In today’s modern business world, communication is vital, and audio-visual technology plays an ever more crucial role in facilitating communication. Audio-visual (AV) systems in conference rooms enable businesses to hold meetings, presentations, and conferences that are immersive, interactive, and engaging. Understanding what the fundamental components are that make up a corporate AV system can be helpful for anyone who uses these systems every day, and essential for those that maintain these setups in an organization. Why? It’s foundational information for anything from basic on-the-fly troubleshooting–such as determining if an “out of sight, out of mind” component is turned on, or set correctly–to understanding, even at a basic level–the capabilities of your current or proposed system. So, we’re going to run through what the common building blocks of these systems are and what they do in the context of the system.

The Basic Components of a Corporate AV Conferencing System

Displays and Projectors

Displays and projectors are essential components of any AV system conference room that is meant to accommodate video. Their function is self-explanatory: they are responsible for displaying visual content such as presentations, videos, and images. There are various types of displays and projectors, including LCD screens, LED screens, and projectors. LCD and LED displays are ideal for smaller conference rooms, while projectors are often ideal for larger conference rooms. However, each situation is unique, and the best option will depend on a variety of factors beyond just the size of the room.

When considering a display or projector, it’s essential to consider factors such as screen size, resolution, brightness, and contrast. For instance, a high-resolution display or projector is ideal for displaying detailed images and videos. Similarly, a bright display or projector is ideal for rooms with a high level of ambient light. Additionally, portability is another factor to consider, depending on how temporary and/or multi-functional a meeting space is. Displays can be more portable than projectors, which may require more set up time and equipment. Displays can be moved from room to room and set up quickly, making them a good option for settings where flexibility and ease of use are important. Ultimately, factors such as image quality, ambient room light, screen size, portability, and wall space and structure should all be considered when being presented with options between displays and projectors for a specific application.

Audio Components

Audio components are another crucial part of an AV system in a conference room or meeting space. These components are, of course, essential in reproducing sound for remote participants and for any media content used during presentations or other gatherings and can include speakers and amplifiers. Speakers come in various shapes and sizes, including ceiling-mounted, wall-mounted, and floor standing. Ceiling-mounted speakers are ideal for larger conference rooms, while wall-mounted and floor-standing speakers might be ideal for smaller or more temporary conference room setups.

Amplifiers boost the audio signal and distribute it to the speakers. They come in various types, including mono, stereo, and surround sound. Mono and stereo amplifiers are ideal for small conference rooms, while surround sound amplifiers are ideal for larger conference rooms. It’s worth noting that the choice between mono, stereo, and surround sound amplifiers isn’t solely dependent on the size of the conference room. Other factors such as the intended use of the room, the type of content being presented, and the desired audio quality also play a significant role in determining the appropriate amplifier for a given situation. Not to mention, the required amplification in relation to the speaker circuitry also plays a role in choosing the right amplifier.


Microphones are essential components of an AV system in a conference room. They are responsible for capturing and transmitting audio signals and can include wireless, wired, and boundary microphones. Wireless microphones are ideal for larger conference rooms, while wired and boundary microphones are ideal for smaller conference rooms.

When selecting a microphone, it’s recommended to consult an AV integrator or AV consultant to help you consider factors such as frequency response, sensitivity, and directionality. For instance, a directional microphone is ideal for capturing audio from a specific direction, while an omnidirectional microphone is ideal for capturing audio from all directions. Depending on the situation, the integrator may also suggest a ceiling-mounted microphone for larger rooms, or a table microphone for smaller spaces. A table mic, although usually not too big in size, will rest on the table and can still take up workspace, whereas a ceiling-mounted mic provides a more clutter-free environment. The right microphone for your application will depend on your room setup and where the participants are positioned and speaking from. 

Cameras and Video Components

Video components also play an important part in the AV system of a conference room. They help capture and transmit video signals and can include cameras, video conferencing systems, and video recording systems. Cameras come in various types, including PTZ (pan-tilt-zoom), fixed, and 360-degree cameras. In addition, to reduce excessive cabling in the setup, an encoder/decoder system is a good option to help with that, as the encoder takes multiple input signals and converts them into a single encoded signal, which can then be transmitted over a single cable. The decoder at the other end of the cable then takes the encoded signal and converts it back into the original multiple signals. By using an encoder/decoder system, the number of cables required can be reduced, which can save both space and money.

Video conferencing systems enable businesses to hold virtual meetings, as they allow teams to collaborate remotely and reduce the need for in-person meetings. They offer features such as screen sharing, virtual whiteboards, and chat functions to enhance communication during meetings.  Whereas video recording systems enable businesses to record and archive meetings and presentations for future reference, making it easy for employees to review and share information as needed.

Cables and Connectors

are key components of an AV system in a conference room. They enable the transmission of audio and video signals between various components of the system. There are various types of cables and connectors, including HDMI, VGA, DVI, and DisplayPort.

When selecting the right cables and connectors for your AV system, it’s essential to consider length, quality, and compatibility. The quality of the cable can have a significant impact on the quality of the video and audio signals being transmitted. As such, a high-quality HDMI cable is ideal for transmitting high-definition video and audio signals, making it the best option for connecting devices such as AV receivers, soundbars, and projectors. In contrast, a VGA cable is ideal for transmitting lower resolution video signals from older computers and monitors. Choosing the right cable for your needs can help ensure that you get the best possible picture and sound quality from your AV system.

Control Systems

Control systems are essential parts of an AV system in a conference room. They are responsible for controlling and managing various components of the system. There are various types of control systems, including , touch panels, and software-based control systems.

When choosing a control system, it’s important to consider key elements such as ease of use, functionality, and compatibility. For example, a touch panel control system is ideal for controlling various components of the system from a single location. This can be particularly useful in large conference rooms or event spaces where there may be multiple displays, projectors, speakers, and other AV equipment that need to be controlled. It is also worth mentioning that most control systems can also control lighting, projector lifts, projector screens, temperature, room shades/blinds, and more.

Designing an AV System for Your Conference Room

Designing an AV system for your conference room isn’t as simple as putting pen to paper for a quick list or sketch of what you think you may need. It requires careful consideration of various aspects like room size, seating capacity, and budget. It’s highly recommended to work with an AV specialist to design a system that meets your specific needs.

When designing an AV system, it’s essential to consider factors such as room acoustics, lighting, and aesthetics. For example, a room with high ambient light requires a brighter display or projector. Selecting a dimmer display or projector in that case can impact the clarity and visibility of projected images or displays. Moreover, a room with poor acoustics might require more speakers. Room acoustics play a crucial role in determining the sound quality of the system, and steps may need to be taken by the AV specialist to address issues such as echoes or excessive background noise.

Maintenance and Troubleshooting

Maintenance and troubleshooting are essential aspects of keeping your AV system in good working order. Regular maintenance can help prevent problems from arising and extend the lifespan of the equipment. It’s essential to schedule regular routine maintenance with a professional to cover tasks such as cleaning the components, checking the cables and connectors, updating the software, and replacing worn or damaged components.

But if you experience some minor technical issues, before calling a pro for AV system maintenance or assistance, you can do some basic troubleshooting to identify the source of the problem and take appropriate corrective action yourself. For instance, if the display is not working, it may be due to a faulty cable or connector and replacing it may resolve the issue. Troubleshooting is an important aspect of AV system maintenance, as it can help identify and address issues before they become more serious. However, if there are more complex technical issues that require specialized expertise or diagnostic equipment, a professional may be better equipped to identify and address the problem. Finally, if the AV system is under warranty, it’s important to follow the manufacturer’s guidelines for maintenance and repairs, which may require the involvement of a certified professional.


In conclusion, an AV system in a conference room is a vital tool that can facilitate effective communication and collaboration among team members. Understanding the basic components of an AV system is essential for any business owner or AV enthusiast. Selecting the right components and designing a system that meets your specific needs (with the help of an AV professional) can help create a more immersive, interactive, and engaging audio-visual experience for your conference room.