Conference Room Features for Hybrid Meetings: A Checklist

Must-have features

• Camera placed at the screen, wide enough for the whole table
• Microphones – a speakerphone or ceiling mics; laptop mics don't reach the far end
• Screen of 55 inches or more for 6–10 people, with HDMI and wireless casting
• Internet – ask the upload speed, which matters most for video
• Backup power – a brownout ends the call for everyone
• Acoustics – rugs, panels or curtains; glass rooms echo

Video conferencing equipment worth asking about

All-in-one video bars (camera, mics and speaker in one unit) work for small rooms; larger rooms need separate ceiling or table mics. A room that only offers "a TV" means you'll bring your own webcam and speakerphone. Ask whether the room has a dedicated computer or you connect your laptop.

Test before the meeting

1. Book 15 minutes before and join a test call from your phone.
2. Check how the far end hears someone at the end of the table.
3. Check the light: windows behind people turn them into silhouettes.
4. Ask the front desk who to call if something fails.

Spaces with conference and training rooms

Related guides

• Meeting room rentalMeeting rooms
• Event space for workshopsEvents
• Fast Wi-Fi and backup powerInternet & power