As more businesses prioritize collaboration and hybrid work, the demand for reliable, connected conference rooms across office spaces continues to grow. But setting up multiple meeting rooms isn’t as simple as repeating the same installation three times. A multi-room conference setup requires smart planning, consistent standards, and scalable technology that works in sync—without frustrating users.
Things To Consider When Planing a Multi-room Conference Setup for Your Office
Start with a Standardized Design Plan – Before you buy equipment or run cables, take time to design each room with a consistent standard in mind. Standardizing layouts, displays, microphones, cameras, and control systems ensures that every room delivers a familiar user experience. This reduces training needs and support calls while giving your team confidence in every space.
Pro Tip: Use templates for room types—like huddle rooms, mid-sized meeting rooms, and executive boardrooms—with scalable hardware options for each.
Choose an Ecosystem That Scales – A unified A/V ecosystem across all rooms is key to reliable performance. Platforms like Crestron or Microsoft Teams Rooms allow for central control, remote monitoring, and firmware updates from a single dashboard. This makes it easier to manage and troubleshoot across multiple spaces—especially in larger office environments or multiple locations.
Ensure Network and Power Infrastructure Is Ready – Behind every successful conference room is solid infrastructure. Verify that your office has enough bandwidth, strong Wi-Fi coverage, and accessible network drops in each room. Include power outlets and low-voltage wiring that match your hardware needs—especially for wall-mounted displays, cameras, and touch panels.
Plan for Centralized Control and Scheduling – An often-overlooked piece of multi-room setups is room scheduling and control. Integrate your rooms with Microsoft 365, Google Workspace, or a Crestron scheduling panel to enable real-time room reservations and usage visibility. Pair this with a central control platform so you can adjust audio, lighting, or inputs from one location if needed.
Test and Train for Consistency – Once installation is complete, don’t just test the hardware—test the user experience. Walk through common meeting scenarios in each room to confirm everything works the same way. Then, provide brief training or video guides so employees feel confident using the system without IT support.
Seamless Meeting Spaces Start with Smart Planning
Whether you’re setting up three rooms or thirty, success starts with a solid strategy and the right integration partner. From initial planning to equipment selection, installation, and long-term support, we specialize in designing conference room systems that just work—every time.
Need help planning your multi-room setup? Contact GMI Automation today for a FREE consultation.
