Why a Proper AV Setup Matters for Conference Rooms
A conference room is one of the highest-use spaces in any office. Poor audio — muffled speech, echo, dropped calls — costs real productivity. A dim or incorrectly sized display makes presentations unreadable from the back row. A missing HDMI cable at the wrong moment delays a client meeting.
Done right, a well-designed conference room AV system becomes invisible — participants focus on the meeting, not the technology. This guide walks you through every component decision, from room size to display type to audio processing, with actual cost ranges based on Delhi NCR project data from GPSPL.
Step 1 — Choosing the Right Display
Display selection is the most visible decision in any conference room AV project. The right choice depends on three variables: room size, ambient light, and content type.
Display Type by Room Size
| Room Size | Recommended Display | Typical Size | Est. Cost (INR) |
|---|---|---|---|
| Small (up to 6 people) | Commercial LED or IFP | 65–75 inch | ₹80,000 – 1,80,000 |
| Medium (8–12 people) | Commercial display or short-throw projector | 86 inch / 100" screen | ₹1,60,000 – 3,20,000 |
| Large (15–30 people) | Active LED Video Wall or Long-throw Projector | 120" screen / LED wall | ₹3,50,000 – 12,00,000+ |
| Boardroom / Training | Dual displays or LED Wall | 86" x2 or LED wall | ₹4,00,000 – 15,00,000 |
Interactive Flat Panels (IFP) — LG CreateBoard, Samsung Flip, or ViewSonic — are popular for medium rooms where annotation and whiteboarding is needed. They function as both a display and a collaboration tool.
Step 2 — Audio System Selection
Audio quality in a conference room depends on three elements: microphone pickup, echo cancellation (AEC), and speaker coverage. Modern unified communication systems bundle these together.
- Ceiling microphone arrays (Shure MXA910, Biamp Devio) — best for large rooms, no table clutter
- Tabletop conferencing units (Jabra PanaCast, Poly Studio) — plug-and-play, ideal for small rooms
- Dante-networked audio (QSC, BSS) — for multi-zone rooms requiring routing flexibility
- In-ceiling speakers — provide even coverage for all seats, used with DSP amplifiers
Step 3 — Unified Communication (UC) Platform
Most conference rooms today must support Microsoft Teams, Zoom, Google Meet, and sometimes Cisco Webex. The AV system must be certified or compatible with the primary platform your organisation uses.
Options include:
- Microsoft Teams Rooms (MTR) — Lenovo ThinkSmart, Poly, Logitech Rally certified rooms
- Zoom Rooms — dedicated hardware kits with room controllers
- Bring-Your-Own-Device (BYOD) — HDMI + USB connectivity allowing any laptop to join any platform
Step 4 — Control System
Larger conference rooms benefit from a centralised control system (Crestron, AMX, or Control4) that allows one-touch operation: "Start Meeting" turns on the display, lowers the blinds, starts the camera, and dials into Teams — automatically.
Smaller rooms can use simpler touch panels or even smartphone control apps. GPSPL designs and programs both simple and complex control scenarios across Delhi NCR projects.
Step 5 — Cabling Infrastructure
Cabling is invisible but critical. Poor cabling causes 80% of AV failures. Key requirements:
- HDMI 2.0 / 2.1 — for 4K content, maximum 10m active cable recommended
- HDBaseT extenders — for runs beyond 10m over Cat6
- USB-C hub at the table — one cable connection for laptop power + video + audio
- Structured cabling — Cat6A for all network-connected AV devices
- Conduit planning — all cables must be in conduit for maintenance access
Sample BOQ — Medium Conference Room (10 seats, Delhi NCR)
| Item | Qty | Est. Unit Cost | Total (INR) |
|---|---|---|---|
| 86" Commercial Interactive Display (LG/Samsung) | 1 | ₹1,80,000 | ₹1,80,000 |
| Ceiling Microphone Array (Shure MXA310) | 1 | ₹65,000 | ₹65,000 |
| In-ceiling Speakers (pair) | 2 | ₹22,000 | ₹44,000 |
| DSP Amplifier (Biamp Tesira) | 1 | ₹48,000 | ₹48,000 |
| PTZ Camera (Sony, Logitech) | 1 | ₹55,000 | ₹55,000 |
| HDMI/USB-C Table Box (2-port) | 1 | ₹18,000 | ₹18,000 |
| HDMI Cables, Conduit, Structured Cabling | Lot | — | ₹35,000 |
| Installation & Programming Labour | Lot | — | ₹45,000 |
| Approximate Total | ₹4,90,000 |
Prices vary based on brand tier, room complexity, and site conditions. GPSPL provides itemised BOQs for all projects. Use our AV BOQ Calculator for a quick estimate.
Next Steps
Every conference room is unique — ceiling height, acoustics, natural light, and IT infrastructure all affect the final design. GPSPL's engineers conduct a free site survey for all projects above ₹2 lakh in Delhi NCR. After the survey, you receive a detailed BOQ with brand-wise pricing, installation timeline, and AMC options.
Contact GPSPL for a free consultation or try our BOQ Calculator to estimate costs instantly.