Remember the days were your meeting rooms were the perfect space to share a flipchart presentation during a team meeting, or to host an event solely for clients to attend on-site.
Thankfully audio visual equipment will now ensure that, not only can you collaborate with your team, clients and suppliers, no matter where they are in the world. Within your SME, medium or larger organisation, you can offer a range of meeting rooms for every type of meeting, whether you’re looking to impress your client in person, or you need to connect with them in their meeting rooms across the country or even offer meeting rooms to book by the hour.
We will take care of every component in your meeting spaces, and we know exactly the right questions to ask you, so you don’t need to be an IT expert. Trusted by the world’s leading brands, our long term customers’ know that we’ve got you covered. We’ll make sure ensure that your project runs smoothly, whether you have small rooms, board rooms, or a range of client meeting spaces.
Whilst meeting rooms should set the stage to impress at your next client meeting, they must also offer the right functionality, be bookable, and equipped for maximum productivity. Zexi will ensure you have everything you need to choose meeting rooms to suit your long term needs.
Optimising space in your huddle rooms and smaller spaces, with room booking systems for your multiple meeting rooms, boardroom of conference facilities, enabling you to book meeting rooms and search room availability simply from your allocated desk, whether you are booking a meeting in your Central London meeting space from another location, or you simple want to view meeting rooms in London at a certain time.
Working with Planners, designers, shopfitters, fitout companies, or directly with the client, we can ensure that your meeting rooms designed to cater for stylish meetings, but that they’ll also offer the versatility needed in today’s workplace.
Our Meeting Room Solutions at a Glance:
Crestron & Kramer room control
Bose professional audio
Room booking systems
Video conferencing equipment
Commercial displays
Interactive displays
Local voice amplification
Wireless presentations
With a variety of room solution packages made bespoke to your needs, our installation engineers and our service team will work collaboratively with you to ensure you complete your project within budget and on time.
VIDEO CONFERENCING
EQUIPMENT
Stay connected to your remote and office-based teams and clients.
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WIRELESS PRESENTATION
Present your screen wirelessly in a meeting room and make sharing your screen seamless.
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YEALINK TRADE-IN PROGRAM
Elevate Your Meetings with AI! Trade in your old video equipment for Yealink’s advanced solutions and experience the benefits of AI-powered meetings, now available with up to 35% off.
Discover ZexiModern Meeting Room Essential for Businesses
A meeting room can be a space or area designated for in-person gatherings over your chosen video conferencing platform (Microsoft Teams, Zoom, Google Meet, or WebEx, etc.) using a room solution. It is typically equipped with audio-visual equipment, including videoconferencing systems, collaboration tools, hybrid meeting tools, wireless presentation tools, and other items necessary for productive meetings.
Pre-pandemic we were typically seeing three types of meeting spaces, huddle rooms, medium-sized meeting spaces and large conference areas/boardrooms. Huddle rooms generally accommodate up to 8 people, while medium-sized meeting spaces can fit anywhere from 10 to 40 people and large conference areas/boardrooms are designed for larger group sizes of 40 or above.
Analytics continue to confirm that having an effective meeting room solution in place is critical for businesses. IT leaders with an eagle eye on industry trends will react if their workforce relies on regular participation. It allows teams to easily connect for conference calls, team collaboration, and remote meetings and is essential in helping create a more collaborative working environment that is conducive to better communication and performance.
With tools such as whiteboards for annotation, comfortable chairs, tables, acoustic panelling and other furniture, the objective is to make your meeting spaces as productive and engaging as possible. Meeting spaces are used for various purposes, such as presenting work, training, team building, brainstorming, and problem-solving.
When you install the right audio visual systems within your workspaces, you can turn any meeting room into a Teams room, Zoom room, WebEx room or Bring Your Own Device (BYOD) room.
Popular Meeting Space Audio & Video Solutions
Today, rooms utilise many popular technologies to ensure that you can participate in or host a video meeting without having to worry about technical issues. Enable your teams to embrace the technology within the space by choosing the right solution for your meeting rooms. One simple change can enhance your audio and video meeting experience, these types of AV systems include:
- Video conferencing solutions for meeting rooms
- 4K Interactive whiteboards, touch screens or smart boards
- Wireless conference and presentation tools
- Microphones and audio systems
- Wireless content sharing
- Controllable lighting and acoustic treatment
- All-in-one video systems with touch (e.g. smart cameras, directional speakers, etc.)
- Hot desking and desk booking systems
- Professional working from home technology (e.g. noise cancelling headsets, dual screen monitors, webcam, etc. – ideal for small spaces)
A whole host of solutions that promote productive participation are available for your workspaces from many different manufacturers, including Poly, Logitech, Neat, Yealink, Bose and Barco.
AV Systems for the Hybrid Meeting Experience
If you’ve attended a hybrid meeting, you’ve likely dealt with a poor conference room AV system. Scratchy audio, blurry visuals, and weak communication can leave attendees feeling unclear about their goals.
When meeting with remote clients, bad AV equipment can hurt your business. If a client can’t see or hear properly, they might misunderstand key points.
Many companies now use advanced AV technology to support hybrid work for teams and clients. If your business doesn’t keep up with these standards, you risk losing valuable clients and employees.
Multipurpose Spaces
Modern offices need versatile spaces to stay effective. Multipurpose spaces allow businesses to adapt to changing needs. These areas can host meetings, training sessions, or collaborative work. Flexible design ensures each space is used efficiently, maximising its value. With the right setup, these spaces improve productivity and foster creativity.
All-in-one Video Solutions
All-in-one video solutions simplify communication and collaboration. These systems combine cameras, microphones, and software into a single package. They are easy to set up and use, saving time and reducing technical issues. Such solutions are ideal for meetings, presentations, and remote work. They help teams stay connected and work more efficiently.
Room Booking Systems
Help your team plan their workdays effortlessly with meeting room booking technology. This solution simplifies booking spaces, hot-desking, and managing visitors, allowing your team to reserve their preferred workspace on-demand, whether for an hour or the day or simply when they come to the office. If you were asked to book a meeting space in Shoreditch or Holborn for 12 people at 3pm on a Monday wouldn’t it be wonderful to simply say within two seconds that one of our meeting rooms is available, without leaving the desk.
Training Rooms
Training sessions work best in comfortable spaces that encourage observation, interaction, and feedback. The layout of the room will depend on the type of training being delivered and whether it is internal or you wish to offer the meeting rooms to hire to external trainers. Offering this service externally is commercially favourable if you are able to say, book one of our meeting spaces, which will enable you to offer training from Soho to Shanghai, using videoconferencing technology.
Effective use of AV equipment ensures clear communication, great visuals, and high-quality sound. Technology helps connect full-class learning with group and individual activities, all of which can be easily managed by the tutor.
Wireless Presentation
Wireless presentation tools make sharing content seamless during meetings and training sessions. They allow users to display information from their devices to a screen without the need for cables. This setup saves time and promotes collaboration. Clear visuals and smooth connectivity (check your wi-fi) ensure presentations stay efficient and engaging for all participants.
Why Choose Zexi for Your Meeting Room Systems?
With 30 years of experience working with technology, we can adapt to our client’s individual needs, including room sizes, shape, and acoustics within the space, to ensure that remote participants feel as though they are in the room with you.
Technology is continually changing, and we are always looking ahead; our in-house engineers have worked on complex projects for many years, and our job is to simplify for all users. We know the right questions to ask, giving you confidence in choosing the right solution that will grow with you.
With access to remote support and a dedicated support email, phone number, or video, our technical team will get to know you and be on hand to assist you and your users.
Frequently Asked Questions
Have a question in your mind?
What are the things needed for a meeting space?
When preparing for a meeting, there are some key things to consider.
First and foremost, bring your own device (BYOD). BYOD allows easy interoperability between devices used in the boardroom so that you can share documents quickly and easily. Additionally, bring accessories like pens & paper, sticky notes or whiteboard markers that may come in handy during a discussion. It’s also important to bring supplies like a projector, screen, or laptop with appropriate video/audio leads if needed.
Not everyone needs a spacious meeting room, but you do need to check your wifi and ensure you have an internet connection suitable for streaming. All participants need to easily view documents and videos. A high-speed internet connection enables super-fast downloads and your staff will ensure that they are ready for their next pitch. Ensuring all of these things meet your needs before the meeting will help ensure a smooth and successful boardroom session.
Bonus tip: bring a few extra snacks and beverages to the boardroom – it adds to the collaborative atmosphere and productivity!
How can I improve my meeting space?
Effective meeting room management can save time and improve productivity. Here are some simple tips to get it right:
- Set up a centralised booking system to avoid scheduling conflicts.
- Adapt meeting spaces to support hybrid work setups.
- Systems should be easy to use, and flexible (especially for meeting room hire)
- Systems should accommodate different platforms
- Arrange the room layout to maximise space and comfort.
- Ensure that the screen brightness caters for natural light into the room
- Use technology tools to streamline scheduling and communication.
- Make the room welcoming and comfortable for all attendees.
- Schedule regular maintenance to keep everything in good condition.
- Offer training and resources to help employees use the space effectively.
- Analyse data from bookings to identify areas for improvement.
What are the three types of meeting setups?
The 3 Types of Meeting Setups
Here are three common ways to arrange a meeting for a smooth experience:
- Theatre Style
Chairs are lined up in rows facing the speaker, stage, or head table, with no tables included. This setup works best when attendees are serving as an audience. It’s not ideal for activities that require eating or note-taking. Often, venues offering meeting rooms for hire in London and across the UK use this layout for presentations or lectures.
- Classroom Style
Participants sit at rows of tables with chairs facing the speaker. Each person has a surface for writing or using materials like laptops. This setup is great for long sessions, conferences with handouts, or when refreshments need to be easily accessible. It’s also commonly chosen in coworking spaces or other shared facility settings for workshops, where users can easily book a meeting room for their specific needs.
- Boardroom Style
Seats are arranged around a rectangular or oval table. This setup is often used for board meetings, committee discussions, or small group conversations. Many event spaces include this option for day-to-day corporate needs, making it a popular choice to make their meeting rooms available to hire in professional settings.
What equipment do I need for a Zoom room?
Zoom Rooms are ideal for both in-room and remote attendees. Participants can join from another room, a desktop, or a mobile device. To set up a Zoom Room, you need a Zoom Rooms Appliance, iPad, macOS, or Windows computer running the Zoom Rooms software. Use a strong network to ensure stable video conferencing, especially in a coworking or shared office space.
