Tool
Before-you-buy checklist for a meeting room
Summary
Answer these questions before you order meeting room gear. They tell you what size kit you need, whether to do it yourself or hire an installer, and what to ask a seller. This page does not collect an email address.
The room
- How many people sit in the room on a normal day, and how many at the busiest meeting?
- How far is the farthest seat from where the screen and camera will go?
- Which walls are glass, bare drywall or windows? Is the floor carpeted or hard?
- On calls today, do remote people say they hear an echo or a hollow sound? (Guide on the way: Fix echo in a conference room.)
- Where are the power outlets and network ports, and can you add any? Do you own the space, or do you need a landlord's OK to drill or run cable?
How the room gets used
- Which meeting app does your team use most: Zoom, Microsoft Teams, Google Meet or a mix?
- Do people join from their own laptops, or do you want a room system that starts the meeting by itself?
- Do people share a screen from a laptop? Over a cable or wirelessly?
- Will you record or transcribe meetings? If so, get everyone's consent and check local recording laws first. Before recording a phone call, tell everyone on it and ask for their consent. Some states require consent from everyone on the call, and an interstate call can bring in the stricter state's law (RCFP guide: https://www.rcfp.org/reporters-recording-guide/). This is general information, not legal advice.
Who sets it up and what it costs
- Who will mount, cable and update the gear: someone on staff, or an installer?
- What is your budget for gear, and separately for labor?
- Who will people call when the room stops working?
- Before you order: what are the seller's return window and the maker's warranty terms?
A cost guide, What a room costs: DIY vs installer, is on the way.
Next steps
Take your answers to the Meeting rooms and Kits and costs pages. A Room Kit Finder and a display size calculator for this page are on the way.
Affiliate disclosure (FTC)
This page has no affiliate links. If one is added later, it will be labeled "(paid link)". See the affiliate disclosure.