Hardware Selection Guide for Meeting Room TV

Meeting Room TV is hardware-agnostic and designed to run on standard business-class equipment.

This guide outlines recommended hardware characteristics to help IT teams deploy a reliable and supportable meeting room environment. These are guidelines, not proprietary requirements.

You are not limited to specific vendors or models. If your existing equipment meets the specifications below, it should work for most deployments.

Before You Begin

If you have not yet set up Meeting Room TV in the Meeting Room 365 Admin Portal, see the Getting Started with Meeting Room TV guide first.

This guide focuses on selecting and planning the hardware for each room.

What Each Room Requires

A typical Meeting Room TV deployment includes:

1. A dedicated room computer or Chromebox
2. A TV or display panel
3. A camera
4. A USB speaker and microphone device
5. An optional touchscreen controller

Not every room will require the same hardware configuration. Room size, table layout, and meeting needs may affect the final setup.

1. Room Computer or Chromebox

The room computer runs the application and connects to the in-room display and USB peripherals.

Supported Operating Systems

• Windows 11 Pro (64-bit)
• ChromeOS

Enterprise-managed deployment is recommended where applicable.

Recommended Baseline Specifications

Business-class mini PCs such as Dell OptiPlex Micro, HP ProDesk Mini, Lenovo ThinkCentre Tiny, and Acer Chromebox Enterprise are commonly used, but equivalent systems are also supported.

Deployment Guidance

• Use a dedicated device per room rather than a shared workstation
• Configure automatic sign-in with a restricted room account where appropriate
• Configure the application to launch automatically at startup
• Disable sleep and hibernation
• Align OS patching with your corporate policy
• Prefer wired Ethernet over Wi-Fi where possible

If you plan to reuse existing hardware, confirm that it meets the baseline specifications above.

2. Touchscreen Controller (Optional)

A touchscreen controller can be added to provide in-room meeting controls from the table surface.

Meeting Room TV supports two controller approaches.

Option 1: Dedicated USB Touch Display

This is the recommended option for most permanent installations.

A dedicated USB capacitive touchscreen connects directly to the room computer and functions as a secondary display.

Example: Mimo Vue 10.1" Capacitive Touch Display, or equivalent

Recommended Characteristics

This approach is generally the simplest to deploy, support, and maintain over time.

Option 2: iPad or Android Tablet

A tablet can also be used as the controller to provide more flexibility in placement or to reuse existing hardware.

This setup requires third-party display extension software, such as Spacedesk, so the tablet can function as an extended display for the room computer.

Because tablet-based deployments depend on both network connectivity and third-party software, they typically involve more ongoing maintenance than a dedicated USB touch display.

Recommended iPad Characteristics

• iPad (9th generation or newer)
• iPadOS 16 or newer
• 64 GB storage minimum
• 10" or larger display
• Continuous power connection
• Stable 5 GHz Wi-Fi connection

Recommended Android Tablet Characteristics

• Android 11 or newer
• 4 GB RAM minimum, 8 GB recommended
• 10" or larger display
• 1920×1200 resolution recommended
• Continuous power connection
• Stable 5 GHz Wi-Fi connection

Operational Considerations

For tablet deployments, consider:

• Device OS update management
• Battery health and long-term performance
• Network reliability and latency
• Ongoing maintenance of third-party display software

3. Speaker and Microphone

Clear, full-duplex audio is essential for hybrid meetings.

For small rooms, a single USB conference speakerphone is typically sufficient. Larger rooms may require more advanced audio solutions.

Recommended Characteristics

Larger rooms may require:

• Expansion microphones
• Ceiling microphone arrays
• Integrated AV audio systems

Any USB-compatible audio device supported by the operating system should work in most cases.

4. Camera

A USB conference camera is recommended for rooms that support video meetings.

The camera connects directly to the room computer and is managed by the operating system and conferencing platform.

Recommended Characteristics

Any USB-compatible camera supported by the operating system should function.

Room Size Guidance

For larger rooms, optical zoom helps maintain image clarity and framing flexibility.

Example Camera Configuration

Aver CAM520 Pro3, or equivalent:

• 4K resolution
• 12x optical zoom
• AI auto-framing
• USB 3.0 connectivity

Equivalent enterprise-grade USB PTZ cameras from other vendors are also suitable.

Deployment Guidance

• Mount the camera centered above or below the primary display
• Ensure the full meeting table is visible
• Follow the manufacturer’s USB cable length recommendations
• Configure camera presets where applicable

5. TV or Display Panel

The TV or display panel serves as the primary meeting content output.

Recommended Characteristics

Consumer TVs may be suitable for light-to-moderate use. Commercial-grade displays are recommended when:

• The display will run 8 or more hours per day
• Centralized display management is needed
• Extended warranty coverage is important

Installation Considerations

Before finalizing hardware, review the physical layout of the room and the planned placement of each device.

A typical installation may include:

• A TV or display mounted at the front of the room
• A camera mounted above or below the display
• A room computer mounted behind the display, under the table, or in a nearby cabinet
• A USB speaker and microphone device placed at the center of the table
• An optional touchscreen controller mounted on or placed near the table

Installation planning should also account for:

• Cable routing between the room computer, display, camera, and audio devices
• Maximum supported cable lengths for USB, HDMI, and power
• Access to power outlets and network connections
• Secure mounting and device protection
• Maintenance access for future service or replacement

Network and Security Considerations

Meeting Room TV requires outbound HTTPS access only. No inbound firewall rules are required.

Recommended IT Practices

• Use a dedicated room service account where applicable
• Apply least-privilege permissions
• Enroll supported devices in your MDM platform, such as Intune or Google Admin
• Place room devices on a network segment consistent with other managed room systems
• Protect BIOS or UEFI settings where appropriate
• Control OS update scheduling to avoid interruptions during business hours

Frequently Asked Questions

Are we required to purchase specific hardware?

No. Meeting Room TV is hardware-agnostic and works with standard business-class equipment.

Can we reuse existing room PCs?

Yes, as long as they meet the recommended baseline specifications and run a supported operating system.

Does the system require high-performance hardware?

No. Meeting Room TV is designed to run on standard business-class systems and does not require unusually powerful hardware.

Does it work over Wi-Fi?

Yes, but wired Ethernet is recommended for better stability and supportability.

What happens after a reboot?

The system can be configured to sign in automatically and relaunch the application at startup.

Lifecycle Planning

For most organizations, a 3–5 year hardware refresh cycle is typical.

Plan for:

• Standard OS patching
• Firmware updates
• Periodic evaluation of room peripherals
• Replacement without proprietary hardware lock-in

Example Devices

The following examples reflect commonly deployed configurations that meet the recommended baseline. These are examples only. Equivalent devices from other vendors are also supported.

Room Computer

Dell OptiPlex 3050 MicroIntel Core i5-7500T8 GB RAM128 GB SSDWindows 11 Pro

Acer Chromebox CXI4Intel Core i3 or i58 GB RAMChromeOS

Touchscreen Controller

Mimo UM-1080CP-B

• 10.1" capacitive multi-touch
• USB interface

Speaker and Microphone

Jabra PH5003W

• USB full-duplex conference speaker
• Echo cancellation

Camera

Aver CAM520 Pro3

• 4K resolution
• 12x optical zoom
• AI auto-framing
• USB 3.0 connectivity

TV or Display Panel

Most commercial or business-grade 43"–75" HDMI-compatible displays are suitable, depending on room size and usage requirements.

Final Considerations

Meeting Room TV is designed to work with standard business-class hardware, so most organizations can deploy it using a mix of new or existing equipment.

The most important factors are choosing hardware that fits the room, can be managed by IT, and will remain reliable over time.

After your hardware selections are complete, use the Getting Started with Meeting Room TV guide to finish setup and configuration.

Updated on: 19/03/2026