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Venue considerations for video conferencing

video conference

If you’re looking to permanently install conferencing equipment in a venue, consider the following factors for an optimum environment:

Room

  • For better quality sound and image, try to use a rectangular shaped room, rather than a square shaped room.
  • For the best image quality on camera, choose rooms with neutral coloured decor as this will reduce reflections on the camera.

Walls

  • Avoid sharp or dark colours. Aim for mid-grey or greyish tones of blue and green.
  • To avoid unwanted reflections, use matte finish paint rather than gloss.
  • If noise levels are an issue, apply sound dampening paint or materials to the walls.

Floors

  • To dampen noise and reduce reflection, cover the floors with carpet.

Windows

  • For consistent lighting throughout the room, cover the windows with curtains, blinds or a similar light-regulating mechanism. (You could also tint or frost the windows.)

Lighting

  • For best image quality on camera, use soft diffused lighting – for example, fluorescent lighting with diffusers.
  • Avoid down lighters as they cause uneven lighting and cast shadows.

Table

  • Ensure that everyone around the table is picked up by the camera. Try to arrange your participants to sit in a horseshoe arrangement.
  • Try to use a rectangular or oval table.
  • If the room is large, ensure that the table includes inputs for power, microphones and digital displays.
  • Cover the table with a neutral coloured cloth to reduce reflections and dampen incidental noise such as objects clattering on a hard surface.

Other furniture

  • Use padded chairs covered in matte finishes (without bold patterns). This will dampen sound and help create a clear video image.
  • Ensure that any other furniture in the room is similarly padded, with neutral colours to minimise reflections.