How to set up a Video conference Room

Your video conference room is the main contact remote sites will have with your organization, so its design is critical. But it is not just a question of “showing your best face”; for faithful, distraction-free sound and video you will need professional room layout, equipment and lighting. Here are some ideas on how to set up a top-class video conference room:

CAMERA

  • Install one to three cameras (one main camera, a camera for secondary view of the participants, a document camera).
  • Install the main video camera at a 15° angle above the line of sight above the monitor to ensure “eye-contact”.
  • Place projection screens and/or monitors far from lighting and windows.

LIGHTING

  • It is not necessary to equip the room with television studio lighting which is uncomfortable for business meeting participants.
  • In order to minimize shadows on participants’ faces, the best lighting is 45° intensity indirect fluorescent lighting, of at least 740 LUX.
  • Do not mix incandescent and fluorescent lighting.
  • If the room has windows, provide full-length, closable curtains or blinds to avoid the effects of changes in natural lighting.

FURNISHINGS

  • Chairs: comfortable and stationary.
  • Table: opaque or matte surface, rectangular or trapezoidal shape.
  • Company logo on the backdrop and a clock showing local time (to identify the location).

AUDIO

  • Place main microphone 3-4m in front of videoconferencing system.
  • One standard microphone is sufficient for four to five participants.
  • Microphones are less obtrusive if suspended from the ceiling.
  • Use a lapel microphone for single speaker presentations.
  • Position speakers so they do not create interference with microphones.

DECOR

  • Backdrop: The most important wall is the one directly opposite the camera. It should be free of windows, distracting patterns, doors or people walking through.
  • Colors: Avoid reds and busy patterns that may “bleed” or flicker on video. Avoid black and brilliant white. Tans and browns wash out participants’ faces. Best colors for the back wall are blue or blue-green. Other acceptable nonreflecting colors are off-white or beige, light gray, light blue.
  • Soft-textured materials are attractive on video. Avoid shiny surfaces and glass which reflect both light and sound.