Choosing the right level of upgrade
Improve speech clarity and microphone coverage
Audio problems need a room assessment. GT considers microphone position, seating distance, background noise, loudspeaker placement and reflections from hard surfaces. Where the design requires it, the upgrade can include table or ceiling microphones, a digital signal processor and suitable loudspeakers.
Acoustic echo cancellation helps manage the interaction between room loudspeakers and microphones. It does not replace appropriate acoustic treatment or correct microphone placement. We test the result from the remote participant's side of a real call.
Improve the view for remote participants
A camera needs to show the people who are speaking from the seats they actually use. GT considers room depth, table shape, viewing angles, lighting and the features supported by the proposed conferencing system.
For a conventional front-of-room layout, we normally position the main camera below the display, close to a natural seated sightline. Larger or more flexible spaces may need a different camera arrangement, subject to the room design and platform capabilities.
Refresh displays and content sharing
We assess screen size against the content being shared and the distance to the furthest viewer. A room used for spreadsheets and design reviews has different requirements from a space mainly used for video calls.
The upgrade can also address unreliable HDMI connections, unsuitable cable extensions or an unclear choice of inputs. A well-planned presentation connection should be easy to identify and tested with the laptops your staff and guests use.
Centralised management for upgraded meeting rooms
A meeting room upgrade should also consider how the new technology will be managed after installation. Modern meeting platforms can give IT teams visibility of device health, software versions, room availability and system status without requiring someone to visit every room.
GT considers device management as part of the upgrade design, including network requirements, user permissions, remote monitoring and the support responsibilities of internal IT teams.
Depending on the selected technology, management may be provided through platforms such as Microsoft Teams Admin Center, Neat Pulse, Logitech Sync, Cisco Control Hub, Zoom Device Management or Yealink management tools.
For organisations upgrading several rooms, a consistent management approach can make systems easier to support and reduce differences between meeting spaces.
Designing an upgrade that can evolve
Not every meeting room needs to be completely replaced. GT can design upgrades around the equipment that remains useful while providing a practical route for future improvements.
A small room may only need a new video bar, display or content-sharing connection. Larger meeting rooms may require additional microphones, cameras, speakers, control systems or specialist AV processing.
For organisations refreshing multiple rooms, GT can also develop a standard room approach so technology, controls and user workflows remain consistent across different locations.
The objective is to create meeting rooms that meet today's requirements without unnecessarily limiting how the space can be upgraded in the future.
Meeting Room AV Upgrades and Technology Refresh
Gibb Technology upgrades meeting room AV across the UK and Ireland, helping organisations improve existing conferencing systems, replace ageing equipment and introduce Microsoft Teams Rooms, Zoom Rooms or reliable laptop connectivity.
If meetings are delayed by unclear audio, awkward connections or technology that no longer suits the room, we assess the complete system before recommending changes. That includes the displays, cameras, microphones, cabling, controls and the way people actually use the space.
Your upgrade can cover one meeting room, a boardroom or a phased programme across several offices. GT brings together design, supply, installation, commissioning and ongoing support around an agreed scope.
Upgrade Existing AV Programming & Control
An AV upgrade does not always require replacing every device in the room.
Existing control processors, DSP, microphones, displays and other equipment may still be suitable but require reprogramming, configuration changes or improved system integration.
GT can review existing AV environments and provide AV programming, DSP optimisation, control modifications and recommissioning to improve how the room operates.
This can be particularly useful where a room has evolved over time or where existing technology is not delivering the user experience originally intended.
What should you upgrade first in an existing meeting room?
The best place to start is with the problems users experience rather than a list of equipment to replace. Poor speech intelligibility, limited camera coverage, unreliable content sharing, slow meeting joins or unsupported hardware can all point to different parts of the system.
GT reviews how the room is currently used, the condition and compatibility of the existing equipment, and what the organisation wants the room to achieve. Displays, cameras, microphones, speakers, cabling, network connections and room controls can then be assessed individually rather than replacing equipment unnecessarily.
For organisations with several meeting rooms, GT can also identify which spaces should be upgraded first based on equipment age, user impact, support issues and the level of improvement required. This can help create a practical phased meeting room refresh programme rather than replacing every room at the same time.
When to upgrade your meeting room AV
An upgrade is worth considering when the room can no longer deliver the meetings your organisation needs. Common reasons include remote participants struggling to hear, displays that make shared content difficult to read, unsupported hardware and a growing dependence on adapters or manual workarounds.
Start by identifying what has changed. A room originally designed for presentations may now host daily hybrid meetings. A longer table may put people outside the microphone or camera coverage. A move to Teams or Zoom may require a different room system and management approach.
GT assesses those requirements alongside the condition of the existing installation. A targeted improvement may be sufficient; a broader refresh becomes appropriate when several limitations need to be resolved together.
What existing AV equipment can stay
Existing displays, mounts, loudspeakers, cables and parts of the network may be reusable if they remain suitable, serviceable and compatible with the proposed design. Keeping useful equipment can reduce replacement work, but each retained component needs a clear role in the finished system.
GT checks more than whether a device powers on. A display may need suitable inputs and reliable power control. A cable may need to carry a different signal over the existing route. A microphone or DSP may require a supported connection to the new room system.
Upgrading to Teams Rooms or Zoom Rooms
A dedicated room system gives users a shared meeting interface and a consistent way to join scheduled calls. GT can assess whether an existing room can be converted to Microsoft Teams Rooms or Zoom Rooms, including the room device, controller, accounts, licensing and compatible peripherals.
Bring Your Own Device, or BYOD, lets a user run the meeting on their laptop while using the room's camera, microphones and speakers. This can be useful for guest meetings and organisations using several platforms.
Some rooms benefit from both a dedicated platform and a supported BYOD connection. The design must make the change between those modes clear, including which device controls the camera, audio and presentation source.
Where an existing room needs more flexible laptop-led conferencing, GT can assess whether Barco ClickShare can be added as part of the meeting room upgrade.
Joining another platform from a dedicated room system can involve feature differences. GT checks the required meeting workflows, supported guest-join options and content-sharing behaviour for the specific system. See our wireless collaboration and BYOD solutions.
How much does a meeting room AV upgrade cost
The cost depends on the equipment that can be retained, the performance required and the work needed to integrate the new system. A camera replacement, a conversion to a dedicated Teams Room and a boardroom redesign are different scopes and should be priced accordingly.
Illustrative Budgets for Meeting Room AV Upgrades
The three examples above are designed to help with early-stage budget planning for meeting room AV upgrades. They show different levels of upgrade and are based on typical UK projects, with prices shown in pounds sterling excluding VAT.
For projects in Ireland or elsewhere in Europe, GT can also provide indicative budgets in euros.
These figures are illustrative allowances rather than fixed quotations. Every meeting room is different, so the final cost will depend on the existing equipment, room layout, infrastructure and the agreed AV specification.
The example budgets include the proposed AV equipment, routine room design, standard installation, configuration, commissioning and basic user handover. They assume that suitable power, network infrastructure and normal site access are already available.
Additional costs may apply where a project requires new electrical work, structured cabling, building alterations, acoustic treatment, specialist access, complex room-control programming or unusual site logistics. Recurring software or platform licences and ongoing support are also additional unless specifically included within the quotation.
Furniture changes, Microsoft Signature Room-style layouts, bespoke AV furniture and custom-built stages are normally treated as a separate part of the project scope. GT can help plan these elements alongside the AV system where required.
Not every room needs a complete replacement. If the existing system is fundamentally suitable, a smaller repair, component replacement or targeted upgrade may provide a more cost-effective solution. GT can assess what can remain and what genuinely needs to change.
What affects the cost of a meeting room AV upgrade?
The biggest cost decisions usually come down to whether the existing displays, mounting systems and cable routes can be retained, and what level of camera and audio coverage is required across the seating area.
The chosen meeting platform also has an impact. A Microsoft Teams Room, Zoom Room, Cisco collaboration system or flexible BYOD environment may require different room hardware, control interfaces and licensing.
New connection points, room-control programming, network changes and integration with existing workplace technology can also affect the project budget.
Installation conditions matter too. Restricted access, out-of-hours working, making good, specialist lifting equipment or a phased installation programme can all influence the final cost.
Testing, commissioning, user guidance, project documentation and ongoing AV support should also be considered when comparing proposals.
Getting an accurate quotation
A clear AV quotation should separate equipment costs, engineering and installation work, and recurring charges. It should also identify any dependencies such as electrical work, network configuration, furniture changes or building alterations so that the complete project can be budgeted properly.
To start a conversation with GT, send us photographs of the room, approximate room dimensions, details of any existing AV equipment and a description of what you would like to improve.
From this information, GT can discuss the likely scope, identify what existing equipment may be reusable and determine whether a site survey is required before preparing a detailed proposal.
Planning installation around your business
GT plans the upgrade around room availability, equipment lead times, site access and the work required from your IT and facilities teams. The programme should distinguish the overall project lead time from the period when the room will be unavailable.
For several rooms, a phased installation can keep other spaces available. Where practical, configuration and testing can take place before equipment arrives on site. Out-of-hours work can be discussed where it fits the building's access arrangements and the agreed project scope.
Before installation, agree how meetings will be handled during the changeover and when the upgraded room can return to use. A pilot room can help confirm the design and user experience before the same approach is repeated elsewhere.
How GT Tests the Upgraded Room
Once the upgrade is complete, GT tests the room in the way it will be used during real meetings. We agree the required functions with you in advance, then check the finished installation against that scope.
Testing typically includes joining a scheduled call using the intended room account and controls, checking speech clarity and camera coverage from the normal seating positions, and confirming that the room can share the content types it is expected to support.
Where guest access or BYOD is included, GT also tests the agreed workflow using representative laptops. Core functions such as mute, volume control, source selection and display behaviour are checked to make sure the room operates consistently and is simple to use.
If room booking or workplace-management features are included in the project, these are also tested as part of the commissioning process.
Handover can include an equipment record, user guidance, relevant configuration information and an agreed route for future support. GT can also provide ongoing AV support and maintenance services as part of the wider upgrade.
A GT meeting room upgrade at Corrib Oil
At Corrib Oil's Galway head office, GT modernised three meeting spaces during a renovation: a boardroom and two medium-sized rooms. The project replaced outdated projector-based arrangements with displays and Neat-based Microsoft Teams Rooms, with BYOD connectivity and room scheduling.
The case study shows how display visibility, conferencing, participant coverage and booking can be considered together when an existing workplace is refreshed.
Meeting room upgrade questions
Can you upgrade a room installed by another AV company?
Yes. GT can assess an existing installation and propose an upgrade. Access to equipment records, administrator accounts, configuration files and software licences helps establish what can be retained. Where information is missing, investigation may be needed before a firm scope is agreed.
Can we keep our existing screens when moving to Teams Rooms?
Often, subject to checks. Screen size, input connections, picture quality, power control and compatibility with the proposed room system all matter. Reusing a screen is sensible when it continues to meet the room's viewing and operating requirements.
Can the same room be used for Teams and Zoom meetings?
It can be designed to support both workflows. The options include a dedicated room platform with supported guest joining, or a BYOD connection that uses the laptop's meeting application. Features can differ, so GT checks the calls, presentation methods and guest access your organisation needs.
Can one USB C cable handle conferencing and laptop charging?
A suitable design can combine those functions, but the laptop, dock or interface, cable and room system must support the required data, display and power capabilities. GT checks the whole connection path and the required cable distance before specifying a single-cable arrangement.
Will a new microphone fix poor meeting room sound?
It may help if microphone coverage is the main problem. Echo, background noise, room acoustics, loudspeaker placement or an unsuitable configuration can also affect speech. GT assesses the cause before choosing an audio upgrade.
How long will the meeting room be unavailable?
That depends on the agreed work, access and readiness of the room. A component change and a recabling project need different installation windows. GT confirms the planned outage after assessing the scope, and can discuss phased work where other rooms need to remain available.
Does a Teams Rooms upgrade need a separate licence?
A Teams Rooms device needs an appropriate Teams Rooms licence. An ordinary user Microsoft 365 subscription is not a substitute. The required licence and management arrangements should be agreed with your IT team before deployment.
Can we upgrade one room first?
Yes. Starting with one room can establish the design, user experience and support requirements. The lessons from that room can inform later upgrades, especially where equipment and room layouts vary across the workplace.
Discuss your meeting room upgrade with GT
Tell us where the room is, how many people use it and what currently causes difficulty. Photographs and an equipment list are useful if you have them. We will discuss the requirement and the next steps towards a properly scoped upgrade.
GT supports corporate AV projects across the UK and Ireland, with wider EMEA deployment available for coordinated programmes.
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