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conference meeting room

The 7 Steps to equip conference meeting room setup

The 7 Steps to equip conference meeting room setup

conference meeting room

You want to know the basics of designing a conference meeting room setup and the foundations of designing conference rooms. You are here in the right place because we at Ultravision rely on modern scientific foundations to provide sound systems with the best solutions.

In this article, we will explain in detail each technology separately and what are the uses and benefits of a conference meeting room. And how to install it through the company “Ultravision” for audiovisual.

Conference meeting room

In Ultravision, we provide all the equipment for the conference meeting room With a system of the latest audio systems, internal radio, and audio conference systems from the best international brands that are used in meeting rooms, places of worship, factories, companies, and villas. We rely on the best and purest sound equipment in the world. We also have many systems that suit the conditions of all places.

We also have all the products for audio systems (fixed and mobile mics, wire, and wireless – internal and external speakers and hearing aids in the forms of trees or rocks and many other decorations – we have all amplifiers of all capacities – we have all connections and wires for operation)

The design of the general site is to place the facilities in a stereoscopic and integrated formation of buildings and spaces to achieve the various required relationships between the components of the program in terms of function and plasticity.

  1.  Ease of access.
  2. The area must be proportional to the number of misdemeanors and the expected audience.
  3. The nature of the land and its diversity, while avoiding the elements that are difficult to control, the nature of the area surrounding the exhibition, and the angles from which the site is seen.
  4. The success of the conference center depends on the quality of the exhibition and the selection of the appropriate location for it.

Steps to equip conference meeting room with audiovisual systems

  1. Audio and visual systems must be equipped in meeting and conference rooms for the conference or existing event to achieve the desired goal effectively.
  2. Audiovisual display systems.
  3. Wired and wireless audio systems.
  4. Ceiling speakers in all meeting rooms.
  5. Subwoofer.
  6. Tables, chairs, and curtains are designed and prepared with the finest and best materials and the latest technology.
  7. Optimal Solution Corporation is working to equip the conference meeting room and enhance it with high technologies of audio and video systems and the work of sound insulation that characterize this hall and provide fiber audio or wireless technology.

The most important components of audiovisual equipment must be present in your conference room:

1- Display screen

The first thing anyone notices when entering a conference room is the display screen. This is the “visual” part of the video and audio conference room, and it’s one of the main collaboration tools. Screen Display is what allows you to see your colleagues in other locations, view presentations, and share the screen from laptops, tablets, and even smartphones.

2- Video Conferencing

Used for multilateral communication using the video display. For those who still prefer to work face to face with colleagues, video conferencing maybe your best option in the digital world.

3- Microphones & Speakers

Microphones and loudspeakers are an important addition to an audio and video conference room. Depending on how you intend to use the room and the features of the space.

4- Connectivity

There is a wired connection, a wireless connection, and a combination connection between wired and wireless.

5- Interactive Whiteboard

The interactive whiteboard is a great tool to add to your conference room equipment system. Interactive whiteboards allow you to write directly on the whiteboard in different colors and annotate them on web pages or documents.

Design basics for conference meeting room

The design of the conference meeting room depends on the capacity required for the audience.

 The conference hall is divided into:

First: the front section (the audience hall), which includes:

  1. The entrance.
  2. Queries.
  3. Conference hall.
  4. Toilets.

Second: the back section (hall podium):

  1. A meeting room.
  2. President’s room.
  3. Members’ room.
  4. Administration.
  5. Services.
  6. Translation room.

conference meeting room shapes

conference meeting room takes different forms, including:

  1. My helicopter.
  2. Horseshoe.
  3. Rectangular or square.
  4. Round or oval.

Conditions to be taken into account when designing conference rooms

  1. Hall ceiling:

The ceiling of the hall plays an important role in providing and directing the acoustic reflections to the audience. The sound is reflected from the reflective surfaces with the same mechanism as the reflection of light from the mirror and at an angle of reflection equal to the angle of incidence. According to the geometric shape, the patterns of reflective ceilings are divided into:

  • Level
  • Concave
  • Convex tubes

The many cracks help to disperse the sound instead of collecting it in one place, as it has been proven that the horizontal ceilings are not good at providing good sound inside the halls (cinemas – theaters – conferences).

Concave ceilings should be avoided due to the acoustic focus.

The ceiling should not be smooth and parallel to the floor, because if the floor was also smooth, the static waves would remain between the two surfaces for a long time, creating a sound echo.

Auditorium chairs:

The distance between the back of the chair should be from 86 cm to 144 cm, where the last distance is suitable for a person so that he does not stand to pass another person in the same row of seats in the hall.

Spaces attached to the hall:

  •  Hall Entrance Hall:

The audience must exit the hall to an unloading hall whose size is suitable for the number of attendees to accommodate them.

Requires 1 square meter of space per seat.

  • Living room:

Requires 0.8 square meters of space per seat.

  • The cafeteria kitchen.
  • Lounges.
  • Administrative rooms for media services


At the end of this article, it has been clarified about everything related to the conference meeting room, their most important uses, specifications, importance, and what features you can order through us at Ultravision for audiovisual services. Any special request can also be provided for you according to your desire. All you have to do is contact us on our numbers or by leaving a comment so that our team will contact you immediately with 24-hour service, in addition to providing after-sales service.