A conference room has two budgets: the space (walls, power, lighting, acoustics, furniture) and the AV (display, camera, audio and licenses). Construction costs vary widely by region, building and finish, so get local contractor quotes for that part. The video conferencing equipment is more predictable: about $1,000-$2,500 for a basic huddle room, $4,000-$8,000 for a medium room, and $10,000-$30,000+ for a large boardroom, before installation labor.
AV cost by room size
| Room | Seats | Typical AV kit | Approx. AV hardware |
|---|---|---|---|
| Huddle (BYOD) | 2-5 | USB video bar + 55 in display | $1,000-$2,000 |
| Huddle (appliance) | 2-6 | Appliance bar + controller + 55 in display | $3,000-$4,500 |
| Small | 4-8 | Appliance bar + controller + 65 in display | $4,500-$6,500 |
| Medium | 8-12 | Bar with PTZ + mic pod + 75 in display | $6,000-$9,000 |
| Large | 12-20 | Large-room bar + mics + dual 75 in displays | $9,000-$16,000 |
| Boardroom | 20+ | PTZ cameras + ceiling mics + DSP + dual large displays | $15,000-$40,000+ |
Ranges cover the camera system, controller, display, mounts and cables. Installation labor, rack equipment, and custom control systems add to the larger tiers. Device-level price ranges are in video conferencing cost, video bar price and conference room camera price.
Construction and fit-out line items
These vary most by location and building, so price them with a local contractor:
| Line item | What it covers |
|---|---|
| Walls and doors | New partitions, glazing, door hardware |
| Electrical | Outlets at the display wall, table floor boxes, circuits; see electrical requirements |
| Data cabling | Ethernet runs to the display wall and table; see conference room wiring |
| Lighting | Even, dimmable fixtures for video; see lighting levels |
| Acoustics | Wall panels, ceiling tiles, carpet; see acoustic panels |
| HVAC | Ventilation for occupancy and equipment heat |
| Furniture | Table, chairs, credenza; see conference room furniture |
| Finishes | Paint, flooring, wall treatments, TV wall |
| Permits and design | Architect, engineering, permits where required |
Recurring costs
- Room licenses: Teams Rooms Basic is free for up to 25 rooms. Teams Rooms Pro, Zoom Rooms and Google Meet hardware licenses are per-room subscriptions. See Teams Rooms license cost and Zoom Rooms license cost.
- Support and warranty extensions for devices.
- Replacement cycle: plan to refresh AV every 5-7 years.
Ways to save
- Size AV to the room. A huddle room doesn't need a large-room bar.
- Use all-in-one video bars instead of separate camera, mics, speakers and DSP in rooms up to about 20 seats.
- Fix acoustics early. Panels and carpet are cheaper than extra microphones.
- Plan cabling before walls close. Adding floor boxes and conduit later costs much more.
- Use a commercial display sized right, not the largest you can find. See conference room TV size.
- Standardize one or two room designs across the office to cut support time.
- Start BYOD in low-use rooms and upgrade to appliances later.
Example: small 6-seat room AV
| Item | Example | Price |
|---|---|---|
| Video bar + controller | Logitech Rally Bar Huddle + Tap IP | $3,199 |
| Wall mount | Logitech Wall Mount for Video Bars | $99.99 |
| Controller mount | Logitech Table Mount for Tap | $249.99 |
| 55-65 in display | Commercial display | Varies |
| License | Teams Rooms Basic | Free (up to 25 rooms) |
For room planning start with conference room design and the setup checklist.
Want a real AV number for your room? Send us the floor plan and we'll price the equipment.
Related guides
Outfitting several rooms, or reselling? Get a volume quote or apply for wholesale pricing →
