To set up conference room microphones, place a mic so every seat is within its rated pickup range (usually one table mic per 6 to 8 people), connect the mics to the video bar or room system they're designed for, and make sure only one device in the room does echo cancellation. For most rooms, the simplest setup is a video bar plus its matching expansion mics. You need a mixer or DSP only if you're combining several third-party XLR or ceiling mics.
Step 1: Count the mics you need
| Table length | Seats | Typical mic setup |
|---|---|---|
| Up to ~10 ft (3 m) | 4-6 | Video bar's built-in mics |
| 10-16 ft (3-5 m) | 6-10 | Bar + 1 expansion mic |
| 16-24 ft (5-7 m) | 10-16 | Bar + 2 expansion mics |
| 24 ft+ (7 m+) | 16+ | 3+ mics, or ceiling arrays |
Check each mic's pickup: Logitech Rally Mic Pod 4.5 m (15 ft); Rally Mic Pod 2 7.2 m (24 ft) diameter.
Step 2: Place the mics
- Put the first expansion mic about one-third of the way down the table from the bar's end, and the next ones evenly spaced.
- Keep mics at least a few feet from the bar's speakers.
- Keep them away from laptops' fans, projector noise and HVAC vents.
- Center them across the table width so people on both sides are equally close.
- Use table grommets or mounts to stop them from moving. See Rally Mic Pod 2 Mount.
Step 3: Connect them
To a video bar or kit (most rooms)
Use the bar's own expansion mics. They connect with the supplied cable and the bar handles echo cancellation:
- Logitech Rally Bar, Rally Bar Mini, Rally Plus: Rally Mic Pod (with Mic Pod Hub for branching).
- Logitech Rally Bar 2 and Rally Board 65: Rally Mic Pod 2.
- Poly Studio X52/X72/V52/V72/USB: Poly Studio Table Microphone.
- Poly systems with A2 support: Poly Studio A2, up to 8 per room.
- AVer VB342 Pro and VB350: AVer 20m Expansion Microphone.
- AVer FONE540 speakerphone: daisy-chain a second FONE540.
Plug in mics with the device powered off where the maker recommends it, then power on and confirm they appear in the device's settings.
To a room PC (USB)
USB speakerphones and USB mic systems plug straight into the PC. In Teams or Zoom, select the same device as microphone and speaker so its echo canceller works properly.
XLR microphones
XLR mics (gooseneck, boundary, ceiling) don't plug into a laptop directly. They need a mixer or DSP with mic inputs, phantom power where required, and acoustic echo cancellation, which then connects to the PC by USB. A basic music mixer has no echo cancellation, so remote participants will hear echo. For meeting rooms, use a conferencing DSP or a USB mic system designed for calls.
Step 4: Speakers and amplifiers
Video bars have built-in speakers. In large or custom rooms with ceiling speakers, an amplifier (often built into the DSP) drives them, and the DSP uses the speaker signal as the echo-cancellation reference. See conference room speakers.
Step 5: Set up the camera with the mics
If the camera uses audio to frame or track speakers, place mics consistently with the camera's view. Some PTZ cameras, such as the AVer CAM570, link to ceiling mics from Shure, Sennheiser and Yamaha for preset tracking. See how to set up a conference room camera.
Step 6: Test
- Make a test call to a colleague or a test number in Teams or Zoom.
- Have someone speak from each seat at normal volume.
- Ask the remote person about volume, clarity and echo.
- Adjust mic positions and update firmware.
See how to test a video conferencing system.
Common mistakes
- Two echo cancellers (e.g., a speakerphone plus the bar's speakers).
- Mics too close to speakers.
- Using laptop mics in the room at the same time as room mics. Ask people to mute laptops or join without audio.
- Ignoring room echo. See fix room echo.
More: conference room audio guide, large conference room audio and using multiple mics.
Not sure how many mics your table needs? Send us the dimensions.
Related guides
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