Take a New Approach: Let Your Room Use Case Tell You What You Need

August 25, 2023

Every AV-equipped room we produce is intentionally constructed - and we don’t just think about the AV. We take a holistic approach, considering the room as a whole, including its needs, and all its unique use cases.  

Don’t be left guessing how to fully optimize your office space's AV technology, lighting, furniture, or acoustic materials that've already been installed. Instead, calibrate your “perfect conference room shopping list” with how you intend to use the room.  

By letting your room's specific needs guide your decisions, you can fully optimize your workspace’s technology, lighting, furniture, and more.

First, think about the room size and lighting

Room Size

Huddle Room: For small, intimate gatherings, a cozy space is typically the best choice. These rooms are designed to accommodate 2-4 users, providing a comfortable setting where ideas can flow freely.  

Boardroom: When it comes to hosting larger meetings or important presentations, a wide, rectangular room is often preferred. This shape allows for better visibility and communication among participants. Boardrooms typically seat 10-20 employees, providing ample space for everyone to engage in meaningful discussions and make informed decisions.

Training Room: For training sessions or company-wide presentations, a large, deep, square room is the optimal choice. With its spacious layout, this room can comfortably seat up to 100 employees, facilitating effective knowledge transfer and engagement.  


Regardless of the type of space you're designing, lighting plays a crucial role in shaping the overall experience and should be top of mind.  

Natural Light

If your room has a window or access to natural light, that's fantastic! Natural light has a positive impact on creativity and is much gentler on the eyes compared to artificial lighting sources like fluorescent bulbs. However, one important factor to keep in mind is the positioning of the natural light source in relation to your attendees. Avoid placing them directly in front of a window or bright light, as this can create a silhouette effect during video calls and significantly impact call efficiency. While a window may provide an attractive backdrop, it's essential to prioritize the comfort and visibility of your attendees by choosing appropriate lighting arrangements.

Lighting in the Room

To create an ideal lighting setup, artificial lighting can be used in the form of lamps, overhead lights, or track lighting. No matter which you choose, it's important to ensure that the lighting in meeting spaces meets specific requirements. For example, most meeting rooms and conference spaces typically require a light level of 500 lux, with a unified glare rating of 19 and minimum uniformity of 0.60.

Finally, it is recommended to aim for diffused light rather than concentrated, harsh lighting during video conferences. This can be easily achieved with diffusers or inexpensive lamps, such as those found in households.

Second, think about technology  


Huddle Room: Huddle rooms can often require a smaller display size due to their compact nature.

Boardroom: You’ll need a large display, or two. Due to a boardroom’s spacious nature, users may be seated further from the screen, highlighting the need for a sizable display. By opting for dual screens, you gain the flexibility to showcase remote attendees on one screen while displaying shared content on the other. Another option is to dedicate one screen to the room view and the other to displaying remote attendees.

Training Room: Similar to the boardroom, a training room will most likely be your largest room within your workspace. That means you’ll need a display large enough to satisfy this space. It’s essential to consider the use of multiple displays, potentially even a video wall. A video wall is either a single seamless and expansive display or a combination of separate displays seamlessly integrated together to project a unified image.  

Microphones and Speakers

Huddle Room: If you’re using the space for video conferencing, you’ll want to think about purchasing an all-in-one microphone, speaker, and camera. It’s a single device that solves for all the essential needs of your huddle room.

Board Room: In a boardroom, speakers and microphones are non-negotiable. Boardroom meetings often involve critical discussions in which every word carries significant weight and must be accurately captured. Plus, combating the size of the average boardroom will require speakers and microphones for all attendees, remote and physical, to be able to communicate clearly.  

Training Room: As the largest room in your organization, ensuring clear and effective communication becomes paramount. You’ll want to choose between a variety of options for microphones and speakers that can be strategically placed throughout the room. Most training rooms opt for personal speakers and microphones that sit conveniently in front of users or ceiling speakers and microphones that seamlessly blend into the tiles above you.


In virtually every meeting space, having a camera is essential. However, the key lies in selecting a camera that offers the right features to enhance your room's functionality.

Huddle Room: For smaller, collaborative spaces like huddle rooms, a sound bar camera is an excellent choice. This all-in-one solution combines a camera with built-in speakers and microphones, allowing you to streamline your setup without the need for additional accessories. With this type of camera, you can easily accomplish multiple needs in one, ensuring clear and effective communication during your huddle sessions.

Board Room: A boardroom demands a camera equipped with AI technology that excels in speaker tracking, speaker framing, and quick zoom capabilities. There are a number of AI-equipped cameras that are specifically designed for such scenarios, enabling seamless focus on individual speakers or capturing the entire room effortlessly.  

Training Room: In a training room setting, capturing the entire room and facilitating seamless recordings and presentations are of utmost importance. AI-equipped cameras with wide-angle field of view (FOV) are perfectly suited for this purpose. These cameras automatically adjust framing and track speakers, providing a smooth and immersive experience for both presenters and participants. You may also opt for a camera equipped with an AI counting feature that accurately counts the number of users in the room, providing valuable data on room capacity and utilization patterns.

Third, Think About Room Design  

When considering room design, you’re really considering how design will optimize your space for viewing and comfort. It revolves around careful thought on the placement of furniture to create an environment that maximizes visual accessibility and ensures a comfortable experience for all occupants

*No matter the use case, each room should follow the 4, 6, and 8 rule to determine furniture and display placement.

The 4, 6, and 8 rule states that:  

  • For detailed content or small text, such as in huddle spaces, the display size should be at least 4 times the height of the screen away from the viewer. This allows for clear visibility of fine details without straining the eyes.
  • For general content that does not require fine detail, such as in boardrooms, the display size can be 6 times the height of the screen away from the viewer. This still provides good visibility while allowing for larger viewing distances.
  • In situations where the content is mainly for reference and not intended for close inspection, such as in training rooms, the display size can be 8 times the height of the screen away from the viewer. This allows for comfortable viewing even from farther distances.

In summary, let your room speak to you. Here’s a quick recap of what makes a room exceptional:

Huddle Rooms: When it comes to huddle rooms, a small and intimate space is typically the best choice. These compact settings minimize the need for extensive audio equipment and acoustics, as attendees are seated in close proximity and can easily hear each other. While a large display may not be necessary, investing in advanced technology, such as an impressive display screen and an all-in-one soundbar, is essential for seamless virtual video conferencing.

Executive Boardroom: In larger boardrooms, the focus shifts to finding the right display solution. Adequately filling the room may require one or two large displays, especially if users are seated at a distance. Clear audio is ensured through the use of microphones and speakers that reach every corner of the room. For virtual meetings, cameras equipped with speaker tracking, auto framing, and a wide-angle, full-room view are indispensable.

Training Room: In training rooms, space is a key consideration. A spacious area with multiple tables, typically arranged in rows, is needed. In this space, versatile tables that can fold up or be easily rearranged are considered valuable assets. Room and physical microphones are necessary to ensure everyone's voice is heard during training sessions. Multiple speakers deliver high-quality audio for videos and multimedia content. AI-equipped cameras with a wide-angle field of view (FOV) capture the entire room, while automatic framing and speaker tracking features ensure seamless recordings and presentations. Depending on the layout, ceiling-mounted cameras may be necessary to provide clear views of presenters at the front, eliminating the need for excessive zooming. A projector or a large display wall visible from any part of the room guarantees optimal visibility, even from the back or off-center positions.

By considering the specific use case and needs of your room, Immedia can help you create a customized audio-visual integration solution that maximizes the potential of your space and looks beautiful. Our commitment to customer satisfaction, innovation, and expertise in AV technology and room design will ensure that your room is equipped with the perfect blend of AV, furniture, and fixtures that enhance productivity and create immersive meeting experiences.

Contact us today to discover how Immedia can transform your space into a cutting-edge audio-visual environment that meets your unique requirements.