In the modern workplace, video conferencing has become the backbone of collaboration. But while a small huddle room might get by with just a laptop webcam (not that our team would recommend that), large conference room video conferencing requires a far more strategic approach. Bigger spaces mean bigger challenges: ensuring everyone is seen and heard clearly, integrating technology seamlessly, and delivering an experience that feels as natural as being face to face.
If you’re planning a large meeting space or upgrading your existing setup, here’s what you need to know to create a professional, future-ready conferencing environment.
Why large conference rooms are different
Large meeting rooms are designed for board-level discussions, high-stakes presentations, and company-wide updates. The stakes are higher, and so are the expectations. Unlike small rooms, where one camera and a built-in mic might be “good enough,” large rooms demand:
- High-quality video coverage that captures every participant, no matter where they sit.
- Crystal-clear audio so remote attendees don’t miss key details.
- User-friendly controls that make technology invisible and meetings seamless.
- Scalable solutions that grow with your business and integrate with platforms like Microsoft Teams Rooms, Zoom Rooms, or Google Meet.
Simply put: what works in a small room won’t scale to a boardroom.
The core components of large conference room video conferencing
1. Cameras built for bigger spaces
A laptop webcam won’t cut it in a 20-seat boardroom. The main reasons are due to optics and position. For larger spaces, cameras need the ability to zoom optically, rather than digitally, to ensure the quality of the image is maintained at high zoom factors, and the cameras need the ability to pan and tilt to reposition in real time to meet the rooms configuration and needs. You’ll need:
- Larger rooms require tighter angled lenses to allow for group framing at a distance. Wide angles are more useful when the participants are closer to the camera in smaller spaces.
- Auto-framing technology detects all participants in the room and tightens the shot to include everyone, while eliminating as much negative space as possible, ensuring participants’ faces are as large as they can be for the far end.
- Speaker tracking technology adjusts to frame individual speakers.
- High-definition quality, so remote participants feel as engaged as those in the room.
Solutions like Yealink MVC series or AVer PTZ cameras are popular choices for professional-grade video coverage.
2. Audio that everyone can hear (and be heard)
Audio is often where large room setups fail. The larger the space, the harder it is to pick up voices evenly. To get it right:
- Invest in ceiling microphones or beamforming mics that capture every voice clearly.
- Use strategically placed speakers to deliver balanced sound across the room.
- Consider acoustic treatments (panels, carpeting, ceiling finishes) to minimise reverberation and background noise.
Brands like Sennheiser and Shure offer solutions designed specifically for large room acoustics. For more on sound design, see our guide to choosing the right sound system.
3. Choosing the right displays for your large boardroom
Remote participants deserve the same presence as those in the room. That means:
- Large, high-resolution displays at eye level for natural engagement.
- Dual screens are usually unsuitable for large rooms, as they require smaller displays to fit the wall space. This limits visibility for participants at a distance, where a single, large display is better for clear viewing.
4. Connectivity & reliability
Video conferencing is only as good as your connection. For large conference rooms:
- Always prioritise a wired Ethernet connection over Wi-Fi.
- Ensure the system is configured for network prioritisation so calls never drop.
- Keep software and firmware up to date for the smoothest and most secure experience.
Designing the room for success
Technology is critical, but so is the room design itself:
- Camera placement: Ideally at eye level, facing participants for natural engagement.
- Lighting: Evenly distributed, soft lighting help avoids shadows and keeps everyone visible. Blinds to control harsher beams of light from outside can also help improve visibility for all participants.
- Cable management: A clean, clutter-free setup ensures a professional look.
- Flexible layouts: Rooms should adapt to both board meetings and collaborative workshops.
At MVS, we often work with architects and interior designers to integrate technology seamlessly into the space, making sure the conferencing system complements the design rather than disrupting it.
Case studies: Large conference room video conferencing in action
The Berkeley Partnership
For their new London office, The Berkeley Partnership needed a flexible conferencing setup that could handle everything from board meetings to large presentations. MVS designed a divisible 32-person boardroom with dual Microsoft Teams Room systems, AVer PTZ cameras, Shure ceiling mics, and QSC speakers.
When divided, each half works as its own Teams Room; when combined, the system automatically reconfigures into one large space with multiple camera views and simple iPad control. The result is a seamless, multi-purpose environment that balances high performance with refined design.
James Hambro
James Hambro approached MVS to solve visibility issues in their large video conferencing room. Remote participants struggled to see those seated at the sides of the U-shaped table, leaving them disengaged in Microsoft Teams meetings.
We developed a tri-engine camera solution that ensures every participant is visible and clearly represented. This innovative setup has transformed the space, delivering genuine meeting equity and a far better experience for remote and in-room attendees alike.
Why professional integration matters
Some may be tempted to go with a DIY solution, but large rooms rarely forgive small mistakes. A misplaced camera, underpowered microphone, or poor acoustics can ruin the experience. For high-profile meetings, that’s not a risk worth taking.
Working with an experienced AV integrator like MVS and getting one of our expert AV consultants on site early ensures that:
- Your system is tailored to your exact room size and use case.
- All components work seamlessly together.
- The setup is tested, calibrated, and future-proof.
- You have ongoing support and maintenance to keep things running smoothly.
Conclusion
Getting video conferencing in your large conference room right isn’t just about buying the latest kit; it’s about creating a setup where technology fades into the background and communication takes centre stage. With the right cameras, audio, displays, and room design, you can deliver meetings that feel effortless, professional, and productive.
If you’re planning a new conference space or upgrading an existing one, working with a trusted integrator like MVS ensures you’ll get it right first time.
Get in touch to learn how we can tailor a video conferencing setup specifically for your boardroom or meeting space. With expert guidance, your technology will fade into the background, letting collaboration take centre stage.