and video conferencing, these products typically fall short. It’s common for businesses to realize only after purchase that the actual functionality does not meet their needs, or that devices from different brands are incompatible when used together, leading to a high risk of malfunction.

Another common scenario occurs during the construction of new office buildings, renovation of floors for new offices, or remodeling of older workspaces. In such cases, companies usually engage interior design firms to plan the office layout, focusing on electrical work, decoration, and furnishing. The audiovisual systems included in these designs are often limited to basic components such as televisions, speakers, screens, and microphones. However, when a company requires more advanced interactive features—such as video conferencing with remote participants, real-time presentations, or online group training sessions—this enters a more specialized technical domain. It requires collaboration with a dedicated integration service provider, which is a frequent type of request received by the CVTC sales and engineering teams.

Commercial-grade video and audio equipment designed for team meetings

Stable performance, high-end components (including high-quality audio and video, AI-powered chip technology), durability, and warranty and maintenance services

Commercial-grade conferencing systems are specifically designed for multi-user, collaborative environments and are built with durability and scalability in mind. These solutions take into account a wide range of spatial layouts and usage scenarios, offering flexible configurations and the ability to integrate with other systems—often across different brands—through adherence to international standards. This ensures each setup can be tailored to meet the unique requirements of the client.

Unlike consumer-grade equipment, commercial conferencing systems are engineered to perform reliably in diverse physical environments, such as spaces with glass walls, concrete surfaces, wooden structures, metal partitions, or fully open layouts. These materials often create acoustic challenges such as echo and sound reflection, which directly impact communication quality.

Assembling and optimizing such systems without professional expertise often leads to subpar user experiences and unresolved technical issues. That’s why the involvement of experienced system engineers is critical. With deep technical knowledge and hands-on experience, they can design and implement integrated conferencing solutions that align with functional needs, optimize usability, and accommodate user habits—ensuring a seamless and efficient meeting experience.

Auto-tracking camera

cisco、Poly、Logitech、Jabra、Crestron

Conference cameras are designed with the "space" in mind—featuring wide-angle lenses and the ability to capture large areas. High-resolution video quality is a fundamental feature, and most models are equipped with user-friendly auto-tracking and recognition technology. In a meeting room, it's essential to follow speakers from different positions, and these cameras are powered by highly sensitive AI processing chips that operate automatically. The camera can pan, tilt, zoom in on faces, and track the movement of the main speaker, making remote participants feel as if they are physically present and fully engaged in the conversation.

Advanced models are all-in-one devices with multiple built-in functions—examples include the Cisco Room Bar, Logitech Rally Bar, and Jabra PanaCast.

Microphone and Speaker system

Jabra、Shure、Logitech

Conference room technology is gradually moving toward wireless solutions to maintain a clean and uncluttered space. Microphones designed for meetings are typically capable of picking up multiple speakers within a room, eliminating background noise, detecting human voices, and enhancing voice clarity. Whether placed on the table, mounted on the ceiling, or integrated into the interior design, these microphones offer clear audio quality while maintaining a neat and aesthetically pleasing environment.

As for speakers, older systems were usually fixed in the four corners of the room, resulting in uneven sound—too quiet when far away, and too loud when sitting close. Today, many modern audio products are designed to blend seamlessly into the decor, often resembling decorative elements. They can be placed on tables or suspended from the ceiling, offering both functionality and visual harmony.

TV display、Interactive whiteboard

BenQ、Microsoft Surface Hub、Cisco Webex Board

Choosing commercial-grade displays and interactive whiteboards goes far beyond simply using a screen to play videos or presentations during meetings. These displays offer greater expandability and advanced features, depending on the brand and design.

The growing demand for interactive whiteboards stems from the need to capture spontaneous ideas during meetings. Being able to quickly pick up a stylus to make adjustments or notes fosters more dynamic group discussions and communication. The market continues to introduce touch-enabled display panels that support real-time drawing and writing, enhancing collaboration.

Meeting scheduling tablet and Conferencing platform

Crestron、cisco webex、Zoom Rooms

For large conference spaces, multiple meeting rooms, shared areas, or office spaces that require unified control and management, an environmental control system is the ideal upgrade. With just a single screen or tablet, users can control the room environment and operate conference equipment, manage spaces, book meetings, and handle scheduling digitally.

Online meetings (such as Webex, Zoom, or Teams) can be launched directly from a tablet, without the need for manual sorting or organizing of meeting content. Enterprise versions of these platforms offer far more advanced features compared to the free or personal editions, including enhanced information security, data privacy, and secure data transmission—all essential for business use.

Wireless presentation system

Barco、AVA、QuattroPod

During meetings, if participants or visiting guests need to quickly share presentations or information on the screen, wireless presentation systems can be used. Whether using native screen mirroring from an iPhone, Android device, or a Windows/macOS laptop, BYOD (Bring Your Own Device) wireless conferencing solutions support multiple device connections for fast and real-time sharing.

These systems are plug-and-play, and commercial-grade wireless presentation transmitters can support up to 64 units. They also allow screen splitting, enabling multiple users to project their content simultaneously on a single display—making it easy for all attendees to view shared information.

Focus on your professional work without spending time on meeting setup and materials—leave the equipment and system integration to CVTC's expert team.

Common meeting‑environment software and hardware configurations typically include: Video‑conferencing sharing and collaboration systems / Video‑wall displays (splicing/joining multiple screens) / Floor‑space management and environmental‑control systems / Audiovisual equipment (cameras, microphones, speakers, etc.) / Telecommunication/phone systems / Wireless presentation playback solutions …and other related components.

Typical corporate spaces where these are deployed include: Small, medium, and large conference rooms / Unified Communication Conference system / Auditoriums and lecture halls / Audiovisual event centers / Multifunctional shared workspaces / IT departments or operations/war‑rooms / Digital signage for corporate branding and information display / Meeting‑scheduling and environment‑control rooms.

At CVTC, our top priorities are product quality, stable performance, and reliable warranty and maintenance services—we ensure these standards for our clients from the very beginning.

We distribute high-quality commercial audio-visual software and hardware solutions from internationally certified and renowned brands. With a focus on dedicated, professional, and tailored system integration, CVTC provides clients with ongoing maintenance support during the warranty period.