Install flexible ways to control in-room lighting on demand, such as blinds or curtains.
Use “neutral white” LED lighting (4000 to 5000 Kelvin).
Floor: Use floor carpeting or other soft materials that are good at absorbing sound and dampen furniture noises.
Ceiling: Select special acoustic tiles or hanging panels for the ceiling in order to reduce room reverberance.
Walls: Consider placing acoustic absorption on the walls. Ideally, at least two adjacent walls should have panels made of an acoustic absorbent material.
WHAT TO AVOID
Surfaces that reflect sound, which may compromise audio quality. This means not using hard materials like stone, glass, metal, and so on.
Hardwood flooring or tiles, for the same reason.
Stick to neutral colors like beige and gray to help attendees concentrate on the meeting.
Use any bright branding elements in moderation, ideally out of the video camera’s field of view.
Any bright primary colors (red, blue, green, and yellow). These can negatively affect how in-room participants appear on the video feed.
Visually distracting wall decorations or patterns.
Tuck wires away below the tables or use purpose-built cable concealers.
Allow for confidential meetings by equipping the room with blinds, curtains, frosted glass, or a dedicated privacy screen.
Visual clutter and distracting elements in the meeting room.
Unnecessary furniture or decorations that can serve as a source of distraction for meeting participants.
Display placement: Mount the monitor around the eye level of seated participants. This is typically between 116-127 centimeters (46–50 inches) from the floor but will largely depend on the camera placement.
Display settings: Ensure the lowest possible latency to facilitate real-time communication (if there’s a “Game” or “PC” mode on the monitor, enable it). Screen resolution, brightness, contrast, and color saturation should be set to provide the most natural appearance of remote attendees.
Make sure in-room microphones are capable of picking up sound from every seated participant.
Chose voice triggered beamforming microphone systems to get the best possible ambient noise rejection.
In larger meeting rooms best practices are to use center-of-table microphone systems e.g., speakerphones and adding expansion mics in case of very long tables.
Make sure microphones can be easily muted from most in-room locations, when needed.
All-in-one video bars like the EPOS EXPAND Vision 5 come with a built-in compute unit, as well as microphones and speakers. They are the most complete option right out of the box and are easy to set up and use.
Dedicated compute device
This is where a compute unit is permanently left in the meeting room and pre-connected to all of the video and audio equipment. The best location for this is near or behind the screen. Participants must connect to this compute unit in order to join remote video meetings.
This takes the form of a plug-and-play conferencing setup that uses a professional camera like EPOS EXPAND Vision 1M. Users can bring and connect their own laptops via e.g. a USB cable. In this case, the user’s laptop also serves as the compute unit that runs any necessary conferencing software.
A dock—or “docking station”—is a workstation that users can click their laptop into. (Some cable converters that rely on mains power are also called “docks.”) Docks are typically larger than hubs, provide power to other plugged in appliances, and have a higher number of ports or cable converters.
A hub is more simple and serves mainly to expand the number of available USB ports on a connected laptop. Hubs can support a variety of USB ports which differ in terms of version (USB 2.0 vs. USB 3.0) or in terms of connection type (USB-A vs. USB-C). Some hubs also come equipped with an Ethernet port to support wired Internet connectivity.
Touch controllers can be mounted on the table or on the wall using relevant mounting accessories. The key is that they should be easily reachable by all in-room participants.
This depends on the touch controller. Some of them connect via USB to a separate compute device or video bar (see above) and may have a separate power cable and HDMI cable for sharing content. Others, like the EPOS EXPAND Control rely on a single Power over Ethernet cable for both network and source of power.
Smart cable management is an essential part of an enterprise-grade meeting room. It helps prevent cables from tangling and getting in the way, which can create distractions and negatively affect meeting participation. Here’s how to facilitate cable retention