Meeting Room Technology Design and Installation
Exodesk designs, installs and supports meeting room technology for New Zealand businesses. We plan the display, camera, audio, joining and booking around the room and the meetings you hold.
Whether you are upgrading one space or standardising meeting room solutions across several, we agree the setup, installation work and ongoing support before equipment is ordered.
Supporting New Zealand businesses since 1989
What does meeting room technology include?
Meeting room technology is the equipment and configuration that lets people in a room hold a video meeting with remote participants: a display, a camera, microphones and speakers, a way to join, and the room accounts, booking and network connections behind them.
The right setup depends on the room and its meetings, from a small huddle space to a boardroom used for client presentations. Existing equipment can stay where it is suitable and supported. We design to the seating, content, platforms and tasks, then install, test and support the result.
Exodesk has supported New Zealand businesses since 1989. Today, our Christchurch and Dunedin teams support businesses nationwide, with installation, specialist partner work and on-site attendance agreed for each location.
A setup that fits the way you meet
We check seating, viewing distance, lighting, acoustics, presentation content and the platforms your staff and guests use before recommending any meeting room technology.
Display and camera
A display sized for the content people need to read, and a camera chosen and placed so remote participants on a video conferencing call can see the agreed seats.
Microphones and speakers
Microphones and speakers selected and positioned for the table, the room and its noise, then checked from the far end of the call.
Joining and booking
Room accounts, calendar behaviour, joining controls and optional door panels, configured for the platforms and licences you use.
Meeting room technology sits beside the rest of your environment. Room accounts and calendars depend on Microsoft 365, and the room is supported within our managed IT services where that is part of the agreement.
A laptop-based room or a dedicated room system
Some rooms suit a laptop connected to room equipment. Others benefit from a dedicated room system with its own account, calendar and joining controls. Neither is compulsory for every room.
A laptop running the meeting through the room camera, microphones and display can be a sound design. It differs from relying on the laptop’s built-in camera and microphone, which suit one person at a desk rather than a table of people. The laptop connection must support the room camera and audio as well as the display: some setups use USB plus HDMI, others a compatible single-cable arrangement. Some video bars work either way, as a standalone appliance or as USB peripherals for a laptop or room computer.
A dedicated Microsoft Teams Rooms system signs in with its own resource account, so a scheduled meeting appears on the room controls and can be joined from there. One-touch join reduces steps for supported meetings; the room still needs maintained credentials, calendar processing, connectivity and a Teams Rooms licence, because a staff Microsoft 365 subscription does not cover a shared room device. We compare the requirements, licences and costs before recommending a route.
Audio, video and sharing checked in the room
A camera’s field of view and a microphone’s advertised reach are starting points. We check whether remote participants can see and hear the agreed seats, and whether people in the room can read the content they use.
- Display size. Size depends on the content and its smallest detail, the viewing positions and the actual image size, rather than a single multiple of screen height. AVIXA’s display image size standard works from viewing positions and user need, so we test representative spreadsheets, drawings and faces from the relevant seats.
- Microphone coverage. Coverage varies with the model, placement, background noise and reflections, so the layout is designed for the room and checked from the far end. Auto framing and speaker tracking are chosen for how the room is used, not by headcount alone.
- Echo and reverberation. Echo can come from device selection, placement, processing or more than one active meeting audio path in the room. Hard surfaces add reverberation, which is a separate problem. Specialist acoustic treatment is scoped with partners where needed.
- The connection. Supported wired connectivity is preferred where practical, with power, ports and any supported wireless route checked for the chosen device. Our network cabling, business WiFi and business internet services cover the work behind the room, and network impairment is diagnosed rather than assumed.
- Other platforms. A Teams room can join supported Zoom and Google Meet meetings, but Microsoft’s third-party meeting options have different requirements and limits for video, content sharing and displays. We test the joining and presenting tasks you rely on.
Installation with clear responsibilities
The proposal identifies displays, mounts, cabling, power and network requirements, and who performs each part of the work. Exodesk handles the design, data cabling, mounting, configuration, testing and support, while electrical work, building changes and acoustic treatment are carried out by licensed or specialist partners and scoped in the quote.
Handover of the meeting room technology includes the agreed configuration, support contacts and a short guide for staff, with checks covering your actual meeting tasks and any outstanding limitations recorded.
Phone-number calling from the room is scoped separately where required. A room joining meetings does not dial ordinary phone numbers by default; that needs a suitable licence and calling arrangement, covered by our business phone systems service and the Microsoft Teams Phone guide.
How a meeting room project runs
Each meeting room technology project follows the same steps, whether it covers one room or several, so the result is agreed before anything is ordered.
Review the room
Record the layout, usual meeting size, platforms, existing equipment, network and what is going wrong. Photos and existing equipment details help.
Agree the design
Confirm the room design, equipment, licences, installation responsibilities, specialist work and support arrangements in the proposal.
Install and configure
Mount and connect the equipment, configure room accounts, calendars and joining options, and agree site access and any interruption.
Test and hand over
Test joining, presenting, audio and video from the agreed seats and the far end, then hand over with a staff guide and support contacts.
A room calendar helps manage conflicts when it is configured and used correctly, and a door panel is optional. Check-in and automatic room release depend on compatible devices, settings and licences, and booking visibility for private meetings is agreed with you. Recording and transcription have their own access and retention decisions, covered in our AI meeting assistants guide.
What affects the cost of meeting room technology?
Cost depends on the existing equipment, layout, audio, displays, mounting, cabling, network work, licences and support. Meeting room technology also needs updates, working accounts and fault ownership after installation.
- One-off work. Equipment, installation, cabling and configuration, quoted for the agreed room design.
- Recurring charges. Room licences, device management, support and calling services, shown separately.
- Specialist work. Electrical, building or acoustic work by partners, identified in the quote.
- Support terms. What is monitored and maintained, support hours, vendor escalation and on-site arrangements.
Travel and on-site attendance are charged as agreed in the quote or support arrangement. Measured delays at the start of meetings can help decide which room to fit out first, alongside how important the room is and what it costs to fix. That time is staff capacity valued at an assumed rate, not a guaranteed cash saving.
Meeting room technology questions
What does meeting room technology include?
It can include displays, cameras, microphones, speakers, joining controls, room booking and the accounts and connections behind them. Exodesk scopes the equipment and configuration around the room, the meeting platforms and the tasks people perform. A dedicated room system is one option, and suitable laptop-based room equipment is another.
Can you improve an existing meeting room?
Yes. We check the problems, layout, applications and existing equipment before recommending changes to the meeting room technology. Suitable supported displays or devices may remain, and audio, presentation, account settings or the network may need attention rather than a complete replacement.
Do we need a dedicated room system or can we use a laptop?
Either can work. A laptop can run the meeting through suitable room camera, audio and display equipment. A dedicated room system offers its own supported joining workflow and needs account management and a room licence. The choice depends on staff and guest use, platforms, reliability needs and total cost.
Can the room join Teams, Zoom and Google Meet meetings?
That depends on the selected hardware, platform, configuration and licences. A Teams room can join supported Zoom and Google Meet meetings through guest routes that differ from the native experience, especially for presenting and display layouts. We agree the platforms required and test the relevant joining and sharing tasks.
What is one-touch join?
A supported scheduled meeting appears on the room controls and can be joined from there. The room needs the correct invitation, account, configuration, connection and licence. It reduces manual steps, but it does not guarantee immediate entry to every meeting or remove the need for maintenance.
What licences will the room need?
That depends on the setup. Dedicated Teams Rooms systems need a Teams Rooms licence, with different Basic and Pro features, and a staff Microsoft 365 subscription does not cover a shared room device. Door panels, management and phone calling have their own requirements, which the proposal lists with their recurring costs.
How do you choose screen size and microphone coverage?
We consider the content, viewing positions, seating, room shape, background noise and equipment specifications. Representative documents and speech are checked from the relevant seats, including what remote attendees receive. Headcount alone does not define the screen size or the number of microphones.
Can you set up room booking and door panels?
Yes, within the agreed scope. Room calendars manage reservations, while optional door panels show availability and supported booking controls. Check-in and automatic release depend on the devices, configuration and licences, and we agree what meeting information is visible.
What does a meeting room installation cost?
Cost depends on existing equipment, layout, audio, displays, mounting, cabling, network work, licences and support. Specialist electrical, building or acoustic work may add to the project. The quote separates one-off work from recurring charges and states responsibilities and exclusions.
Who supports meeting room technology after installation?
The ongoing agreement identifies updates, account administration, monitoring where included, fault response and vendor escalation. Support hours and on-site attendance are agreed for the location. A room installation does not automatically include unlimited support or a replacement device.
Where does Exodesk install meeting room technology?
Exodesk has supported New Zealand businesses since 1989, and our Christchurch and Dunedin teams support businesses nationwide. Installation, specialist partner work, travel and on-site attendance are agreed for each location. Tell us the address and requirements so the delivery arrangement can be confirmed.
Discuss your meeting room
Tell us your location, room layout, usual meeting size, platforms and what is going wrong. Photos and existing equipment details help us scope the next step.
Plan your meeting room technology
Tell us your business name, location, the rooms involved and the platforms you use, and we will be in touch to arrange a time that suits.
Prefer to talk?
Christchurch
Level 1, 85 Riccarton Road
Christchurch 8011
03 343 3124
Dunedin
Level 3, Bartons Building
2 Stafford Street, Dunedin 9016
03 479 2941