Reliable Video Conferencing & Meeting Room Solutions For Toronto Businesses

Name: SetupTeam
Price range: $$$

Stop wasting the first 10 minutes of every meeting trying to connect. Whether you need a simple Zoom Room for a huddle space or a fully integrated Microsoft Teams boardroom in the Financial District, Setup Team designs systems that work—instantly. We combine professional audio, crystal-clear video, and rock-solid networking to ensure your team is heard and seen, every time

What We Help With

Eliminate Meeting Friction & Audio Issues

Fix “Can you hear me?” issues: Eliminate echo, feedback, and muffled audio with proper microphone placement and acoustic tuning.
One-Touch Join: Seamless integration with Zoom Rooms, Microsoft Teams, and Google Meet—no more fiddling with cables.
Wireless Content Sharing: Let staff present from laptops without hunting for HDMI dongles.
Clean Table Aesthetics: Professional cable management (through-table or floor) so your boardroom looks executive-ready.V audio issues (ARC/eARC, CEC control, lip-sync)
Hybrid Meeting Equity: Smart cameras (auto-framing) that ensure remote participants feel included.
Network Optimization: We prioritize video traffic on your router so calls never freeze, even when the office is busy.
Licensed & Insured: Fully WSIB compliant for commercial office work.

Zoom & Teams Rooms That Just Work

We build conference rooms that are simple to start, easy to share, and consistent for everyone. So, you get clean audio, stable video, and fewer “can you hear me?” moments.

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Platform Agnostic Hardware

We install flexible hardware (Logitech, Poly, Ylink) that works with your preferred software, or “BYOD” (Bring Your Own Device) modes for flexibility

Commercial-Grade Networking

Video demands bandwidth. We audit your office network to ensure your router and switches can handle 4K streaming without buffering.

Dual-Screen Setups

Optimize for productivity: See your remote participants on one screen and your presentation on the other specifically configured for your room size.

Turnkey Project Execution

We handle the entire lifecycle: sourcing the hardware, running the cabling, mounting the displays,

the Process

How We Design & Install Your Conference Room

We don’t just hang a TV. We engineer a communication environment. The process covers acoustic checks, hardware installation, and a full staff training session so the system is easy to use from day one.

Discovery, Room Audit, and Scope

First, we review the room size, seating layout, lighting, acoustics, and existing cabling. Then, we confirm your platform (Teams/Zoom/BYOD), identify the right camera/mic/speaker approach, and map power + data locations. Finally, we lock the scope, timeline, and hardware list—so there’s no guesswork later.

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Install, Configure, and Secure

Next, we mount the displays, cameras, and audio components, while running clean, labeled cabling for a professional finish. Also, we configure the room system (Zoom Rooms/Teams Rooms or BYOD), apply firmware updates, and set up secure network requirements as needed. As a result, performance stays consistent.

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Tune, Test, and Train

Finally, we tune audio levels, camera framing, and screen-sharing behavior (including dual-screen setups). Then, we test real-world call scenarios—laptop share, wireless share, remote participants, and drop-in meetings—so the room works under pressure. After that, we train your staff, provide quick-start guidance, and complete a clean handoff.

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IMPLEMENTATION PROCESS

How Our Technicians Install Conference Room Systems

Conference rooms fail when hardware isn’t mounted correctly, cabling isn’t planned, or the network and platform settings are rushed. Our technicians bring multi-year AV and networking experience, so displays, cameras, mics, and switching are installed cleanly—and then verified in real meeting conditions.

Site Survey + Install Plan

First, we confirm wall type (drywall/steel studs/concrete), mounting points, and exact display height/sightlines. Then, we map cable paths, power, conduit, and rack/credenda locations. After that, we verify platform requirements (Teams Rooms, Zoom Rooms, BYOD) so hardware selection and signal flow are correct before we touch a drill.

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Mounting + Wire Management

Next, we mount commercial displays, cameras, and soundbars/speakers using the correct anchors and hardware for the wall. Also, we handle clean cable management—HDMI/USB/ethernet routing, strain relief, labeled terminations, and tidy in-wall or surface raceways where needed. As a result, the install looks finished.

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Configure + Testing

Finally, we configure the room system end-to-end: device firmware, camera framing, mic pickup, speaker levels, and room controls. Then, we validate network stability (latency, packet loss, VLAN/QoS if used) and test real workflows—content sharing, dual displays, and call reliability. If anything is off, we correct it on-site before handoff.

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Where We Provide Conference Room Solutions

SetupTeam provides conference room design and installation across Toronto and the GTA. Whether you need a Zoom Room, Microsoft Teams Room, or a flexible BYOD space, we plan the layout, confirm camera and microphone coverage, and install clean cabling for a reliable day-to-day experience. Then we test real meetings—audio, video, and sharing—so the room works the way your team expects.

Toronto
North York
Etobicoke
Scarborough
East York
Mississauga
Oakville
Vaughan
Richmond Hill
Markham

Newmarket
Aurora
Milton
King City
Caledon
Woodbridge
Maple
Thornhill
Concord
Gormley

SetupTeam service areas across Toronto and surrounding GTA communities — Service area coverage across Toronto and the GTA

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Conference Room Solutions FAQs

Toronto And The GTA

Below are detailed answers to common questions about Zoom Rooms, Microsoft Teams Rooms, equipment sourcing, pre-construction planning, and clean installs in finished offices across Toronto and the GTA.

It depends on what your staff uses daily and what your IT team can support long-term. If your calendar, meeting links, and policies are mostly Microsoft 365-driven, then a Teams Rooms standard is usually simpler to manage. Meanwhile, if your organization is Zoom-first, then a Zoom Room keeps the join experience consistent and reduces “which button do I press?” friction. That said, if you regularly host external meetings on both platforms, then a dual-platform approach can work—however, it must be designed intentionally (camera/mics/speakers, switching, and in-room UX), otherwise you end up with a confusing room that nobody wants to use. From a network standpoint, you also want to confirm bandwidth and QoS readiness early, because video quality and stability depend on it

We start with the room’s geometry and use-case, because “camera-first” or “audio-first” choices change the bill of materials. For example, small rooms often succeed with an all-in-one bar (camera + mics + speakers) plus a touch controller, while medium rooms often need better mic pickup (table mics or ceiling mic options) and more deliberate speaker coverage. For larger rooms and boardrooms, we usually plan around intelligible audio first, then camera framing second, and then content sharing last—because people will forgive imperfect framing, yet they won’t tolerate muddy audio. In addition, we confirm whether you’re using certified hardware where required, because platform certification and lifecycle support matter for reliability and manageability over time.

We can do either. If you want turnkey, then we can source compatible room hardware, deliver it, install it, and validate it end-to-end. Alternatively, if you already purchased equipment (or your IT team prefers to buy direct), then we can integrate what you have—however, we’ll still confirm that the components are appropriate for the platform (Zoom Rooms or Teams Rooms), the room size, and the mounting/cabling plan. Also, we verify that the required licensing is in place for managed room systems, because room devices are typically licensed differently than user laptops.

Pre-construction is where you “win” the project, because cable paths and device locations are cheapest to change before walls close. Therefore, we map: display locations and heights, camera sightlines, mic strategy (table vs ceiling), speaker placement, and the exact location of the compute/codec and network drops. Then, we specify conduit and backer requirements where needed, because it makes future upgrades and service much cleaner. In addition, we confirm network readiness (bandwidth, QoS expectations, proxy/cert requirements if applicable), because meeting stability is a network dependency, not a “hardware brand” dependency.

Yes, although the scope depends on construction type, ceiling access, and the building’s rules. Typically, we use a combination of above-ceiling pathways (if there’s a drop ceiling), surface raceway where appropriate, and carefully planned wall penetrations to keep the install clean and compliant. Meanwhile, we plan separation between power and low-voltage lines where required, and we document what’s been run so future changes don’t become guesswork. Also, we’ll confirm whether wired Ethernet drops are available, because a hardwired room system is usually the most stable baseline—especially when the office Wi-Fi is busy.

For consistent performance, the top priorities are: stable bandwidth, low packet loss/jitter, and correctly implemented QoS (especially if your office network is busy). Microsoft explicitly recommends planning sufficient bandwidth per room and reviewing QoS requirements, because Rooms performance is tied to network conditions.
Also, firewall rules and allowed ports matter, because blocked UDP or restricted outbound access can cause “random” meeting issues that look like hardware failures. For Zoom Rooms specifically, Zoom documents firewall requirements and ports used by Zoom Rooms.
Finally, if your organization uses proxy or certificate-based access, that has to be accounted for before installation, otherwise you lose time on-site troubleshooting something that was predictable during planning.

Request An Estimate For Conference Room Solutions (Toronto / GTA)

Tell us where the office is and what you want the room to support—Zoom Rooms, Microsoft Teams Rooms, or both. A general area is enough (Downtown, Midtown, North York, East York, Scarborough, or Etobicoke).
Next, share the basics: room size, number of participants, one or two displays, and whether you need a camera, mics, speakers, and a touch controller. If you already have equipment, list the models. Also include any site constraints (finished walls, ceiling access, after-hours work, parking/elevator rules).
If you don’t have gear yet, we’ll recommend compatible options, supply equipment if needed, and install cleanly with proper cable management. Then we test real meetings—audio, video, sharing, and control—so the room works day-to-day.

Call to ask any questions.

(647)464-0606

Or Email

[email protected]

Licensed & insured · WSIB · $2,000,000 liability
Zoom Rooms / Teams Rooms planning + certified hardware options
Clean installs: tidy cabling, wall/ceiling mounts, labelled terminations
Network readiness: wired Ethernet, VLAN/QoS guidance when needed
One team start to finish, with follow-up support

Reliable Video Conferencing & Meeting Room Solutions For Toronto Businesses

Eliminate Meeting Friction & Audio Issues