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Essential Requirements of Video Conference Rooms

Video conference rooms are facilities used for meeting between two locations that are worlds apart. Video conference simulate the traditional conference room setup wherein all participants are convened at the table. The equipment used in the video conference room is setup in such a way that all participants are seen and have equal access to the video.

The entire event is staged much like a traditional meeting in which participants discuss various points based on a set agenda. However, there are video conference rooms available for lectures that duplicate a classroom setup. Video conference rooms for offices normally require a maximum of 25 participants at any given site.

Parts of a Video Conference Room

Furniture Layout/Room Type

The ideal conference table for a video conference room is either u-shaped or v-shaped as the form enables each participant to have equal access to the camera during the session. The width of the table should not exceed 12 feet and should not be longer than 24 feet. This size is big enough for the audio-tracking cameras and the microphones.

The distance between the camera and the outermost participant should be at the maximum distance of 25 feet. This ensures that the audio-tracking systems will function correctly. The depth of the room should not go over 40 feet from the camera to allow clear visibility.


The décor of video conference rooms is best kept at a minimum. The immediate area within the view of the camera should be orderly. Avoid putting up artworks, plants, fans, and mirrors in the video conference room as these items can affect the quality of the video produced by the camera as it processes everything in its site thus lessening its overall efficiency.

Wall colors for video conference rooms should be kept neutral except white. The best colors are light blue, light grey or beige. pass up wall treatments that involve dizzying patterns as these can also damage the camera’s compression system.


Diffused fluorescent lighting is the best for video conference rooms. The atmosphere inside the video conference room should be kept evenly lit in order to play down shadows. To make the most of skin tones install a lighting system that uses a 3500-Kelvin color. Limit the amount of light on the faces of the participants to anywhere between 500 to 700 lux from a vertical angle.

Avoid using fluorescent lights that produce only 30 to 50 kHz as these types of lights can get in the way and affect wireless keypads that are used during the operations.


Acoustics is an important part of a video conference room that contributes immensely to the success of a video conference. Installing the proper acoustic treatment in the video conference room will help minimize reverberation or echo which can be quite a nuisance during the operation. The appropriate NC or noise criteria rating for a video conference room is 35.

To reduce reverberation it is best to coat the surfaces of the video conference room like the walls, ceilings, and floors using a material that absorbs sound. It is also important to separate the video conference room from external sources of noise like water pipes, street noise, and office machines.

The placement of the microphone will have an effect on the quality of the audio during the video conference. There are generally two microphones installed in a video conference room. One microphone should be place no less than six feet from the speakers of the system. The second microphone should be located about ten feet from the other microphone to ensure optimum audio quality.


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