Meeting Room Technology Spec Sheet

How to use this spec sheet: Complete one sheet per room. Fill in the known details and use the notes spaces to capture anything specific about the room's layout, existing equipment or requirements. Hand this to your AV supplier or IT team as the basis for a proper brief — it removes assumptions and gives them what they need to quote accurately.

Room Details

Room length

Room width

Ceiling height

Max occupancy

Max viewing distance (back row to screen)

Minimum screen size (viewing dist ÷ 6 × 39.37)

Primary use

Internal meetings Client / external meetings Training / presentations Mixed use

Room notes (windows, acoustic issues, existing cabling, obstructions)

Video Conferencing Platform

Primary platform

Microsoft Teams Zoom Google Meet Webex

Room requires a dedicated room system (Teams Room / Zoom Room) — not laptop-dependent Recommended for any room used more than 3× per week

Room needs to support multiple platforms (e.g. Teams plus Zoom for external guests)

Calendar integration required — room shows today's scheduled meetings on a panel or display

Recording capability required

Platform notes

Display Requirements

Required display size (inches)

Number of displays

Dual display required — one for content, one for video participants

Interactive / touch display required (whiteboarding, annotation)

Display needs to be viewable from all seating positions without glare or angle distortion

Existing display to be retained — assess suitability Check: size, resolution (4K preferred), input compatibility, brightness

Display notes

Camera Requirements

AI auto-framing required — camera should track speakers and adjust framing automatically

Wide-angle lens to cover full table (recommended for rooms >8 people)

4K camera resolution required

Multiple cameras required (e.g. room too large for single camera coverage)

Camera should show both the room participants and any in-room whiteboard simultaneously

Camera notes

Audio Requirements

Preferred microphone type

Ceiling mic array Conference bar (all-in-one) Table microphones To be recommended

Full-room coverage required — every seat must be equally audible to remote participants

Acoustic treatment needed — room has hard surfaces, echo or reverberation issues

HVAC noise is a known issue — noise cancellation required in microphone specification

In-room speakers required for remote participant audio (not relying on display speakers)

Audio notes

Connectivity & Control

Single-cable connection for guest devices (USB-C preferred) One cable connects a laptop for power, video, audio and USB simultaneously

Wireless screen sharing required (in addition to or instead of cable)

Touch panel or room controller required for AV switching, volume and source control

Room booking panel outside door (shows availability, allows ad-hoc booking) Integrates with Microsoft 365 / Google Workspace room calendar

Network point confirmed in room — wired connection for room compute device Wi-Fi is not recommended as the primary connection for a room system

Connectivity notes

Existing Infrastructure

Existing display to be retained

Existing audio equipment to be retained

Existing AV rack / equipment rack to be retained

Existing cabling assessed and confirmed suitable for new equipment

Room is in an existing fitout — upgrade must be done with minimal make-good

Existing equipment notes (list what's currently installed)

Summary & Next Steps

Approximate budget (if known)

Required completion

Priority level

Total rooms to upgrade

Additional requirements / notes for supplier

Ready to move forward?

Send this sheet to us and we'll come back with an honest assessment and a proper proposal — no fluff, no upsell, just what the room actually needs.

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Meeting RoomTechnology Spec Sheet