What defines the cost of a meeting room?
The cost of a meeting room depends on its size, the video conferencing platform, the display technology and the level of integration required. Whether you’re fitting out a small huddle room or a large boardroom, understanding the equipment required and the typical budget helps you plan your investment. This guide explains typical meeting room costs, recommended equipment and the factors that influence pricing.
In most projects, total price is driven by:
- Room size and layout
- Choice of platform (Microsoft Teams Rooms, Zoom Rooms, Webex)
- Number and size of displays
- Audio requirements (simple soundbar vs distributed ceiling audio)
- Building fabric and installation complexity
- Integration with existing AV and workplace systems
Understand the typical cost of a professionally installed meeting room, including Microsoft Teams Rooms, Zoom Rooms, AV equipment and workplace technology.
| Meeting Room Type UK Based | 🟣 Poly / HP | ⚫ Neat | 🔵 Logitech | 🟢 Yealink | 🔷 Cisco |
| 1–2 Person (Huddle) | £3,237 ⭐⭐⭐☆☆ | £4,016 ⭐⭐⭐☆☆ | £3,098 ⭐⭐⭐⭐☆ | £2,545 ⭐⭐⭐⭐☆ | £4,200 ⭐⭐⭐⭐⭐ |
| 3–4 Person (Small Meeting Room) | £4,337 ⭐⭐⭐☆☆ | £5,116 ⭐⭐⭐☆☆ | £4,198 ⭐⭐⭐⭐☆ | £3,735 ⭐⭐⭐⭐☆ | £6,150 ⭐⭐⭐⭐⭐ |
| 5–6 Person (Medium Meeting Room) | £4,437 ⭐⭐⭐☆☆ | £7,188 ⭐⭐⭐☆☆ | £4,498 ⭐⭐⭐⭐☆ | £3,895 ⭐⭐⭐⭐☆ | £6,250 ⭐⭐⭐⭐⭐ |
| 7–12 Person (Large Meeting Room) | £8,037 ⭐⭐⭐☆☆ | £9,288 ⭐⭐⭐☆☆ | £6,598 ⭐⭐⭐⭐☆ | £6,676 ⭐⭐⭐⭐☆ | £12,050 ⭐⭐⭐⭐⭐ |
| 12–20 Person (Board Room) | £9,522 ⭐⭐⭐☆☆ | £9,388 ⭐⭐⭐☆☆ | £9,600 ⭐⭐⭐⭐☆ | £8,600 ⭐⭐⭐⭐☆ | £14,430 ⭐⭐⭐⭐⭐ |
| Large Boardroom / Event Space (20+) | £15,000 ⭐⭐⭐☆☆ | — | £15,000 ⭐⭐⭐⭐☆ | £12,000 ⭐⭐⭐⭐☆ | £18,000 ⭐⭐⭐⭐⭐ |
How We Rate Each Platform
Our star ratings are based on real-world experience installing hundreds of meeting rooms and consider:
- ⭐ Ease of use
- ⭐ Reliability
- ⭐ Audio & video performance
- ⭐ Enterprise management
- ⭐ Value for money
What Is Included in a Meeting Room Installation?
A professional meeting room installation involves more than simply supplying equipment. A successful collaboration space requires the right combination of hardware, software configuration, installation expertise and ongoing support.
At Coral Vision, our turnkey meeting room solutions include everything required to deliver a reliable, easy-to-use workplace environment. From initial design and equipment selection through to installation, configuration and user handover, we manage the entire process.
A typical meeting room installation includes:
Video Conferencing Equipment
High-quality cameras designed for modern hybrid working environments, including intelligent framing, speaker tracking and wide-angle coverage to ensure every participant can be seen clearly.
Professional Displays
Commercial-grade screens selected according to room size, viewing distance and usage requirements, providing clear visibility for presentations, video calls and collaboration.
Microphones and Audio Systems
Advanced audio solutions designed to capture conversations clearly while reducing background noise and improving the experience for both in-room and remote participants.
Microsoft Teams Rooms or Zoom Rooms Configuration
Complete setup and configuration of your chosen collaboration platform, ensuring meeting rooms are ready for simple one-touch joining and seamless hybrid meetings.
Touch Controllers and Room Controls
Intuitive room controllers allowing users to start meetings, control calls and manage room functions without complicated technology.
Installation and Cable Management
Professional installation including equipment mounting, structured cabling, connection of devices and careful cable management to maintain a clean and professional workspace.
Testing, Commissioning and User Training
Every installation is fully tested before handover. We configure the system, ensure all components work together correctly and provide user guidance to help teams get the most from their new meeting spaces.
Ongoing Support and Maintenance
Coral Vision provides continued support to help organisations maintain reliable meeting room technology, minimise downtime and keep their workplace technology performing at its best.
Why choose a meeting room solution from Coral Vision?
A fully managed installation removes the complexity of coordinating multiple suppliers and ensures that every element of the room works together from day one. Coral Vision helps organisations create meeting spaces that are reliable, scalable and designed around the way people work.
Additional Workplace Technology
| Solution | Typical Installed Cost |
|---|---|
| Digital Signage | From £1,500 |
| Room Booking System | From £800 |
| Desk Booking Solutions | From £1,000 |
| Workplace Analytics | From £2,500 |
| Wireless Presentation Systems | From £500 |
| Meeting Room Upgrade | From £1,500 |
Important Notes
Costs shown are indicative turnkey installed prices and are intended as a budgeting guide.
Final pricing depends on factors including:
- Room size and layout
- Existing infrastructure
- Power and data availability
- Number and size of displays
- Building fabric and installation complexity
- Client-supplied equipment
- Integration with existing AV and Microsoft Teams or Zoom environments
Our Professional recommendation
| Platform | Best For |
| Poly / HP | Existing Poly estates and straightforward Teams Rooms |
| Neat | Premium design-led meeting spaces |
| Logitech | Large Microsoft Teams deployments with strong management tools |
| Yealink | Best overall value for money and enterprise standardisation |
| Cisco | Organisations fully invested in the Cisco Webex ecosystem |
Frequently asked questions
How much does it cost to equip a small meeting room?
For a 3–4 person meeting room with Microsoft Teams or Zoom, most Coral Vision projects fall between £3,500 and £5,000 fully installed. This usually includes a commercial display, conferencing bar or camera and audio solution, touch controller, cabling, configuration and training.
Do the prices include installation and configuration?
Yes. The prices on this page are intended as turnkey installed budgets and include equipment, installation, configuration, testing and user handover unless otherwise stated. Travel, building access and special works may affect final pricing.
Can we reuse existing screens or AV equipment?
In many cases we can integrate existing displays or infrastructure to reduce overall cost. Our consultants will assess your current equipment and advise whether it is compatible with modern Teams or Zoom Room solutions.
How long does installation usually take?
A single standard meeting room is often installed, configured and handed over in one to two days once all equipment is on site. Larger boardrooms or multi‑room projects may take longer and are scheduled to minimise disruption to your business.
Why choose a meeting room solution from Coral Vision?
A fully managed installation removes the complexity of coordinating multiple suppliers and ensures that every element of the room works together from day one. Coral Vision helps organisations create meeting spaces that are reliable, scalable and designed around the way people work.
Our team has years of experience listening to your vision and turning it into a practical, high‑performing workplace solution. We are committed to three core values – integrity, excellence and reliability – and to building long‑term client relationships.