Conference Room Design And Set Up Tips For Video Conferencing

- Aug 11, 2017-


Here is our guide to getting the best quality video and acoustics within budget for your video conferencing needs!

Color Palate

Certain colors are conducive to office spaces, work environments, and are aesthetically pleasing while others can create subconscious tension, loss of focus, headaches, and fatigue. It is important to choose tints (color plus white) shades (color plus black), or muted, neutral colors such as tan, beige, grey, or slate blue. These reduce eye strain in-person and when looking at the color through a video image. Stark whites and dark palettes can create a “floating head” visual, and bright colors add too much vibration between the silhouette of the person and the walls.


Wall Finishes

Walls with matte finishes are best for all office spaces as they offer a calming atmosphere by reducing glares and having a soft look. Avoid using paint with a satin or enamel finish. Using wallpaper or fabric is also a viable alternative, but make sure to avoid patterns with intricate or small patters as it causes a distorted “flicker” in the video image.



Having a conference room without windows is rare, but sunlight can impede the camera’s ability to get a quality image and make viewing difficult. Using blinds or curtains to block out the natural light can greatly improve the quality of lighting within the room. Abstain from curtains and window treatments with patterns or a silky finish and choose options with muted, pale tones.



While it is unavoidable to have furniture in a conference room, decor and extra furniture should be kept to a minimum. As with wall finishes above, avoid wall hangings that have reflective finishes or surfaces. When selecting furniture for your video conference room, consider multi-functioning pieces such as a credenza for storage, counter space, and a small refrigerator. When choosing a room set-up, consider whether or not the space will be used for trainings. The way tables and chairs are arranged is important for these purposes.



The goal with lighting is to provide an evenly lit conference room with minimal shadows. Direct lighting should be avoided as that can cause over/under exposure and shadows. Aim for vertical illumination of subjects - this reduces facial shadows that commonly result from above lighting. Having multiple light sources in front of subjects will create attractive facial lighting. Diffused fluorescent lights are suggested, as well as indirect candescent lights, which enable a dimming effect. Having different fixtures (recessed, wall, hanging, etc.) can help create a threedimensionality to faces. Backlighting is also something to consider as this helps bring the subjects away from the wall or background.


Audio Equipment

Microphones for video and audio conferencing are designed to be sensitive and most pick up sound within eight feet. Echo and reverberation can cause distorted audio signals. To get the best audio quality invest in sound absorbing materials such as carpet, fabric wall coverings, drapes, fabric covered blinds, and ceilings with sound-proofing tiles.


Visual Displays

Two common methods of displaying information are using a flat screen or a projector. While using either of these there are several things to consider. Overhead lighting or glare from windows can reduce the quality of the projected image. If you are installing a projector in a bright room, make sure your projector is a model with high lumens and quiet fan. The alternative to the projector is using either an LCD or plasma screen. These both work well in varied lighting conditions and provide clarity that is not available with projectors, however 52” is the smallest size you should consider.


Dual Monitors

Having more than one monitor is helpful in video conferencing as they allow the host to put an agenda, photos, and other content being shared on the 2nd monitor. Dual monitors are also helpful because it can give a better one-on-one feeling to the conference and even put a full-screen emphasis on the main speaker. Contact Rachel if you need video conference equipments.

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