Your Meeting Room Doesn't Need More Gadgets. It Needs Better Planning.

A meeting room works when it is planned before anything is bought: measure the room, fix the seating, size the display to the farthest seat, place the camera where it sees every chair, cover every seat with microphones, run wired network and power to the right places, choose one platform, and use the same design in every room of that size. Extra gadgets added afterwards rarely rescue a room that skipped those steps. This checklist walks through each decision in the order an AV designer would, with examples from the store such as the Samsung QM65C display, Logitech Rally Mic Pod, Yealink RCH40 E2 PoE+ hub, Barco ClickShare C-10 and Logitech Tap Scheduler.

The meeting room planning checklist

Listed prices as at 23 October 2026; price-on-request items are quoted per room configuration.

How big is the room, and what is it for?

Microsoft's Teams Rooms planning guide starts with an inventory: understand each space's "environment, room size, layout, and purpose." Its template groups rooms as focus (10 by 9 feet, 2–4 people), small (16 by 16 feet, 4–6), medium (18 by 20 feet, 6–12) and large (15 by 32 feet, 12–16). Write down the actual dimensions and the seat count, not the number on the booking system. A training room, a client boardroom and a daily stand-up room of the same size need different things, and the purpose decides what you buy. Our room configurator takes those measurements and suggests a system, and the meeting room configurator guide explains how it works.

Where should the camera and display go?

At the head of the table, together. Logitech's meeting-space guidance recommends "positioning the camera and screen at the head of the table" and arranging chairs so "the camera can see everyone at the table." Microsoft adds a simple check: make sure "the chairs in the room can't block the camera view." Avoid seating people with a window behind them, which Logitech notes causes silhouettes. This is also the moment to decide on wall mounting, because a video bar needs a mount under or over the display and a cable path to it. If the camera is the only thing you are unsure about, 5 Meeting Room Mistakes That Make Your Company Look Unprofessional covers camera angle and backlight in more detail.

What display size does the room need?

Size from the farthest seat. The AV industry standard ANSI/AVIXA V202.01, known as DISCAS, "determines required display image size and relative viewing positions based on user need," and Yealink's room-design guidance says display selection "should follow viewing distance rather than simply choosing the largest screen available." Decide too whether the room needs one screen or two: Microsoft Teams Rooms supports a maximum of two front-of-room screens, and dual screen support is a Teams Rooms Pro licence feature. As examples, the Samsung QM55C (S$1,625.00), Samsung QM65C (S$2,187.50) and Samsung QM75C (S$3,900.00) are 4K commercial displays; our guide to choosing a meeting room display with Samsung goes further.

Will the microphones reach every seat?

Draw the table and the pickup circle of each device on the floor plan. Manufacturer figures make this concrete: Yealink rates the MeetingBar A25 at 5 m, the A40 at up to 6 m and the A50 at up to 10 m, and Logitech rates each Logitech Rally Mic Pod (S$570.38) at 4.5 m, with pods that can be daisy-chained along a long table. Seats outside those circles need an expansion or ceiling microphone, such as the Yealink VCM38 ceiling microphone array (S$715.00), chosen to match the bar. Our video conferencing system by room size guide maps bar and microphone combinations to each room size.

Is the room acoustically ready?

Microsoft's planning guide asks you to "verify that the room doesn't have excessive echo or noisy air conditioning." Logitech's guidance advises avoiding hard reflective surfaces such as glass and stone and suggests acoustic ceiling tiles, hanging panels and carpet to reduce echo and reverberation. This is building work, not AV, and it needs to be in the fit-out plan before furniture arrives. Your S$50,000 Meeting Room Still Sounds Terrible explains why expensive microphones cannot fully compensate for a reverberant room.

What cabling, power and network does the room need?

Cabling and power: plan floor boxes or table grommets at the console position, power and data behind the display, and a concealed path between them; Logitech recommends concealing wiring below tables. Many touch consoles and room peripherals run on PoE, and a room-level switch such as the Yealink RCH40 E2 4-port Gigabit PoE+ room cable hub (S$245.38) keeps those devices on one managed point. Network: Microsoft "strongly recommend[s]" a wired connection for Teams Rooms and recommends 10 Mbps up and down per room. If Wi-Fi is unavoidable, Microsoft advises keeping channel utilisation below 50%, a signal of -60 dBm or better to at least one access point, and prioritising 5 GHz. Teams Rooms also need to be exempted from proxy authentication. Book these with your network team before the hardware is delivered.

Which platform, and how will guests share?

Pick one native platform per room (Microsoft Teams Rooms or Zoom Rooms) based on what your organisation uses most, then decide how visitors present. A wireless presentation system removes cable hunting: the Barco ClickShare C-10 with one button (S$1,860.30) supports the ClickShare Button, AirPlay, Google Cast and Miracast and lets two people share at once, according to Barco; the ClickShare CX-20 (S$2,878.20) is the conferencing version. Whether that is worth it depends on how many guests you host; Wireless Presentation Systems: Convenience or Another IT Headache? weighs it up.

Who books and manages the room?

A scheduling panel at the door stops double bookings and ghost meetings. Microsoft's licensing page lists room check-in with a Teams panel as a Teams Rooms Pro feature, and Teams Rooms Basic cannot license panels. Examples are the Logitech Tap Scheduler and the Yealink RoomPanel E2, both price on request. Decide who monitors the rooms and whether you need remote configuration and health alerts, which also sit in Pro; Microsoft Teams Rooms: Is Your Office Paying for Features Nobody Uses? helps decide which rooms need it.

Why standardise every room of the same size?

Because users learn one room and expect the next to work the same way, and IT supports one configuration instead of many. Define a standard per size band (for example small, medium and large), with the same bar, console, display size, microphone layout and sharing method in each, and record it. As an illustrative example, an office with six medium rooms would buy six identical kits and keep one spare console, rather than six different systems bought over three years. Browse the medium room solutions and large room solutions collections when setting your standards, and read our ultimate conference room setup guide for layout diagrams.

Planning and buying meeting rooms in Singapore

SourceIT supplies meeting room systems from Yealink, Logitech, Barco ClickShare, Neat, Poly, MAXHUB and Samsung in Singapore, with room design and installation available. Send us the room dimensions, seat count and platform, or start with the room configurator. Use Request for Quotation on the product page, call (65) 6978 3502 or email Sales@sourceit.com.sg. Government and education buyers can procure through GeBIZ and Vendors@Gov, where we are registered. The manufacturer's standard warranty applies; confirm the term for your SKU when requesting a quote.

Frequently asked questions

What should I plan first in a new meeting room? The room size, seat count and purpose. Microsoft's Teams Rooms planning guide starts with an inventory of each room's size, layout and purpose.

How much bandwidth does a Teams Room need? Microsoft recommends 10 Mbps up and down per Teams Room, on a wired connection where possible.

Can a Teams Room run on Wi-Fi? It can, but Microsoft strongly recommends wired. On Wi-Fi it advises channel utilisation below 50%, signal of -60 dBm or better and 5 GHz priority.

How many displays can a Teams Room use? Up to two front-of-room screens, and dual screen support needs a Teams Rooms Pro licence.

How do I choose the display size? Size it to the farthest seat and the content shown, as the ANSI/AVIXA V202.01 display image size standard describes.

Do scheduling panels need a special licence? Yes. In Microsoft Teams Rooms, Teams panels are licensed with Teams Rooms Pro, not Basic.