EPOS Meeting Room Guide 1

How To Set Up & Equipa Video Meeting RoomEPOS Meeting Room Guide 2

EPOS Meeting Room Guide 3

ContentRoom Design
1. Room Acoustics
2. Lighting
3. Room colors
4. FurnitureThis is a practical, hands-on guide to setting up aneffective video-enabled meeting space.

5. Other Considerations

The following factors play a role when equipping andsetting up a meeting room for video conferencing:Equipment Installation Tips––––

1. Camera
2. Display
3. Audio (Speakers and Microphones)
4. Compute Unit
5. Hub/dock
6. Touch Controller7. Scheduling Panel
8. Cable Management

Size of the meeting room
Types of required equipment
Room design
Equipment setup

For a hands-on look at how to design the meeting spaceand tips for installing in-room equipment, read on.

EPOS Meeting Room Guide 5RoomDesign

This section covers the meeting space itself, fromconsidering the lighting and acoustics to choosing themost appropriate furniture.
The general rule is that each element of the meeting roomshould be carefully selected to facilitate effective remotemeetings where everyone is seen and heard, no matter
their location.

1. Room Acoustics

2. Lighting

The first and perhaps most important aspect to consider is acoustics. Meeting rooms arebuilt to enable meaningful dialogue, which is why it’s critical to ensure that their acoustic
properties facilitate this.

Meeting spaces - especially ones built for video calls - will also need to consider the lighting
sources and placement.

→Best Practice•Floor: Use floor carpeting or other soft materials that are good at absorbing soundand dampen furniture noises.

•Ceiling: Select special acoustic tiles or hanging panels for the ceiling in order to reduceroom reverberance.

•Walls: Consider placing acoustic absorption on the walls. Ideally, at least two adjacentwalls should have panels made of an acoustic absorbent material.

→

What to Avoid•

Surfaces that reflect sound, which may compromise audio quality. This means not using
hard materials like stone, glass, metal, and so on.

•Hardwood flooring or tiles, for the same reason.

→Best Practice•Install flexible ways to control in-room lighting on demand, such as blinds or curtains.

•Use “neutral white” LED lighting (4500 to 5000 Kelvin).

→What to Avoid•Powerful and focused sources of light (such as spotlights) placed behind meeting
participants. This makes the participant harder to see, especially on the video feed forremote colleagues.

EPOS Meeting Room Guide 7

3. Room colors
While vividly colorful rooms may be great from a design perspective, they risk being a sourceof distraction and distortion for video calls.

→Best Practice•Stick to neutral colors like beige and gray to help attendees concentrate on the meeting.

•Use any bright branding elements in moderation, ideally out of the video camera’s field ofview.

→

What to Avoid•

Any bright primary colors (red, blue, green, and yellow). These can negatively affect how
in-room participants appear on the video feed.

•

Visually distracting wall decorations or patterns.

4. Furniture

5. Other Considerations

Furniture plays an important role in facilitating conversations and ensuring that remoteattendees can interact with in-room participants.

Here are a few general guidelines to designing an effective video meeting space.

→Best Practice•Arrange tables in a semicircle, with the widest part closest to the camera—this ensures
everyone in the room is visible. For medium and large rooms, a conical table is thepreferred option.

•Invest in lightweight and portable chairs that can be freely moved to accommodate
different types of meetings.

→What to Avoid•

Setting up seating outside of the camera’s field of view.

•Placing the table front closer than 0.7 times its width to the camera.

→Best Practice•Tuck wires away below the tables or use purpose-built cable concealers.

•Allow for confidential meetings by equipping the room with blinds, curtains, frosted glass,or a dedicated privacy screen.

→What to Avoid•

Visual clutter and distracting elements in the meeting room.

•Unnecessary furniture or decorations that can serve as a source of distraction for
meeting participants.

EPOS Meeting Room Guide 9Experience Seamless Collaboration
Every product in the EPOS EXPAND Line isdesigned for clear conversation, ease-of-use
and connectivity with your devices.

This leads to:- Increased focus- Reduced stress- Improved productivity

With audio and video designed for the brain,
EPOS enables both sides of the meeting tocommunicate and perform better.

Medium Conference RoomConferencing in medium meeting rooms– For ~11 participants

Focus Room
Strategically small meeting space– For 3-5 participants

Large Conference Room
Conferencing in large meeting rooms– For ~18 participants

Phone RoomOwn desk/office, hotel rooms
or home office- For 1 participant

Small Conference Room
Small intimate spaces, small meeting rooms– For 5-7 participants

EPOS Meeting Room Guide 11Equipment
Installation Tips

1. Camera< 180 cm (71 inches)

The conference room camera must be able to capture everyone in the room. Someconsiderations:•Keep the camera at participants’ eye level, pointed at the center of the room. Place itright above or below the screen, if possible.

•If the camera must be placed above or below eye level, pick a camera that can be
adjusted for pan, tilt, and viewing angle.

•When placing the camera / video bar under the screen, the ideal placement is115–120 centimeters (45–47 inches) from the floor to the camera lens.

•When placing the camera / video bar above the screen, keep it below 180
centimeters (71 inches) from the floor to avoid the bird’s-eye view.

•Select a camera with the right field of view (FOV) that can capture the entire roomand its participants.

Simplify the setup process with a compact, all-in-one conference camera with built-inspeakers, like EPOS EXPAND Vision 5.

115–120 cm(45–47 inches)EPOS Meeting Room Guide 13

3. Audio (Speakers and Microphones)
Audio is probably the most important and critical factor in video conferencing. If the audio
quality is poor attendees will lose concentration and get fatigued.
•Make sure in-room microphones are capable of picking up sound from every seatedparticipant.

•Chose voice triggered beamforming microphone systems to get the best possible
ambient noise rejection.

•In larger meeting rooms best practices are to use center-of-table microphone systems
e.g., speakerphones and adding expansion mics in case of very long tables.

•Make sure microphones can be easily muted from most in-room locations, when needed.

4. Compute unit
Video meetings need a compute unit to run the necessary software and process all input/output from video/audio sources. There are several options:

2. Display
Picking the right screen and positioning it appropriately is critical to ensuring effective
remote meetings.
•Number of displays: If possible, it will be an advantage to set up two separate screens— one for shared content and one for the video feed from remote attendees. For focus
rooms and smaller meeting rooms, a single display is usually sufficient.

•Display size: This depends largely on the size of the room. As a rule of thumb, thefurthest seated participant should be easily able to see fine details like text. Therecommended viewing distance is between one and four times the diagonal length of themonitor.

•Display placement: Mount the monitor around the eye level of seated participants. Thisis typically between 116-127 centimeters (46–50 inches) from the floor but will largely
depend on the camera placement.

•Display settings: Ensure the lowest possible latency to facilitate real-time communication(if there’s a “Game” or “PC” mode on the monitor, enable it). Screen resolution,brightness, contrast, and color saturation should be set to provide the most naturalappearance of remote attendees.

•Video bar: All-in-one video bars like the EPOS EXPAND Vision 5 come with a built-in
compute unit, as well as microphones and speakers. They are the most complete option
right out of the box and are easy to set up and use.

•Dedicated compute device: This is where a compute unit is permanently left in themeeting room and pre-connected to all of the video and audio equipment. The best
location for this is near or behind the screen. Participants must connect to this computeunit in order to join remote video meetings.

•Bring-your-own-device (BYOD): This takes the form of a plug-and-play conferencing
setup that uses a professional camera like EPOS EXPAND Vision 1M. Users can bring andconnect their own laptops via e.g. a USB cable. In this case, the user’s laptop also serves
as the compute unit that runs any necessary conferencing software.

5. Hub/dockSome BYOD conference rooms rely on a special hub or dock that serves as the centralconnection point for the video camera, speakerphone, monitors, laptops, and so on. Here are
the differences:•Dock: A dock—or “docking station”—is a workstation that users can click their laptop into.
(Some cable converters that rely on mains power are also called “docks.”) Docks are
typically larger than hubs, provide power to other plugged in appliances, and have ahigher number of ports or cable converters.

•Hub: A hub is more simple and serves mainly to expand the number of available USB
ports on a connected laptop. Hubs can support a variety of USB ports which differ interms of version (USB 2.0 vs. USB 3.0) or in terms of connection type (USB-A vs. USB-C).
Some hubs also come equipped with an Ethernet port to support wired Internetconnectivity.

6. Touch Controller
Meeting room controllers let users easily start their meetings and interact with in-progressmeetings by e.g. sharing content on the screen.
•Placement: Touch controllers can be mounted on the table or on the wall using relevant
mounting accessories. The key is that they should be easily reachable by all in-room
participants.

•Connectivity: This depends on the touch controller. Some of them connect via USB to a
separate compute device or video bar (see above) and may have a separate power cableand HDMI cable for sharing content. Others, like the EPOS EXPAND Control rely on asingle Power over Ethernet cable for both network and source of power.

7. Scheduling Panel
These offer a quick and convenient way for employees to schedule meetings, book rooms,
and see a room’s availability status.
••

Placement: Scheduling panels tend to be placed on walls outside the meeting room,
close to the entrance for easy access. It’s important to place them at a height that’s easily
reachable by most people, taking users with disabilities into account.
Mounting: Professional scheduling panels, including the EPOS EXPAND Control, can beattached to most surfaces using dedicated mounts for walls and glass surfaces.

8. Cable Management
Smart cable management is an essential part of an enterprise-grade meeting room. It helps
prevent cables from tangling and getting in the way, which can create distractions andnegatively affect meeting participation.
Here’s how to facilitate cable retention:•Keep cables grouped and neatly organized using cable ties.

•Try not to group HDMI/USB cables with power cables in the same cable tie.

•Secure bundles of cables with the help of fixed cable tie mounts.

•Protect and conceal cables running across the walls or floor using cable raceways.

EPOS Meeting Room Guide 16

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