Make your meeting room easier to use for the people at the table and those joining remotely. ESCO designs and integrates Microsoft Teams Rooms solutions with room equipment, installation, testing, user training, and support planned around your space and workflow.
From a compact collaboration room to a boardroom, we help you define the system, assess existing equipment, and coordinate deployment with your IT team.
Discuss Your Teams Rooms Project
Room Options · Teams Rooms vs BYOD · Deployment · FAQs
What Is Microsoft Teams Rooms?
Microsoft Teams Rooms brings Teams meetings into a dedicated room system. A certified room device, touch controls, camera, microphones, speakers, and displays work together so users can join scheduled meetings from the room console, without needing a personal laptop to run the meeting.
Windows and Android room systems are available. Select the platform and equipment around the functions your organization needs; feature availability varies by system and software release. Microsoft’s platform comparison explains these differences.
A Better Workflow for Hybrid Meetings
Start from the room console
With the room account and calendar configured, scheduled Teams meetings appear on the console for one-touch joining. Staff can use a consistent room interface for everyday meetings.
Design for clear conversations
Microphone placement, speaker coverage, camera position, lighting, and room acoustics all affect the experience. We plan the room around the seats people actually use and the content they need to see.
Share content with a planned workflow
Decide how employees and visitors will present, whether through Teams or supported room inputs. Confirm connections and operating steps during design, then test those workflows before handover.
Plan support across your rooms
For organizations with several locations, agree on room types, naming, operating instructions, and support responsibilities. Teams Rooms Pro provides additional device management capabilities for an IT-led operating plan. Microsoft licensing overview.
Microsoft Teams Rooms or a Laptop-Based Setup?
Both approaches can suit business meeting spaces. The decision depends on how often the room is used, which platforms guests use, and who supports it.
| Buying question | Dedicated Microsoft Teams Rooms | BYOD: bring your own laptop |
|---|---|---|
| What runs the meeting? | The dedicated room system. | The user’s laptop and meeting application. |
| How do users join? | From the room console for scheduled Teams meetings. | From the meeting invitation on their laptop. |
| When is it a good fit? | Shared rooms where Teams is a primary platform and a consistent room workflow matters. | Spaces where users prefer to run meetings from their own devices. |
| What needs planning? | Certified hardware, room license, room account, network, and ongoing device management. | Laptop compatibility, USB connections, presentation connections, and user support. |
A USB camera or video bar connected to a laptop does not by itself make the room a Microsoft Teams Rooms installation. Some dedicated systems also support a laptop mode; this must be checked for the selected equipment. This comparison is practical buying guidance based on the Teams Rooms architecture.
Choose a Teams Rooms Design for Your Space
Huddle and Small Meeting Rooms
For short discussions and small teams, consider a compact certified room system with a front display and touch controller. An integrated camera, microphone, and speaker design can keep the installation simple where its coverage suits the room.
Design priorities: camera framing, pickup at the furthest seat, display readability, and easy access to the controller.
Medium Meeting Rooms
For longer tables and mixed presentation needs, assess a certified system with suitable camera coverage and an audio arrangement that reaches every participant. One or two displays may be considered, with the license and equipment selected to support the required layout.
Design priorities: microphone coverage, readable shared content, visitor presentation connections, and reliable operation across different seating positions.
Boardrooms and Large Meeting Spaces
Larger rooms may need distributed microphones, audio processing, separate speakers, and more deliberate camera positioning. ESCO can assess how these elements should connect to a certified Teams Rooms system and the room’s existing AV controls.
Design priorities: speech clarity, coverage along a long table, visible faces, equipment access, and coordination with the room interior.
These are design starting points, not fixed packages or guaranteed seating capacities. Room dimensions, acoustics, layout, equipment specifications, and required features determine the final configuration. Check selected models against Microsoft’s certified systems and peripherals.
Example Microsoft Teams Rooms Configurations
Compare these example configurations as a starting point for your project. ESCO can recommend equipment based on your room dimensions, seating layout, existing systems, preferred brands, and budget.
| Room Type | Example Equipment | What to Assess |
|---|---|---|
| Small meeting room | Logitech Rally Bar Mini with Tap IP touch controller | Camera coverage, microphone pickup, display size, and controller placement. |
| Medium meeting room | Poly Studio X52 with TC10 touch controller | Table length, participant visibility, room acoustics, and content-sharing requirements. |
| Large meeting room or boardroom | Yealink MVC S90-C5U with room compute, MTouch Plus controller, dual cameras, and separately selected microphones and speakers | Camera positions, audio coverage, display visibility, and integration with existing room systems. |
These examples are starting points for system design. The final proposal defines equipment, displays, mounting, cabling, network and power requirements, Teams Rooms licensing, installation, testing, and training.
For a tailored recommendation, share your room dimensions, seating capacity, room photos, project location, and any equipment you want to reuse.
What Goes into the Solution?
A project can include the certified room system, touch controller, camera, microphones, speakers, displays, mounting, cabling, and content connections. Optional functions may include room scheduling, additional controls, and supported laptop connectivity.
The proposal should identify the equipment and services included, the license requirements, any existing equipment to be reused, and work required from your IT or facilities team. Explore our broader meeting room AV solutions if your space also needs presentation or room-control functions beyond conferencing.
From Room Assessment to Handover
- Define the use case. Discuss meeting styles, locations, layouts, participants, existing equipment, and the problems you want to solve.
- Develop the room design. Select a suitable architecture and document equipment, placement, connections, and project scope.
- Coordinate IT readiness. Work with your IT team on the room account, calendar, license, network access, security policies, and management responsibilities.
- Install and configure. Mount and connect the equipment, configure the agreed functions, and prepare the room for operational checks.
- Test and commission. Test individual functions, then verify that the complete room supports the agreed meeting scenarios with local and remote participants.
- Train and support. Explain everyday operation, hand over agreed documentation, and arrange maintenance and technical support to suit the project.
Microsoft’s deployment guidance also emphasizes readiness, configuration, testing, and adoption as part of a successful rollout.
Licensing and IT Requirements
Teams Rooms uses a dedicated room resource account with a calendar and an appropriate Teams Rooms license. Your IT team controls the Microsoft 365 environment and the policies under which the room operates. Microsoft room account guidance.
Teams Rooms Basic covers core meeting functions for eligible certified systems, with up to 25 Basic licenses per organization. Teams Rooms Pro adds advanced meeting and management capabilities. Ordinary Microsoft 365 user licenses do not replace a Teams Rooms license. Confirm the current plan and feature requirements before purchasing equipment. Microsoft Teams Rooms licensing.
ESCO can coordinate the AV design with your IT team so that room equipment, licensing, account preparation, and deployment responsibilities are addressed together.
Frequently Asked Questions
Can we reuse our existing display, camera, or microphones?
Potentially. ESCO can assess the models, connections, performance, and supported integration options. A working device is not automatically suitable for every certified room configuration, so compatibility should be confirmed before including it in the design.
Can Microsoft Teams Rooms join Zoom or Webex meetings?
Supported systems can join these meetings using configured guest-joining methods. Available controls, display layouts, and content sharing depend on the method, platform, and meeting provider. Tell us which guest meeting workflows you need so they can be checked and tested. Microsoft third-party meeting guidance.
How much does a Microsoft Teams Rooms installation cost?
The total depends on the room equipment, display and audio requirements, installation work, existing infrastructure, licenses, and support scope. Send your room dimensions, photos, location, and requirements so ESCO can develop a project-specific proposal. Equipment, recurring licenses, and services should be identified separately in the quotation.
Do we need Teams Rooms Pro?
The required functions determine the appropriate license. Discuss your display layout, management needs, and meeting features with your IT team and ESCO before selecting a plan. Check the current Microsoft plan comparison linked above.
Can ESCO support a rollout across several offices?
Discuss the locations, room types, and target schedule with us. A rollout can be planned around an agreed room standard and a pilot room, followed by site-specific installation and handover. Availability and support arrangements are confirmed in the project scope.
Discuss Your Microsoft Teams Rooms Project
Planning a new room or upgrading an existing one? Share your site location, room dimensions, seating layout, current equipment, preferred meeting platforms, and target completion date. ESCO can help you assess the options and define a practical scope for your room.
Based in Jakarta Selatan, PT ESCO Teknologi Integrasi serves audio visual projects in Indonesia. Explore our clients and project experience or our broader video conferencing solutions.