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    Meeting Room AV Installation Updated 7 August 2026 · Reviewed by David Wolfenden, Head of Technical Delivery & Kevin Beetham, Commercial Director

    Meeting Room AV Installation UK - Free Site Survey

    We design, install and support meeting room and conference room AV systems across the UK - displays, cameras, microphones and control, specified to the room rather than to a catalogue, installed by our own ECS-carded engineers and supported afterwards by the same team that fitted them. A typical UK meeting room costs a median £3,900 ex VAT installed, and every project starts with a free site survey.

    We would rather look at the room than work from a photograph, because the wall, the ceiling void and the network decide more about the outcome than the choice of video bar does - and the survey costs you nothing. We are based in the North, in Halifax, West Yorkshire, with a second office in London, and we install UK-wide from both.

    See what it costs
    Room Sizes

    By room size

    Four-person huddle room with a round table, whiteboard and video conferencing display

    Huddle rooms, 2 to 4 people

    • System: All-in-one USB video bar and a single display.
    • Display: 55-inch, single.
    • Connection: One USB-C cable to a laptop, or a small room appliance for a dedicated system.
    • Typical use: Unbooked catch-ups, hot-desking floors, overflow from open plan.
    Six-seat meeting room with wall display, video bar and a glass partition wall

    Small meeting rooms, 4 to 8 people

    • System: Certified video bar with a dedicated compute appliance and a touch console.
    • Display: 65-inch to 75-inch, single.
    • Audio: Bar array, with an extension microphone for tables that outrun the bar's built-in pickup range.
    • Typical use: Scheduled team meetings, one-touch Teams or Zoom join.
    Meeting room with dual wall displays, video conferencing bar and acoustic ceiling

    Medium meeting rooms, 8 to 12 people

    • System: Video bar or camera plus DSP, dual display, touch console, scheduling panel.
    • Display: 75-inch to 86-inch, often dual for people and content.
    • Audio: Table or ceiling microphones, with distributed speakers in longer rooms.
    • Typical use: Client meetings, hybrid working sessions, content-heavy calls.
    Boardroom with dual displays on a dark acoustic wall panel beneath a timber slat ceiling

    Boardrooms and large rooms, 12 people and above

    • System: Multi-camera with switching, DSP-managed audio, dual or triple display, integrated control.
    • Display: Dual 86-inch, or a dvLED wall where viewing distance exceeds 8 metres.
    • Audio: Ceiling microphone arrays with beamforming, distributed speakers with delay alignment.
    • Typical use: Board meetings, town halls, divisible spaces, recorded sessions.
    Specification

    What goes into a meeting room AV system

    A meeting room and a conference room take the same system - the labels are interchangeable; what matters is seat count and room dimensions. Every room comes down to the same nine decisions, sized to the space. These are the specifications we install to:

    Display

    Mount a 55-inch to 86-inch 4K panel with its centre at seated eye level - on our installs that is typically 1.1m to 1.2m from the floor to the centre of the screen, set to the room's seating.

    Camera

    Use an all-in-one video bar in rooms up to 6 people. Use a separate PTZ camera with 4K resolution and 12x optical zoom in rooms over 12.

    Microphones

    Use the video bar's array up to 6 people. Add ceiling microphone arrays with beamforming above 12, allowing one array to cover up to 80 square metres, per Shure's published MXA920 coverage specification.

    Speakers

    Use the video bar's onboard audio up to 12 people. Add distributed ceiling speakers in rooms over 8 metres long.

    Control

    Fit a 10-inch touch console on the table or wall for one-touch join, and a scheduling panel outside the door.

    Sharing

    Let any laptop present without adapters - through the room system itself, a wireless sharing puck, or the same single USB-C cable that charges it.

    Compute

    Use an integrated appliance for Teams Rooms on Android or Zoom Rooms. Use a Windows compute unit where the room needs Teams Rooms on Windows features.

    Network

    Provide one PoE+ network port per device - PoE powers the device down the same cable - on a dedicated VLAN, a separate network segment for the room systems, with a reserved address per room.

    Cabling

    Conceal power, HDMI and Cat6a in containment, the trunking and tray that hides cable runs, or a chased wall, and terminate at a floor box under the table.

    Acoustics

    Treat rooms where speech hangs in the air - a reverberation time above 0.5 seconds, the standard DSP commissioning target for conferencing spaces - using wall panels or ceiling baffles before adding microphones.

    Sources: Shure MXA920 coverage specification, HSE: duty to manage asbestos

    Pricing

    What a meeting room AV installation costs

    Across 208 fully specified UK meeting rooms in our July 2026 benchmark, the median cost is £3,900 ex VAT installed - hardware, installation, commissioning and handover training together. Small rooms sit below that figure and boardrooms well above it. Prices exclude power alterations, containment and builders work, which we keep out of scope and leave with your electrical contractor.

    What moves the number most

    • Wall construction: An unbacked plasterboard partition needs a pattress - a reinforcing board fitted inside the wall - and making good before an 86-inch panel goes near it. An 86-inch panel weighs 45 to 50kg before the mount, per the manufacturers' published specifications.
    • Ceiling void: No void rules out ceiling microphones and flush speakers, and pushes the design to table microphones or a pendant array.
    • Existing containment: Reusing containment is cheap. Chasing an occupied floor is not.
    • Room count: A multi-room rollout shares survey, design and mobilisation costs across every room - economies of scale mean the per-room price falls as the programme grows.
    • Access: Occupied floors, goods lift booking and out-of-hours working all add engineer days rather than equipment cost.
    Full price bands by room size: our meeting room AV cost guide
    208
    UK rooms in our 2026 benchmark
    £3,900
    Median room cost, installed
    4,500+
    Rooms delivered
    Client Voice
    The room decides the design. Most of the faults we get called in to fix were visible on the first site visit - a partition wall that will not take an 86-inch panel, a ceiling with no void for microphones, a floor box that was never patched. Measure first, specify second.
    David Wolfenden, Head of Technical Delivery, MAV Reality
    Delivery Record

    Recent meeting room programmes

    EG Group

    A 44-room, multi-floor estate delivered as one programme, one design standard, one project manager.

    NEC Software Solutions

    31 installations across 12 UK sites delivered to a hard deadline.

    Derby City Council

    An 8-room Neat estate with full Dante audio for a local authority.

    Beyond The Hardware

    What we do that a hardware specification does not cover

    The equipment list is the easy part. These are the items that decide whether the room works on the day, and they are the ones that get missed:

    1

    Site survey

    Free, and no obligation. We measure the room, check the wall build-up, confirm the ceiling void, check lighting and glare against the camera and screen positions, test the data outlets and photograph the cable routes before anything is ordered.

    2

    Asbestos register

    We ask for it on any building constructed or refurbished before 2000, in line with the HSE duty to manage asbestos, and we do not drill without it.

    3

    Network readiness

    We confirm the floor box outlets are live, patched and PoE, and identify the switch and VLAN before install day.

    4

    Tenant configuration

    Room resource accounts, licence assignment, calendar processing and conditional access exemptions are your IT team's work, not ours. We tell you exactly what is needed and when.

    5

    Reused hardware

    Kit from a previous office needs the local administrator password, removal from Intune and Autopilot, and release from any previous device management organisation. All three are fixed in advance or the room does not come up.

    6

    Site access

    All our engineers hold ECS cards as a minimum, the correct scheme for audio visual and low-voltage work on a construction site. We produce site-specific RAMS - risk assessments and method statements - to your main contractor's timescale.

    7

    Handover

    Commissioning results, as-built documentation, asset register and user training at the end, not a box of cables and a thumbs up.

    Ongoing Support

    After the install

    Meeting rooms fail quietly. A microphone drops, a camera stops tracking, a certificate expires, and nobody reports it until an important call goes wrong. Our support packages cover remote monitoring, firmware and certification management, planned preventative visits and on-site attendance, with response commitments agreed per contract.

    See our support packages

    Meeting room AV installation questions, answered

    Work in this order: 1) Size the room - count the seats and measure the longest viewing distance; this sets display size and microphone count. 2) Pick the platform - Microsoft Teams Rooms, Zoom Rooms, Google Meet, or a BYOD system that runs all of them from a laptop. 3) Check the building - wall construction, ceiling void, existing power and data, and containment routes. 4) Check the network - one PoE+ port per device, a dedicated VLAN, and a reserved address per room. 5) Provision the accounts - a room resource account per room, licensed, with conditional access exemptions applied. 6) Install and commission - mount, cable, configure, calibrate audio, then test a real call from both ends. 7) Train and hand over - fifteen minutes with the people who will use it daily is worth more than a manual.
    Across 208 fully specified UK meeting rooms in our July 2026 benchmark, the median cost is £3,900 ex VAT installed, covering hardware, installation, commissioning and handover training. Small rooms sit below that figure and boardrooms well above it. Installation and commissioning are charged separately from hardware and are the same regardless of platform. See the full price bands by room size in our meeting room AV cost guide.
    At minimum: a display, a camera, a microphone, a speaker, a compute device and a way to control it. In a small room a single video bar provides the camera, microphones and speakers in one unit. Above 12 people these usually separate into discrete components with a DSP managing the audio.
    Do mount the display so its centre sits at seated eye level. Do treat the acoustics before adding more microphones - reverberation is the most common cause of poor call audio. Do put the camera on the same wall as the primary display so people look at the camera when they look at the screen. Do not put a display on a wall with a window opposite it - the camera will expose for the window and silhouette the room. Do not cable a device to a table that gets moved or folded away. Do not run the room on the guest wireless network.
    A single small room is typically one day on site. A medium room with ceiling microphones is two to three days. A boardroom with multi-camera switching and acoustic treatment is one to two weeks. Multi-room rollouts are phased, usually two to four rooms per week once the first room is signed off as the template.
    Yes. Retrofit is most of what we do. We survey the existing space, reuse compatible displays, network switches and containment where they are serviceable, and work outside business hours where the floor is occupied. We test any customer-supplied or reused equipment on arrival, and we cannot warrant used hardware.
    In almost every case, whichever productivity suite you already run. Certified hardware from the major vendors will join the other platform as a guest, and every certified device also works as a plain USB camera and microphone for a laptop. Specify the room so the hardware does not care. Our Teams Rooms and Zoom Rooms comparison covers the licensing and management differences.
    Yes - we install UK-wide, based in the North in Halifax, West Yorkshire, with a second office in London. See everywhere we work.
    Yes, and there is no obligation attached to it. We survey the room, produce a schedule and a firm price, and you are free to take that anywhere. We do it because a room priced from photographs is a room priced wrongly, and because most of what changes the number (wall construction, ceiling void, cable routes, network readiness, the state of any reused equipment) cannot be established any other way.

    Where we work

    Delivered UK-wide from our London and Yorkshire offices, with our own engineers on site.

    Book a free site survey

    Send us a floor plan, a room schedule, or photographs of the room. We will tell you what is missing before you commit to anything, then come and look at it properly. Free, UK-wide, no obligation.

    Looking for something slightly different?

    Already have the hardware?Audio visual installation only Standardising on Teams?Microsoft Teams Rooms installation Standardising on Zoom?Zoom Rooms installation Planning a budget first?Meeting room AV cost guide