Build a meeting space around the way your team uses Zoom. ESCO designs and integrates Zoom Rooms solutions with room equipment, displays, installation, configuration, testing, and user training planned together.
Whether you are equipping a new office or upgrading an existing meeting room, we can help define the hardware, meeting workflow, IT requirements, and support scope before you commit to a system.
Room Options · Zoom Rooms vs BYOD · Deployment · FAQs
What Is Zoom Rooms?
Zoom Rooms turns a shared meeting space into a dedicated Zoom environment. Room software works with a controller or supported touch interface, cameras, microphones, speakers, and displays to run meetings from the room system.
Windows, macOS, and compatible appliance configurations are available. The right choice depends on the required features, room hardware, and your IT team’s support approach. See Zoom’s getting-started guidance.
Plan the Everyday Meeting Experience
Start scheduled meetings from the room
Connect the room’s calendar so staff can invite the meeting space and join scheduled calls from its controller. ESCO can coordinate equipment setup with the people responsible for your Zoom account and calendar permissions.
Make presentations straightforward
Agree how employees and visitors will share slides, spreadsheets, video, and other content. Select and test the supported wireless or wired presentation connections, including any required content audio.
Help remote participants follow the discussion
Plan camera framing and microphone pickup around the seats people use. Display size, lighting, background noise, and speaker placement also affect how well local and remote participants can follow the meeting.
Keep support manageable
For several rooms or offices, establish consistent equipment choices, room names, operating instructions, and support contacts. Include device updates, access responsibilities, and agreed maintenance in the operating plan.
Zoom Rooms or a Laptop-Based Setup?
Choose the operating model around daily use, guest requirements, and the team responsible for supporting the room.
| Buying question | Dedicated Zoom Rooms | BYOD: bring your own laptop |
|---|---|---|
| What runs the meeting? | A room computer or compatible appliance running Zoom Rooms. | The user’s laptop and meeting application. |
| How does the user start? | Use the room controller; scheduled joining depends on the calendar setup. | Open the meeting on the laptop and select the connected room devices. |
| When is it useful? | Shared spaces that regularly host Zoom meetings and need a repeatable room workflow. | Spaces where users need to run meetings from their own devices. |
| What must be planned? | Room hardware, a Zoom Rooms license, account administration, network access, and calendar integration for scheduled use. | Laptop compatibility, camera and audio connections, presentation inputs, and clear connection instructions. |
Some Zoom Rooms systems also offer a supported BYOD mode. Check the selected hardware and how users switch between modes; native room functions can change while a laptop is using the equipment. Zoom’s BYOD guidance.
If your organization primarily uses Teams, explore our Microsoft Teams Rooms solutions.
Choose a Zoom Rooms Configuration for Your Space
Huddle and Small Meeting Rooms
A compact appliance with integrated camera, microphones, and speakers can simplify a small-room installation. Position the display and controller so users can see shared content and reach the controls comfortably.
Design priorities: camera coverage, pickup at the furthest seat, suitable lighting, and straightforward presentation connections.
Medium Meeting Rooms
Longer tables require closer attention to microphone coverage and camera framing. Assess the need for expansion microphones and additional displays against the selected equipment and Zoom configuration.
Design priorities: clear speech from every seat, readable content, visitor workflows, and accessible cable routes.
Boardrooms and Large Meeting Spaces
A modular system allows cameras, distributed microphones, speakers, and audio processing to be selected around the room. Existing displays and control systems can be assessed for integration or reuse.
Design priorities: coverage across the table, camera sightlines, room acoustics, service access, and coordination with the interior layout.
Example Equipment Configurations
These examples support an initial discussion. Room dimensions, equipment compatibility, firmware, and required features determine the final selection.
| Room type | Example configuration | Design focus |
|---|---|---|
| Small meeting room | Logitech Rally Bar Mini with Tap IP, configured for Zoom Rooms. | Display position, camera coverage, controller access, and network/power provision. |
| Medium meeting room | Poly Studio X52 with TC10, configured for Zoom Rooms. | Table coverage, room acoustics, presentation inputs, and any supported audio expansion. |
| Large meeting room | Logitech Rally Plus with Tap and a suitable Zoom Rooms computer. | Distributed microphone placement, speaker positions, camera framing, cabling, and support access. |
The project proposal should identify the complete system, including displays, mounts, cables, network and power requirements, licenses, installation, and handover. Confirm selected devices against Zoom’s certified hardware list.
Licensing, Calendars, and Room Booking
An ordinary shared-space Zoom Room requires a Zoom Rooms license. Equipment purchases and software licensing should be identified separately in the quotation. Confirm your organization’s existing entitlements and the number of rooms before procurement. Zoom room types and license requirements.
For scheduled meeting workflows, your IT team needs to prepare the room calendar and authorize the appropriate integration. Zoom documents Microsoft and Google calendar integrations; the configuration depends on your account and security policies. Calendar setup guidance.
An in-room controller operates the meeting. An optional Zoom Rooms Scheduling Display outside the room shows availability and supports room reservations. These serve different purposes and should be specified accordingly. Scheduling Display guidance.
From Room Assessment to Handover
- Understand the meetings. Identify room users, seating layouts, Zoom usage, guest platforms, presentation needs, and existing equipment.
- Prepare the room design. Define cameras, audio, displays, controllers, connections, and installation requirements.
- Coordinate IT readiness. Confirm licenses, account access, room calendars, network requirements, and device-management responsibilities.
- Install and configure. Mount and connect equipment, configure the agreed room functions, and coordinate calendar integration with your IT team.
- Test and commission. Check room audio and video, scheduled joining, content sharing, and any agreed guest-meeting or laptop workflows with local and remote participants.
- Train and support. Hand over operating guidance and arrange maintenance and technical support to match the project scope.
Frequently Asked Questions
Can a Zoom Room join Microsoft Teams or Webex meetings?
Supported interoperability methods are available, with different prerequisites and limitations. For example, Zoom’s documented Teams web-client method uses the first display and does not support room wireless or HDMI content sharing. Tell us which guest workflows matter so they can be assessed and tested before handover. See Teams interoperability and third-party meeting joining.
Can we reuse our existing equipment?
Potentially. Send the models of your displays, cameras, microphones, speakers, and control equipment. ESCO can assess compatibility, coverage, and the work needed to integrate them into the proposed system.
How much does a Zoom Rooms installation cost?
The total depends on equipment, room layout, installation work, licenses, existing infrastructure, and support requirements. Share room dimensions, photos or drawings, location, and target completion date for a proposal. Hardware, installation, recurring software charges, and ongoing support should be shown clearly.
Can staff still connect a laptop?
Yes, where the selected system supports the required laptop workflow. Specify whether users only need to share content or also need the laptop to use the room camera and audio. Those are different requirements and should be included in the design.
Can ESCO support several rooms or locations?
We can help plan common room configurations and a pilot installation before a wider rollout. Site access, local installation requirements, user training, and support arrangements are confirmed in the project scope.
Discuss Your Zoom Rooms Project
Tell us how many rooms you are planning, where they are located, how many people use them, and what equipment you already have. ESCO can help assess the options and prepare a scope for design, supply, installation, and support.
Based in Jakarta Selatan, PT ESCO Teknologi Integrasi serves audio visual projects in Indonesia. Explore our meeting room solutions and clients and project experience.