Setting up a conference room can feel overwhelming, especially for teams that do not have a dedicated IT or AV expert on staff. The good news is that creating a functional, reliable meeting space does not have to be complicated. With the right approach and a clear plan, non-tech teams can build AV Conference Room Setups that support productive meetings, smooth collaboration, and easy use. In this blog, we provide a straightforward checklist to help guide your project. We also highlight key tools and brands — starting with XTEN-AV — that can help make the process stress-free.
XTEN-AV: Your Secret Weapon for Simple AV Planning
Before you start buying hardware or rearranging furniture, you need a clear design plan. That is where XTEN-AV comes in. XTEN-AV is an intelligent AV design automation platform that helps teams map out their Conference Room Setups with precision. Even if you are not an AV expert, XTEN-AV lets you:
Create detailed system diagrams
Generate accurate equipment lists
Ensure that all components work together seamlessly
By starting with a solid plan, you can avoid common mistakes like buying incompatible devices or overlooking essential parts of your setup.
A Simple Checklist for Non-Tech Teams
Use this checklist as a guide when planning your AV Conference Room Setups. Each step helps ensure that your space is practical, user-friendly, and ready for effective meetings.
1. Define the Purpose of Your Room
Ask yourself:
Will the room be used mainly for video calls or in-person meetings?
Do you expect to host hybrid meetings with both remote and in-room participants?
How many people will typically use the room?
Your answers will help you decide the size and type of equipment you need.
2. Choose a Video Conferencing Platform
Decide which platform your team will use most — Microsoft Teams, Zoom, Google Meet, or another. This choice will guide your hardware selection, as many AV brands offer products certified for specific platforms. Sticking to one main platform also helps simplify setup and training.
3. Select the Right Camera
Look for a camera that fits the size of your room:
Small rooms: A wide-angle camera like the Logitech MeetUp or Poly Studio USB bar works well.
Medium to large rooms: Consider cameras with auto-framing or pan-tilt-zoom (PTZ) features, such as those from Logitech Rally or Aver.
Choose models designed for easy plug-and-play use to minimize setup headaches.
4. Plan for Quality Audio
Clear audio is critical. Even a basic setup should include:
A good microphone that can pick up voices from all seating areas
Speakers that provide even coverage so everyone can hear
Shure, Poly, and QSC offer entry-level options that deliver reliable audio without complex installation.
5. Enable Easy Content Sharing
Wireless presentation systems make it simple to share slides or documents. Barco ClickShare is a favorite because it allows users to share content without cables or adapters. Look for solutions that work with both company and personal devices so everyone can contribute.
6. Simplify Room Control
Even small Conference Room Setups benefit from a basic control system. A touch panel or app-based control can:
Start meetings with one button
Switch inputs easily
Adjust volume or camera settings without confusion
Crestron and QSC offer entry-level control solutions that are easy to manage.
7. Keep Cables and Clutter to a Minimum
Non-tech teams often struggle with cable management, but keeping things tidy helps reduce maintenance and user error. Choose wireless solutions where possible and invest in simple cable organizers or floor channels to keep cords out of the way.
8. Test the Setup Before Going Live
Run several trial meetings to:
Confirm that video, audio, and content sharing all work properly
Check that remote participants can see and hear clearly
Make sure the system is easy for non-technical staff to operate
This step helps catch small issues before they become big problems during a live meeting.
Recommended AV Brands That Make It Simple
When simplicity and reliability are your top goals, these AV brands are trusted choices:
XTEN-AV: For smart planning and system design
Logitech: For easy-to-use cameras and conferencing systems
Poly: For high-quality audio and video bars
Barco: For wireless content sharing tools
Shure: For dependable microphone options
QSC: For network-based audio and simple control systems
Crestron: For touch panels and basic automation
These AV Brands for Conference Room Setups offer products that are known for being user-friendly and low-maintenance.
Bonus Tips for Non-Tech Teams
Standardize across rooms. If you have more than one conference room, using the same setup in each space helps reduce confusion.
Keep instructions handy. Provide a one-page guide that shows how to start a meeting, share content, and adjust settings.
Work with an AV integrator if possible. Even a small investment in professional help can save time and prevent costly mistakes.
Conclusion
Creating AV Conference Room Setups does not have to be a technical nightmare. With careful planning, a focus on essential features, and trusted brands like XTEN-AV, Logitech, Poly, Barco, and others, non-tech teams can build meeting spaces that are reliable, easy to use, and ready for productive collaboration. By following this checklist, you will be well on your way to setting up a conference room that your team can use confidently — no IT background required.
Read more: https://audiovisual.hashnode.dev/the-ultimate-guide-to-conference-room-av-setup
