When & How to Upgrades Your Conference Room Setup [Complete Guide]

What Are the Conference Room Upgrades You Should Consider? A Complete Guide

conference room upgrades

Are you thinking about upgrading your conference rooms? Well, if you are a business owner or AV designer, there are various aspects you have to consider before upgrading your office conference rooms. This article will provide you with every essential aspect of conference room upgrades, such as costs, styles, technical upgrades, and the aesthetic of your conference room, that you must consider before making changes.

Key Takeaways

  • This article will explain to you the various things to consider for conference room upgrades. 
  • Learn the latest AV technological advancements that your conference room must have. 
  • Know how much it will cost you to upgrade the AV setups and interior of the conference room and furnish it. 
  • Get trivia about the best conference room upgrades and designing software X-DRAW.

When to Consider Conference Room Upgrades?

Assessing the valid reasons for when to upgrade your AV system for conference room and interior helps you sort out factors such as cost, and time and prevents unnecessary changes or expenses. This is why it is always better to consider conference room AV design upgrades. 

  • For Reducing Employee Stress.
  • To Minimize Over Expenses in Maintenance.
  • To have a competitive edge over your competitors.

For Reducing Employee Stress

Conference rooms help establish team-building cooperation among employees. However, achieving that can be hectic with outdated conference rooms with slow or inefficient technology. This can backfire by increasing chaos and arguments in the conference space.

To Minimize Over Expenses in Maintenance

It is a common misbelief that old technology in conference rooms saves money. The reality is totally opposite. Old technology will usually cost you a lot in the long run. This is simply because you spend more on maintenance of old equipment. It is often difficult to find parts for these old systems. This ultimately leads to a slow and depressing environment in the conference room.

To have a Competitive Edge Over Your Competitors

A conference room is an influential factor in a business’s overall success. Therefore, upgrading conference spaces for better productivity is never a bad move. This ultimately gives you an upper hand over your competitors who lack such advancements or a positive environment.

What are the Benefits of Conference Room Upgrades?

A conference room makeover or upgrade might cost you a little, but in the long run, these upgrades provide priceless advantages to any business, such as: 

  • Increased Collaboration
  • Better Productivity
  • Enhanced Communication

Increased Collaboration

The right upgrades and convenient conference room design create a positive environment with no technical limitations. This allows employees to work together more efficiently, ultimately improving the collaborative environment.

Better Productivity

Conference room upgrades in terms of technology and comfort ensure a better productivity rate among employees. A conference equipped with the right devices allows employees to go beyond their limitations and achieve better results with clients or colleagues, which has a positive impact on a business’s overall productivity.

Enhanced Communication

One of the most important benefits of conference room upgrades is that they provide fast and independent systems to connect with people over video calls. This sets the client management and tasks of the company to develop with open communication, which does not delay progress at all.

What are the Ideal Conference Room Audio-Visual Solutions?

Here are some conference room technology ideas that are integral to enhancing productivity in the conference space. 

  • Video Conferencing 
  • Smart Displays and Whiteboards 
  • Warm and Efficient lighting
  • Smart Cameras 
  • Collaborative Conference Room AV Setup

Video Conferencing

You must determine a central location in your room where you can install the AV setup to make video calls, a place that is visible to everyone in the conference room.

Smart Displays and Whiteboards

Go for adaptive smart displays and whiteboards for purposes such as holding meetings and explaining strategies to employees. Buy displays that are compatible with the software you use in general.

Warm and Efficient lighting(Accessible natural light if possible)

Lighting plays a critical role in highlighting the overall aesthetics. Go for lights that are warm and have less strain on the eye. If there is a possibility for having windows to welcome natural light, then make sure you have windows to provide a serene and realistic view. 

Smart Cameras

Cameras that are adaptive to the software you use and fulfill your purpose with the conference room are necessary. This is one of the equipment where you don’t want to compromise on the quality as these are pretty expensive to buy and install frequently. 

Collaborative Conference Room AV Setup

Audio visual equipment that makes a collaborative environment possible in the conference room should not be neglected and should be placed with proper planning and thinking. 

Some collaborative conference room AV equipment is: 

  • Audio Mics.
  • Touchpads. 
  • BYOD (Bring Your Own Device) adaptive devices. 
  • Data and Power Ports near the tables. 
  • Speakers with the right placement.
  • Etc.

What are the Best Ways to Upgrade Your Conference Room?

There are certain ways you can truly upgrade your conference room. Without these aspects in consideration, no conference room is completely upgraded for the purpose it serves. 

  • Wireless Presentation Equipment 
  • Good Bandwidth Wi-Fi 
  • Video Walls 
  • Comfortable Furnishing 
  • Soothing Acoustics
  • Flexible Meeting Space

Wireless Presentation Equipment

Having wireless presentation equipment is one common way to utilize compact space situations. It also allows you to coordinate presentations seamlessly with your clients and in team meetings. During the presentation, such capabilities allow you to present valuable information with minimal hustle. Generally, there is a compact console that helps you present quickly and simply. A wireless presentation system is not only limited to presentations but is also adaptive to other AV equipment.

Good Bandwidth Wi-Fi

Your conference room is a person with no soul without a good bandwidth Wi-Fi. The majority of the audio visual devices depend on an internet connection to function. You need to have a good bandwidth Wi-Fi specifically for your conference room to attain optimum efficiency of your conference room.

Video Walls

Video walls are not just to display videos, but video walls are an effective measure to create and enhance brand identity in your conference room. Video walls can also be set up for a particular theme or a meeting to personalize the theme. Overall, video walls are not that common when it comes to conference room upgrades, but if utilized the right way, video walls are a good add-up to your conference room.

Comfortable Furnishing

A conference room is a place for serious discussions and strategic planning. It may require you to stay for long sessions. Therefore, no conference room is complete without comfortable furniture that is ideal for prolonged working sessions. You don’t want to think of strategies and make significant decisions while sitting on a chair that’s killing your back. It is wise to choose comfortable furnishing setups for your conference room.

Soothing Acoustics

Everything in your conference room ultimately adds up to what we call the overall acoustics of a room. It is better to have a soothing acoustic appeal in your conference room to minimize tense and stressful situations. Choose mild colors that bring positivity to the room. Wide windows are always a good idea to have a serene view of the outside. You can opt to have plants and flowerpots such as jasmine and lily that have a natural aroma to destress the immediate environment.

Flexible Meeting Space

Opt for conference room upgrades that provide flexibility in purpose and overall productivity. Don’t go for a setup that is rigid or limited to one type of event. Focus on creating a space that is welcoming and has equipment to serve the work needs of your employees. This will enhance the overall work productivity in the office.

What is the Ideal Budget for Conference Room Upgrades?

If you are looking for small upgrades, such as some conference room av equipment and some furniture, then a conference room upgrade will cost you anything between $10,000- $20,000; however, if you are looking to make bigger upgrades, such as full tech upgrades, aesthetic changes, and new furniture, then the upgrade for your conference room will be anything between $30,000-$80,000. However, the prices can vary depending on the size of your conference room and the quality of the AV devices you plan to have.

Which is the Best Conference Room Upgrade Design Creation Software?

The audio video drawing creation software X-DRAW is among the few software that offers a one-stop solution for designing conference room upgrades. 

It has a complete cloud-based system that stores your work and data for a lifetime. Yes, that means you will never lose your AV design again. 

Apart from this, AV room design software X-DRAW has class-apart features that allow you to: 

  • create circuit diagrams.
  • schematic diagrams
  • And floor plans in minutes by entering your details. You can edit these diagrams or plans further until you find your best designs and understanding. 

Now, the cherry on top is that this software is free for new users for 15 days, which extends to another 15 days. And No, you don’t need to fill in your card details!

This simply means that you can create many conference room upgrade designs for 15 days, absolutely free. OH, and it offers DFY conference room upgrade design templates that save you time and allow you to create multiple designs in a single day. So, Get STARTED NOW with the best conference room upgrade design creation software, X-DRAW!

AV Design Mastery + Winning Proposals = 10x Productivity!


Now, you have all the essential information in terms of add-ups, equipment, and ideas for conference room upgrades. You may start with it right now by creating your design with X-DRAW keeping the guidelines in mind. But again, the information given in this article is not the ultimate truth for your design. You may utilize this information and add up with your personalization thoughts to start with your conference room upgrade.


There are some basic things that a conference room must have, these are: 

  • Comfortable Furniture 
  • Conference room AV system for video conferencing 
  • A table, preferably round or rectangular, that fits the room size and the ideal seating capacity.  

Modern conference rooms have sleek, elegant vinyl planks and carpet tiles. These stylings add a soothing and bold aesthetic to the room and are ideally matched with glass tables.

Vibhav Singh
Vibhav Singh
Vibhav has been in the Professional AV business for over a decade and has worked for leading global manufacturers such as Harman, Biamp and Music Tribe. After spending years in the industry and witnessing a minimal role of software in a hardware- dominated industry, Vibhav seeded the idea of a software platform that would reduce manual effort and exponentially increase productivity by utilizing the latest technologies such as cloud computing, artificial intelligence and machine learning. Having worked in multinational and multidimensional environments Vibhav has an all-round experience in Management, Technology and Sales. Vibhav holds a bachelor’s degree in Engineering and also a CTS certification from AVIXA. He is an avid traveler, a fitness enthusiast and our resident audiophile.

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