Office Meeting-Room Types

Rooms we set up by size and use.

Toronto and GTA offices are still rebalancing their floor plans around hybrid work. The recurring 2026 brief is a mix of five or six distinct room types per floor — not one single boardroom and a bullpen. Every project starts with what each room will actually be used for, then the hardware follows.

Huddle Rooms · 3–6 seats

The highest-volume room type in current office builds. Single 55-to-65-inch display, wide-angle integrated videobar (Logitech Rally Bar Mini, Poly Studio X30, Neat Bar, Yealink MeetingBar A20), in-table cable cubby for single-cable BYOD, scheduling panel outside the door.

Standard Meeting Rooms · 6–12 seats

Outnumber boardrooms five-to-one. Single 75-to-85-inch display, all-in-one videobar (Logitech Rally Bar, Poly Studio X70, Neat Bar Pro, Cisco Room Bar Pro, Yealink MeetingBar A40), table-box AV with USB-C BYOD, scheduling panel.

Boardrooms · 12–24 seats

The most procurement-sensitive room. 98-inch display or 2×1 video wall, ceiling-microphone array (Shure MXA920 or Sennheiser TCC 2) into a Biamp DSP, AI camera framing with companion seated-view camera, programmable control surface, full cable concealment in millwork.

Training Rooms · 20–40 seats

Different camera and microphone strategy than a boardroom: presenter tracking on the trainer, audience camera with auto-framing on the room, presenter lavalier plus ceiling-mic audience coverage, dual front-of-room displays or a single ultra-wide, recording and livestreaming in scope.

Town Halls & Divisible Rooms · 20–200 seats

Second display, distributed audio reinforcement (Biamp Tesira or QSC Q-SYS Core driving ceiling or pendant speakers), wireless presenter microphone, and operable-partition logic so the room can be split into smaller rooms with independent AV.

Executive Briefing & Client-Facing

Cosmetic and material discipline added on top of the standard scope: AV disappears into the millwork, cabling is invisible, the control surface is intuitive enough that a partner who has never seen the room before can start a Teams call without calling IT.

Office meeting pod set up as a Zoom Room with a front-of-room display, integrated videobar, and conference seating — small-room video conferencing in a Toronto office
Meeting Pod · Zoom Room
Training room with dual front-of-room displays, classroom-style seating, a presenter at a lectern, and fabric-wrapped acoustic panels on the side walls
Training Room · Dual Display
Conference Room Solutions

Recent conference room and video-conferencing installations

Real boardrooms, huddle rooms, training rooms, and meeting pods we wired and commissioned across Toronto and the GTA.

15 photos

Platform Decision

How do you choose between Teams Rooms, Zoom Rooms, Google Meet, Webex, and BYOD?

Close-up of a Logitech Tap IP or Poly TC10 controller on a walnut conference table showing the Microsoft Teams Rooms home screen with the next scheduled meeting and a one-tap join button
Tap IP / TC10 Controller

By starting with the tenant’s primary calendar and identity platform, not with the hardware. The platform decision is the upstream choice that constrains every downstream hardware and integration decision, and the wrong sequence (picking hardware first) produces rooms that fight the IT environment for the next three years.

For Microsoft 365 tenants with Teams as the primary collaboration platform, the default is Microsoft Teams Rooms (MTR). MTR is Microsoft’s certified room-system program: only Microsoft-certified hardware can be deployed as a managed MTR endpoint, the device joins the customer’s Azure Active Directory tenant, it is managed through Microsoft Intune, it logs in with an Exchange resource-mailbox account, and it appears in Outlook as a bookable room. The certified hardware ecosystem is broad: Logitech Rally Bar / Rally Bar Mini / Rally Bar Pro with Tap IP, Poly Studio X30 / X50 / X70 / X90 with TC10, Neat Bar / Bar Pro / Board 50 / Frame, Cisco Room Bar / Room Bar Pro, and Yealink MeetingBar A20 / A30 / A40 / A50 with MTouch.

For Zoom-primary tenants the default is Zoom Rooms, running largely the same bars in Zoom-certified firmware and authenticating against the tenant’s Zoom account. Google Meet hardware (Google Meet Series One, Logitech Rally Bar in Meet firmware, Poly Studio X-series Meet variant) is the right answer for Google Workspace shops. Cisco Webex Rooms suits enterprise and regulated-industry tenants standardised on Webex; Cisco Room Bar / Room Bar Pro can also be firmware-switched between Webex, MTR, and Zoom Rooms.

BYOD-first rooms are the right answer for huddle rooms, ad-hoc rooms, and tenants who have not standardised on a single platform. The room runs no native platform: a presenter plugs a single USB-C cable into the table-box and the laptop drives the display, camera, microphone, and speaker through one connection, with the meeting running on whatever platform the laptop has open. Direct Guest Join lets a managed MTR or Zoom Room join the other platform’s meeting natively when cross-platform load is heavy.

The shortcut decision tree: Microsoft 365 + Teams → MTR on Android appliance. Zoom-primary → Zoom Rooms appliance. Google Workspace → Google Meet hardware. Webex / regulated enterprise → Cisco Room Bar. Heavy cross-platform or huddle volume → BYOD-first with a Mersive or ClickShare overlay. Every project starts with this decision, documented and signed off by IT, before any hardware is named.

What’s Included

What goes into a complete conference-room install.

Every drop labelled, every device documented, and every room acceptance-tested under real meeting conditions before we leave. The same standard whether it’s a single huddle room or a floor-wide rollout.

Commercial Displays & Mounting

55-to-98-inch commercial 4K panels (Samsung QM-series, LG UH-series, Sony BRAVIA Pro). Slim flat mounts on standard walls; custom millwork integration for executive rooms. HDBaseT or AV-over-IP distribution where displays are remote from sources. See our commercial TV installation service for display-only projects.

Integrated Videobars & Cameras

Logitech Rally Bar family, Poly Studio X-series, Neat Bar / Bar Pro, Cisco Room Bar / Room Bar Pro, Yealink MeetingBar A-series. AI auto-framing, speaker tracking, and optional companion table cameras (Logitech Sight, Poly EagleEye Cube) for larger rooms.

Ceiling Mics & Audio DSP

Shure MXA920 / MXA710 or Sennheiser TeamConnect Ceiling 2 ceiling-microphone arrays into a Shure IntelliMix P300, Biamp Parlé / Tesira, or QSC Q-SYS Core for echo cancellation, AGC, and noise reduction. Acoustic treatment when room geometry calls for it.

Table-Box BYOD

In-table cable cubby with USB-C, HDMI, power, and recessed Ethernet. Single-cable USB-C drives display, camera, mic, and speakers from any modern laptop. Cosmetic brushed-bronze or stainless trim to match the conference table finish.

Room Scheduling Panels

Logitech Tap Scheduler, Yealink RoomPanel, Crestron Scheduling, Joan e-ink, Evoko Liso, or Robin / Teem cloud platforms tied to Microsoft 365 Exchange resource mailboxes or Google Workspace resource calendars.

Network & Cable Discipline

AV traffic on its own managed VLAN, wired PoE+ to every room device, labelled patching at the rack, and structured cabling sized for the room count. See our network installation and Wi-Fi optimization work for the broader infrastructure scope.

How We Plan & Install

From site survey to acceptance-tested room — five disciplined steps.

A repeatable process that fits whether you’re refreshing a single boardroom or rolling out a Teams Rooms standard across a multi-floor tenant. Documented at every stage, signed off with your IT and facilities teams.

01

Discovery & Site Survey

Walk every room with your IT, facilities, and workplace-experience leads. Capture room geometry, ceiling type, finish constraints, network drops, building access rules, and the operational brief for each room type.

02

Platform & Hardware Plan

Document the platform decision in writing (MTR / Zoom Rooms / Meet / Webex / BYOD), spec hardware per room type, model the network and identity integration, and confirm certification status of every bar, mic, and controller before quote.

03

Install & Cable Discipline

Phased installs that fit your operating schedule — after-hours and weekends standard for occupied floors. Labelled patching, concealed cable routes, surface raceway where ceiling access is restricted, and millwork integration where the room finish requires it.

04

Commissioning & Acceptance Test

Every room runs a thirty-minute hybrid-meeting acceptance test — in-room participant, remote participant, content share, wireless-presentation test, audio-clarity check from every seat. Signed off by your IT lead before the room is released to general use.

05

Handoff & Managed Support

Per-room asset list, network and identity configuration documented, management-portal credentials handed to your IT team, one-page laminated operator card mounted inside each room. Optional managed-support agreement for ongoing firmware, monitoring, and incident response.

+

Property Manager & COI

$5M certificate of insurance, WSIB clearance, and tenant work-authorisation package available same-day for property managers who require documentation before approving the install. After-hours access scheduled around the building’s rules.

Hybrid Meeting Equity

Engineered around the remote participant’s experience.

Hybrid meeting equity is the single biggest workplace-AV shift of the past five years — the in-room and remote participants get an equivalent experience. The acoustic engineering, the AI camera framing, the front-of-room display strategy, and the lighting are not separate line items; they’re four pillars of one design.

Ceiling-Mic Arrays + DSP

Shure MXA920 (reference for large boardrooms), Shure MXA710 (linear array for narrower rooms), or Sennheiser TeamConnect Ceiling 2 running into a Shure IntelliMix P300, Biamp Parlé / Tesira, or QSC Q-SYS Core. Acoustic treatment sized to the room volume — measured, not guessed.

AI Camera Framing

Logitech RightSight 2 with optional Logitech Sight tabletop companion, Poly DirectorAI with EagleEye Cube, Neat audio-and-vision intelligence, or Cisco Speaker Track 2. Each in-room participant framed as an individual subject — no more wide-angle landscape shots of a long empty table.

Front-of-Room Display

Single 98-inch commercial 4K panel (Samsung QM98 or LG UH9) for traditional boardrooms; dual-display for active hybrid working; all-in-one Neat Board 50 or Microsoft Surface Hub 3 for executive rooms doubling as whiteboards.

Layered Lighting

Dimmable front-of-face fill, reduced overhead downlight, motorised blackout or layered shading on windows that backlight the seating. For Control4 or Crestron-integrated rooms, presets (‘Meeting’, ‘Presentation’, ‘Video Call’, ‘Off’) reset the whole room in one tap.

Conference room with three front-of-room displays installed for hybrid video conferencing — integrated displays, conference table seating, ceiling-mounted AV infrastructure, and acoustic treatment
3-Display Front-of-Room · Hybrid Conferencing
Boardroom with Shure MXA920 ceiling microphone tiles in the acoustic ceiling, a Logitech Rally Bar Pro below a 98-inch commercial display, fabric-wrapped acoustic wall panels
Shure Ceiling Mics · Rally Bar Pro
Wireless Presentation & BYOD

Seamless wireless presentations. Built for Toronto offices.

Modern meetings move fast. Our wireless presentation and BYOD setups make it effortless to share, connect, and collaborate — without cables on the table, sign-in delays, or last-minute IT roadblocks.

Yealink MeetingBar A20 / A30 / A40 / A50 appliances and MeetingBoard interactive displays anchor the room with native content sharing, on-device room control, and enterprise-grade security. MTouch room controllers pair with the bar for one-tap join and intuitive room operation from the conference table.

Presenters plug in a single USB-C cable at the in-table cubby, or share wirelessly from a laptop, tablet, or phone. The room’s camera, microphone, speaker, and display activate together — delivering a consistent, high-quality experience for the people in the room and the participants joining remotely.

Managed deployments scale cleanly with Teams Rooms or Zoom Rooms certification, a dedicated guest VLAN for visitor devices, and Yealink Room Connect (or the platform’s admin console) for firmware, settings, and monitoring. See our Wi-Fi optimization in Toronto work for the broader network design that supports it.

Recent Work · Toronto & the GTA

Multi-floor Teams Rooms rollouts. Acceptance-tested per room.

Organized network and AV equipment rack from a Toronto conference-room project — managed PoE switch, structured patching, labelled cabling, and AV infrastructure

Representative recent scope across Toronto and the GTA tenants: twelve to twenty rooms per project, deployed as Microsoft Teams Rooms on Android appliances. Boardrooms rebuilt with 98-inch commercial displays, Logitech Rally Bar Pro at the front with a tabletop companion camera, Shure MXA920 ceiling-mic arrays into Biamp Parlé DSP, acoustic ceiling clouds, motorized blackout shading, Crestron control integrated into the conference table, and Logitech Tap Scheduler outside the door tied to each room’s Exchange resource mailbox.

Executive meeting rooms get 75-inch displays, a Rally Bar with Tap IP, in-table USB-C cable cubby, and a scheduling panel. Huddle rooms get a 55-inch display, a Rally Bar Mini, a single cable cubby, and a Joan e-ink panel. Training rooms get dual 86-inch displays, a Poly Studio E70 audience camera plus a Rally Bar Pro for presenter framing, Shure MXA710 audience coverage into a QSC Q-SYS Core, distributed ceiling speakers, and recording capability.

Each room is commissioned with a documented thirty-minute hybrid-meeting acceptance test signed off by the tenant’s IT director before release to general use. Hybrid meeting cancellations typically drop to near zero across the first quarter of operation. See the North York office-cluster page for a deeper neighbourhood case study covering North York Centre, Consumers Road, and the Don Mills office complexes.

12+Rooms / Project
100%Acceptance-Tested
$5MCOI on Request
Teams Rooms & Zoom Rooms Certified Azure AD & Intune Enrolled Acceptance-Tested per Room Licensed · WSIB · $2M Liability
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Planning a Toronto conference-room project?

Boardroom rebuild, floor-wide huddle-room rollout, training room, or executive-floor standard — tell us the building, the room count, and the platform. We’ll respond with a clear estimate.

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Frequently Asked Questions

Conference Room AV FAQs
Toronto & the GTA

It depends heavily on room size and what you’re building. A basic huddle room setup — one display, an all-in-one video bar, and a touch controller — typically starts between $3,000 and $8,000 CAD including hardware and installation labour. A mid-sized meeting room with ceiling microphones, a quality camera, and dual displays is usually in the $8,000–$20,000 range. A full boardroom with certified Teams Rooms or Zoom Rooms hardware, distributed audio, PTZ camera, and clean cabling can run $20,000–$50,000 or higher depending on complexity. Installation labour is separate from hardware costs — we provide a clear breakdown in your estimate. The most important step is a site survey so we’re quoting your actual room, not a generic package.
Both are dedicated conference room platforms — hardware-plus-software setups that let a physical room join calls with one tap. Teams Rooms requires Microsoft-certified hardware and is managed through Microsoft 365 and Teams Admin Center. It’s the right choice if your organization runs on Microsoft 365. Zoom Rooms uses Zoom-compatible hardware and is managed through Zoom’s dashboard — the right choice if your team is Zoom-first and you want the join experience to match what employees already use on their laptops. The practical question is: what platform do your staff actually use for most meetings? Start there, then pick the room system that matches.
Yes, if you want full Teams Rooms functionality and support. Microsoft certifies specific cameras, audio devices, and compute devices to run the Teams Rooms software. Using non-certified hardware often means missing features, reduced support options, and potential compatibility issues as Microsoft pushes updates. Certified options from Logitech, Poly, and Yealink cover every room size. We confirm certification status before recommending hardware, so you’re not buying gear that works today but causes problems in six months.
Yes — this is called a BYOD or BYOM (Bring Your Own Meeting) setup. Instead of committing the room to one platform, we install the displays, camera, speakers, and microphones, then run HDMI and USB-C to a connection point at the table. Anyone who walks in connects their laptop and the room’s AV works — Zoom, Teams, Google Meet, Webex, whatever they’re running. The tradeoff versus a dedicated Zoom Room or Teams Room is that one-touch join and room calendaring are more limited. If your office meets externally on multiple platforms, BYOD is often the cleaner answer than paying for two managed room systems.
For a room with 2–6 people, the typical setup is: one display (55–65″ depending on room depth), an all-in-one video bar with integrated camera, microphone, and speaker — Logitech Rally Bar Mini, Poly Studio, or equivalent — and a touch controller or simple HDMI/USB-C table connection for laptop-based meetings. If you want one-touch join with Zoom Rooms or Teams Rooms, you also need a compatible compute device and the platform licence. Total hardware cost for a simple but solid huddle room is usually $2,500–$6,000 before installation. We’ll spec the right bar for the room geometry — not everything on the shelf is the right fit for every space.
This is almost always a microphone coverage or placement problem. In small rooms, an all-in-one bar often works well if it’s positioned correctly. In larger rooms, a single bar at the front of the table leaves participants at the far end barely audible to remote callers. The fix depends on the room: table microphones positioned along the length, ceiling microphones covering the full seating area, or a higher-quality all-in-one unit with better pickup range. Echo and reverb — the other common audio complaint — usually come from hard parallel surfaces with no acoustic treatment. We assess room acoustics during the site survey and factor this into the hardware and placement plan before installation, not after the first call fails.
Freezing calls in an office are usually a network problem, not a hardware problem. The most common causes are: insufficient bandwidth allocated to the conference room, missing or misconfigured QoS (Quality of Service) settings that should prioritize video traffic, high packet loss or jitter on the network path, or UDP ports being blocked by the firewall — both Zoom and Teams rely heavily on UDP for video transport. We audit the network as part of every conference room install, checking bandwidth, QoS implementation, and firewall rules. For persistent office-wide issues, our Wi-Fi optimization service in Toronto can address the broader network layer.
A standard huddle room or small meeting room setup is typically completed in one day — site survey to finished install. A mid-sized room with more complex audio, dual displays, and full platform configuration usually takes one to two days. A full boardroom with ceiling microphones, PTZ camera, structured cabling, and complete platform commissioning is typically two to three days, sometimes more if after-hours access is required or if pre-construction cabling was not done. We provide a realistic timeline during the scoping conversation — not a number pulled from a brochure.
Often yes, and the method depends on the ceiling type and building rules. If there’s a drop ceiling, we can usually route cables above the ceiling tiles and drop down cleanly to the display and table connection points — the cleanest option in most Toronto office buildings. Where ceiling access isn’t practical, surface raceway gives a clean, professional finish without demolition. For table cable management, we route through or below the table to keep the surface clear. We confirm the approach during the site survey so you know exactly what the finished install will look like before we start. For further structured wiring scope, see our network installation and structured wiring page.
Yes. After-hours and weekend scheduling is available for conference room installations where daytime work would disrupt office operations. Many Toronto office buildings also require after-hours access for any work that involves drilling or cabling through walls or ceilings. We factor building access rules into the scope conversation before setting the install date — confirm your access constraints when you request an estimate. SetupTeam is WSIB compliant and carries $2,000,000 in liability insurance; we can provide documentation on request for property managers who require it.
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Whether you’re refreshing a single boardroom, rolling out a hybrid-meeting standard across a floor of huddle rooms, building a training room for a growing team, or designing a full executive-floor AV standard — book a site survey and we will walk every room with you and your IT team before recommending anything.

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