Video Conferencing Systems & Meeting Room Solutions
Gibb Technology designs, installs and supports professional video conferencing systems for meeting rooms, boardrooms and collaboration spaces across the UK, Ireland and EMEA.
Modern meeting spaces need to do more than make video calls. Employees expect to walk into a room, join a meeting quickly, share content and communicate naturally with people joining remotely.
GT brings together the conferencing platform, cameras, microphones, loudspeakers, displays, room control and connectivity required to create that experience.
Systems can be built around Microsoft Teams Rooms, Zoom Rooms, Google Meet, Cisco Webex or flexible BYOD environments, with solutions ranging from compact video bars to fully integrated boardrooms and multi-site meeting-room standards.
Microsoft Teams, Zoom, Google Meet, Webex or BYOD?
Choosing the conferencing platform is one of the most important decisions in the room.
For many businesses, the answer is straightforward because one collaboration platform already dominates everyday communication. For others, meeting rooms regularly need to accommodate customers, suppliers and partners using different platforms.
The right architecture should reflect that reality.
Microsoft Teams ROOMS
Microsoft Teams Rooms extend Microsoft Teams into a dedicated physical meeting space.
Scheduled meetings can appear directly on the room controller, allowing employees to enter the room and join without connecting a laptop.
Teams Rooms can range from compact Android-based systems in small spaces to Windows-based modular environments with separate cameras, professional audio and advanced AV integration.
Zoom Rooms
Zoom Rooms provide a dedicated meeting-room experience for organisations using Zoom as a primary collaboration platform.
The room can combine Zoom conferencing with commercial displays, cameras, microphones, content sharing and touch control while maintaining a consistent interface across different meeting spaces.
Google Meet Rooms
Google Workspace organisations can deploy dedicated Google Meet hardware to bring the same collaboration environment into physical meeting rooms.
As with any conferencing platform, the quality of the experience still depends heavily on camera placement, microphone coverage, display size and the physical design of the room.
Cisco Collaboration Solutions
Cisco collaboration systems combine intelligent cameras, professional audio, touch control and centralised device management to create consistent meeting experiences across different room types.
Cisco Room Bar, Room Kit, Board Pro and RoomOS devices can support Webex, Microsoft Teams Rooms, Zoom, Google Meet and flexible BYOD collaboration.
GT designs, installs and supports Cisco collaboration solutions for meeting rooms, boardrooms and multi-site workplaces across the UK, Ireland and EMEA.
BYOD & BYOM Meeting Rooms
Some meeting spaces need maximum flexibility.
Bring Your Own Device and Bring Your Own Meeting environments allow a user to connect their laptop and access the room's camera, microphones, loudspeakers and displays while using Teams, Zoom, Webex, Google Meet or another conferencing application.
BYOD can operate as the main meeting-room architecture or sit alongside a dedicated room system to provide an alternative way to connect.
Start with the Meeting Experience
The best video conferencing system is not necessarily the one with the longest specification sheet.
It is the system that suits how the organisation actually works.
That means understanding which collaboration platforms employees use, who they meet with, how rooms are arranged, how presentations are shared and what somebody should experience when they enter the space.
A room used almost entirely for Microsoft Teams may benefit from a dedicated Teams Room. A client-facing room receiving visitors from many organisations may need greater platform flexibility. A small internal meeting space may only require an integrated video bar, while an executive environment could need a much broader AV system.
GT approaches video conferencing as part of the complete room rather than choosing hardware first and trying to make the space fit around it.
Video Conferencing Designed Around the Room
Once the platform is understood, the physical room determines how the technology should be applied.
A compact four-person space does not need the same architecture as a 20-person boardroom, but room capacity alone does not tell the whole story.
Table shape, room depth, seating position, acoustics, camera distance and how people present content all influence the design.
Huddle Rooms & Small Meeting Rooms
Small meeting rooms can often use an integrated video bar combining the camera, microphones and loudspeakers in a single device.
Paired with a commercial display and simple meeting controller, this creates a compact system that can be repeated across multiple spaces.
Correct display height and camera placement remain important even in relatively simple rooms.
Medium Meeting Rooms
As the distance between the display and participants increases, additional consideration may be required around camera framing and microphone pickup.
A video bar can still provide the foundation of the system, while additional microphones or intelligent centre-of-table cameras can improve coverage where required.
Large Meeting Rooms
Larger meeting rooms often move beyond the capabilities of a single integrated device.
Professional microphones, audio processing, installed loudspeakers, additional cameras and larger display systems can provide more consistent coverage throughout the space.
The conferencing interface can remain familiar even though the underlying AV system becomes more advanced.
Executive Boardrooms
Boardrooms often combine conferencing with presentations, multiple displays, professional audio, room control and flexible connectivity.
The technology should support the importance of the space without dominating it visually or making meetings difficult to operate.
Make Remote Participants Feel Part of the Room
Hybrid meetings work best when people joining remotely can clearly see and hear what is happening.
That sounds simple, but it is where meeting-room design makes a noticeable difference.
A camera mounted at the front of the room may provide an excellent view in a small space but make participants at the opposite end of a long boardroom appear distant.
Modern intelligent cameras can automatically frame participants, create individual views and provide alternative perspectives of the meeting.
Larger rooms may also use more than one camera, allowing the system to provide better views of speakers, the wider table or presentation areas.
The objective is not simply to capture the room. It is to give remote participants a useful view of the conversation.
Clear Audio Is Fundamental to Video Conferencing
People will tolerate an imperfect camera view far longer than a meeting where they cannot understand what somebody is saying.
Audio therefore deserves the same attention as the video system.
Integrated video bars can provide excellent microphone and loudspeaker coverage in appropriately sized rooms. Larger environments may require table microphones, ceiling microphones, digital signal processing and distributed loudspeakers.
Professional audio platforms from manufacturers including Shure, Biamp and Q-SYS can also be integrated with Teams, Zoom, Webex and other conferencing systems where a more advanced architecture is required.
Acoustics matter too. Hard surfaces, large glass walls and reflective rooms can reduce speech clarity even when high-quality equipment has been installed.
Good conferencing audio is therefore a combination of technology, coverage and the physical room.
Displays, Content Sharing & Room Control
The display is one of the most visible parts of the meeting room and should be selected around how the space will actually be used.
Viewing distance, room depth and the type of information being shared all influence the appropriate screen size.
Some meeting rooms work well with a single commercial display. Others benefit from dual displays so remote participants and shared content can remain visible simultaneously. Larger spaces may require very large commercial screens, ultrawide displays or LED technology.
Content sharing also needs to feel straightforward. Users may share directly through the conferencing platform, connect via HDMI or USB-C, or use wireless presentation technology depending on the environment.
The room controller then brings the experience together, providing the interface for joining meetings, adjusting the system and managing the room without exposing unnecessary complexity.
Native Conferencing with BYOD Flexibility
A dedicated Teams or Zoom Room does not necessarily need to prevent users from joining meetings on other platforms.
BYOD connectivity can provide a useful secondary option.
An employee or visitor can connect a laptop and use the room's camera, microphones, loudspeakers and display with the conferencing application running on their computer.
The challenge is ensuring that USB, video, charging and control operate reliably over the required distance.
GT can incorporate USB-C, wired BYOD or wireless collaboration into the room architecture while retaining the simplicity of the native meeting-room system.
This can be particularly useful for client-facing spaces where the organisation controls its own internal platform but cannot control which platform external participants use.
Video Conferencing Technology Partners
GT works across multiple meeting-room manufacturers so the technology can be selected around the room rather than forcing every environment into one ecosystem.
Logitech
Logitech provides meeting-room technology covering small collaboration spaces through to larger conferencing environments.
Its ecosystem includes video bars, modular cameras, microphones, touch controllers, room-booking technology and workplace devices, making it useful where organisations want repeatable standards across different room types.
Neat
Neat develops collaboration technology designed primarily around Microsoft Teams and Zoom environments.
Its portfolio combines integrated room systems, intelligent cameras, touch control and workplace devices with a strong focus on simple meeting-room experiences.
Yealink
Yealink covers integrated meeting bars, Microsoft Teams Rooms, modular camera systems, microphones, room-booking panels and professional AV technology.
That range allows the platform to extend from smaller rooms into larger and more technically complex spaces.
Cisco
Cisco provides meeting-room systems alongside a wider ecosystem of Webex collaboration, workspace intelligence and enterprise technology.
It can be particularly relevant where conferencing needs to integrate with a broader Cisco environment.
Poly, Jabra & Specialist AV Technology
Poly and Jabra provide additional options for professional meeting rooms, while technologies from Shure, Biamp, Q-SYS and specialist camera manufacturers can form part of more advanced integrated systems.
GT's role is to bring the appropriate technologies together rather than simply supply equipment from one manufacturer.
Q-SYS VisionSuite & Intelligent Video Conferencing
Intelligent video can also form part of a wider integrated AV environment. Q-SYS VisionSuite, for example, can combine intelligent camera behaviour with the wider audio and control architecture, making it particularly relevant to larger boardrooms, presentation spaces and high-impact hybrid environments where the camera experience needs to respond dynamically to the people using the room.
Create a Consistent Meeting Room Standard
Organisations with multiple meeting rooms often want employees to have the same experience wherever they work.
That does not mean every room needs identical hardware.
A better standard defines how the rooms behave.
Meeting controls can remain familiar. Content sharing can follow the same process. Cameras can provide similar meeting experiences. Room booking can use a common interface and support teams can manage systems through agreed platforms.
The physical equipment can then change according to the size and purpose of each room.
This approach becomes particularly valuable across multi-floor and multi-site workplace programmes because it reduces unnecessary variation without compromising room performance.
GT can help develop standards covering meeting-room types, conferencing platforms, AV architecture, control, installation, commissioning and documentation across UK, Irish and wider EMEA offices.
Connect Meeting Rooms with the Wider Workplace
Video conferencing increasingly sits inside a broader workplace technology environment.
The employee journey may begin before the meeting room is reached.
A user might search for a room through a workplace app, reserve it through Microsoft 365 or Google Workspace, view its status on a scheduling panel and then enter a space equipped for the meeting.
Afterwards, occupancy information can help the organisation understand whether the room was actually used and whether its size matches real demand.
This creates a direct connection between meeting-room AV and wider workplace strategy.
Meeting Room Booking Systems
Room-booking panels provide live availability outside meeting spaces and can allow employees to reserve or release rooms directly at the door.
When integrated properly with the organisation's calendar and workplace systems, they make it easier to find and use meeting spaces.
Workplace Occupancy Sensors
Bookings show what people intended to use.
Occupancy information helps show what was actually used.
Comparing both can reveal rooms that are frequently reserved but empty, spaces that are regularly overcrowded or room sizes that do not match employee demand.
Workplace Management Software
Workplace platforms can bring together meeting rooms, desks, reservations, floor plans, employee experience and utilisation information.
This allows conferencing rooms to become part of a much wider view of how the workplace is performing.
Video Conferencing Projects Delivered by GT
Real projects demonstrate how meeting-room technology changes according to the environment.
ZILO Technology — London
At ZILO Technology in Canary Wharf, GT delivered a collaboration environment combining Neat meeting-room technology with professional Shure audio and a large-format LG LED display.
The project demonstrates how conferencing can become part of a wider executive AV environment rather than operating as a standalone device.
The Ministry — London
For The Ministry in London, GT has deployed Logitech meeting-room technology across spaces requiring different room architectures.
This demonstrates how organisations can maintain a familiar conferencing experience while adapting the hardware to suit individual rooms.
Corrib Oil — Galway
GT designed meeting-room systems for Corrib Oil's headquarters in Galway using Neat collaboration technology across different room sizes.
The project brought conferencing, displays and meeting controls together within a wider workplace AV design.
Amundi Asset Management — Dublin
GT has also worked on Microsoft Teams Room technology for Amundi Asset Management in Dublin, combining Microsoft Teams with dedicated cameras, microphones, content sharing and room control.
Video Conferencing Installation Across the UK & Ireland
Gibb Technology designs, installs and supports professional video conferencing systems and meeting-room AV across the UK, Ireland and wider EMEA. Projects range from individual meeting rooms and executive boardrooms through to complete office fit-outs, workplace technology upgrades and multi-site video conferencing standards.
GT supports organisations across London, Dublin, Belfast, Cork, Galway, Maidenhead, the Thames Valley and Scotland, delivering meeting-room environments built around Microsoft Teams, Zoom, Google Meet, Cisco Webex and flexible BYOD collaboration.
Our approach considers the complete meeting experience rather than simply supplying conferencing hardware. Depending on the room and project requirements, this can include commercial displays, cameras, microphones, loudspeakers, room controllers, wireless presentation, USB-C connectivity, meeting-room booking systems and wider workplace technology.
Every project can begin with an assessment of the room, existing IT environment and the way employees need to collaborate. GT can then develop the technical design, equipment specification, system schematics, cable requirements and room layouts while coordinating with IT teams, furniture suppliers, architects and workplace fit-out contractors.
The system can then be installed, configured, tested and commissioned before handover. For larger organisations and multi-site environments, GT can also develop repeatable meeting-room standards that make future deployment, documentation and support easier to manage.
Ongoing AV support and meeting-room maintenance can help organisations keep their conferencing environments reliable as collaboration platforms, devices and workplace requirements continue to evolve.
Video Conferencing FAQs
What is the best video conferencing system for a meeting room?
There is no single system that suits every room. The right solution depends on the conferencing platform, room dimensions, number and position of participants, camera requirements, microphone coverage, displays and how users need to connect.
What equipment does a video conferencing room need?
Most professional meeting rooms require a camera, microphones, loudspeakers, a display and a way to join or control the meeting. Larger rooms may also require professional audio processing, additional cameras, ceiling microphones, multiple displays and integrated room control.
Can one meeting room support Teams, Zoom and Webex?
Yes. A meeting room can use a dedicated platform while providing guest-join functionality or BYOD connectivity for other conferencing applications. Rooms can also be designed primarily around BYOD where maximum platform flexibility is required.
What is the difference between a video bar and a modular conferencing system?
A video bar combines the camera, microphones and loudspeakers within one device and can work extremely well in small and medium rooms. Modular systems separate these elements, providing greater flexibility for larger rooms and more advanced AV environments.
Can existing meeting rooms be upgraded?
Yes. Existing displays, cameras, cabling and audio equipment may sometimes be retained if they remain suitable. An assessment can determine which elements should stay and where upgrades would improve the room.
Can a Microsoft Teams Room also support BYOD?
Yes. Many Teams Room environments can include an additional BYOD connection so users can access the room peripherals from their laptop when another meeting platform is required.
Can room booking systems connect with video conferencing rooms?
Yes. Room-booking panels and workplace platforms can connect with Microsoft 365, Google Workspace and supported conferencing environments to provide availability and booking information outside the room.
Can GT create a meeting-room standard for several offices?
Yes. GT can develop repeatable room types and AV standards covering conferencing platforms, cameras, audio, displays, connectivity and workplace technology while allowing the hardware to scale appropriately for different spaces.
Does GT install video conferencing systems across the UK and Ireland?
Yes. GT supports corporate meeting-room and workplace AV projects across the UK, Ireland and wider EMEA, including London, Belfast, Dublin, Cork, Galway, Maidenhead, the Thames Valley and Scotland.
Engineer a Better Meeting Experience
The best video conferencing environments make technology feel straightforward.
Employees should be able to enter the room, join the meeting, share content and communicate naturally without needing to understand the technology operating behind the scenes.
Whether the requirement is a small Microsoft Teams Room, a Zoom Room, a flexible BYOD environment, an executive boardroom or a multi-site meeting-room programme, Gibb Technology can design the complete system around the workplace and the people using it.
