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:
- A dedicated room computer or Chromebox
- A TV or display panel
- A camera
- A USB speaker and microphone device
- 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
| Component | Recommended Baseline |
|---|---|
| CPU | Intel Core i5 (7th Gen or newer) or Intel Core i3 (10th Gen or newer) |
| RAM | 8 GB minimum, 16 GB recommended for longer lifecycle |
| Storage | 128 GB SSD minimum, NVMe preferred |
| Network | Gigabit Ethernet, wired recommended |
| Video Output | HDMI 2.0 or DisplayPort |
| 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.
Windows vs Chromebox
Most deployments use a dedicated mini PC or Chromebox per room. Both run the same Auto Attendant Chromium extension.
| Path | Typical lockdown |
|---|---|
| Windows PC | Chrome Web Store extension (Edge: install from other stores); Windows kiosk (Assigned Access or Shell Launcher) — including without MDM via Settings |
| Chromebox (ChromeOS) | ChromeOS kiosk + force-installed extension via Google Admin |
Meeting Room TV requires the browser extension — not a URL pasted into Edge's URL-only digital signage kiosk mode (that mode does not load extensions). Install Auto Attendant on the room account, complete setup, then apply kiosk lockdown.
With Intune, Group Policy, or Google Admin, force-install the extension and provision the display key (calkey / enterprise_policy.edge.json or Chrome equivalent).
2. Touchscreen Controller (Optional)
A touchscreen controller shows the local remote (cover.html?remote=1) — Join, mic, camera, end, and volume beside the table while the TV shows the main idle screen and call. Meeting Room TV supports two approaches.
Option 1: Dedicated USB touch display (recommended)
A USB capacitive touch panel connects to the room PC as a second display with touch. This is the most reliable permanent install.
Example: Mimo Vue 10.1" USB touch displays (e.g. UM-1080CP-B, Vue HD10), or equivalent DisplayLink-class panels.
| Specification | Guidance |
|---|---|
| Display size | 10"–13" (tabletop or wall mount at seated height) |
| Touch | Capacitive multi-touch |
| Resolution | 1280×800 minimum |
| Connection | USB to room PC (video + touch; often one cable + power) |
| Power | Continuous wired power (no battery kiosk) |
| Placement | Conference table, credenza, or wall arm within USB cable reach of the PC |
Why teams pick Mimo-style panels: single vendor stack, no Wi‑Fi dependency, touch and video stay in sync, survives locked-down kiosk PCs. Mount at the table so presenters can join without standing at the TV.
Extension setup: In the Auto Attendant Getting Started wizard, choose local touchscreen remote. The extension opens the remote window on the second display. Confirm useRemote is enabled in extension Settings if you change displays later.
Option 2: iPad or Android tablet with Spacedesk
A consumer tablet can act as a wireless second screen using Spacedesk (or similar display-extension software) on the room PC.
| Requirement | Guidance |
|---|---|
| Network | 5 GHz Wi‑Fi in the room; tablet and PC on the same LAN |
| Tablet | iPad (9th gen+) or Android 11+; wired power always |
| Room PC | Spacedesk server installed; Auto Attendant remote on the extended display |
| IT overhead | OS updates, Spacedesk updates, Wi‑Fi troubleshooting |
Trade-offs vs Mimo: more flexible tablet placement and reuse of existing iPads, but Wi‑Fi latency, sleep/reconnect issues, and another software layer to support. Best for pilots or rooms where USB routing from the PC to the table is impractical.
Not supported: cloud/phone remote apps — the remote must be a local display driven by the room PC.
2b. Project planning — PC placement and cabling
Before ordering hardware, decide where the room PC or Chromebox lives and how cables run. Almost everything except the Spacedesk tablet path should be wired for production reliability.
Where to put the room computer
| Location | Works well when | Typical cable runs |
|---|---|---|
| Behind the TV (wall mount, bracket, behind panel) | HDMI run is short (under ~3 m / 10 ft); USB runs go down to the table for speaker, camera, touch panel | 0.5–2 m HDMI to TV; 3–8 m USB to table |
| In credenza / under conference table | Peripherals are near the PC; TV is on the front wall | 3–8 m HDMI to TV; 1–3 m USB to speaker, camera, Mimo |
| AV closet / rack (adjacent room or hallway) | Centralized gear; use rated extenders for long paths | HDMI over Cat6 or fiber; USB 3.0 over Cat6 extender to table |
Rule of thumb: minimize the longest link. If the TV is far from the table, putting the PC behind the TV keeps HDMI short and only USB must cross the room. If the table is central and the TV is far, PC under the table keeps USB short and HDMI crosses to the display.
What to wire vs what can be wireless
| Link | Production guidance |
|---|---|
| Ethernet to room PC | Always wired — prefer Gigabit; avoid Wi‑Fi for the PC |
| HDMI (or DP) to TV | Wired — wireless HDMI adds latency and pairing overhead; fine for signage experiments, not recommended for primary TV |
| USB camera, speaker, Mimo touch | Wired — use a powered USB hub at the table if one cable home to the PC |
| Spacedesk tablet | Wireless (Wi‑Fi) — only path that intentionally skips USB video to the controller |
Practical cable length limits (passive copper)
Use these for planning; manufacturer-rated active cables and Cat6/Cat6A USB or HDMI extenders go farther when installed deliberately.
| Cable type | Reliable passive run | Marginal / notes | Beyond passive |
|---|---|---|---|
| HDMI to TV (1080p) | Up to 8 m (25 ft) with quality cable | 3–5 m (10–15 ft) safer for 4K | Active HDMI to ~30 m (100 ft); fiber HDMI for AV closet |
| HDMI to TV (4K60) | Up to 3 m (10 ft) | 5 m (15 ft) may flicker without active cable | Active or fiber as above |
| USB 2.0 (speakerphone, Mimo touch) | 5 m (16 ft) | Hubs count toward USB tier limits — prefer one powered hub at the table | Active USB 2.0 to ~30 m (98 ft) |
| USB 3.0 (1080p/4K camera) | 3 m (10 ft) | Bandwidth-sensitive — avoid cheap long passive cables | Active USB 3.0 to ~18 m (59 ft); USB-over-Cat6 kits for closet installs |
Example scenarios
Small huddle (PC behind 55" TV, table 3 m away)
HDMI 1 m (3 ft). One powered USB hub in the table: 5 m (16 ft) USB 2.0 home run to PC for Jabra speaker + Mimo 10" touch. Camera on TV mount: 3 m (10 ft) USB 3.0 down to PC.
Medium conference (PC in credenza, TV 6 m across room)
6 m (20 ft) HDMI (1080p or active HDMI if 4K). Speaker and Mimo on table: 2 m (6 ft) USB to credenza PC. PTZ camera on wall near TV: 5 m (16 ft) USB 3.0 along wall to credenza — near USB 3.0 passive limit; use a short active USB 3.0 extension if the camera drops frames.
Tablet remote only (PC behind TV, no USB to table)
Spacedesk on PC; iPad on 5 GHz Wi‑Fi at table. No USB touch run — accept Wi‑Fi maintenance. TV still wired HDMI from PC.
AV closet (PC in rack 15 m from table and TV)
HDMI-over-Cat6 or fiber to TV. USB 3.0-over-Cat6 extender pair to a powered hub at the table (camera, speaker, Mimo). Do not chain multiple passive USB extensions without a designed extender kit.
Powered USB hub at the table
When the PC is not under the table, run one home-run USB cable to a powered hub and plug speaker, touch panel, and (if practical) camera into the hub. This reduces cable sprawl and avoids under-powered bus issues. Keep USB 3.0 ports for the camera when using 1080p/4K video.
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
| Specification | Guidance |
|---|---|
| Connection | USB |
| Audio | Full duplex with echo cancellation |
| Certification | Teams- or Zoom-certified devices are recommended, but not required |
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
| Specification | Guidance |
|---|---|
| Connection | USB 3.0 preferred |
| Resolution | 1080p minimum, 4K recommended |
| Field of View | Wide enough to capture the full table |
| Zoom | Optical zoom recommended for medium and larger rooms |
| Framing | Auto-framing or intelligent tracking recommended |
| Any USB-compatible camera supported by the operating system should function. |
Room Size Guidance
| Room Type | Capacity | Recommended Camera Type |
|---|---|---|
| Huddle | 1–4 people | Wide-angle fixed-lens camera |
| Small to Medium | 5–10 people | PTZ camera with optical zoom |
| Large | 10+ people | PTZ camera with optical zoom and preset support |
| 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
| Specification | Guidance |
|---|---|
| Size | 43"–75", depending on room size |
| Resolution | 1080p minimum, 4K preferred |
| Input | HDMI 2.0 or higher |
| Mounting | VESA-compatible recommended |
| 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, walk the room and confirm PC placement, cable paths, and touch controller choice (see Project planning — PC placement and cabling above).
A typical installation includes:
- TV or display at the front of the room — wired HDMI from the PC
- Camera above or below the display — wired USB (often down the wall to the PC or to a table hub)
- Room PC behind the TV, in credenza, or in AV closet — wired Ethernet
- USB speakerphone at the table center — wired USB
- Optional Mimo USB touch panel at the table, or Spacedesk tablet on room Wi‑Fi
Also plan for:
- Power at the PC, TV, table, and touch panel
- Service access to the PC and hub without dismantling the room
- Cable lengths in both metric and US units before ordering passive cables — upgrade to active or Cat6 kits when a run exceeds the limits in section 2b
Network and Security Considerations
Meeting Room TV requires outbound HTTPS access only. No inbound firewall rules are required.
Recommended IT Practices
- Use a service account for Teams and Meet sign-in on room PCs (one account can cover every room)
- Use a dedicated Zoom sign-in per room device where Zoom is enabled
- 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 touchscreen should we use for the in-room remote?
Mimo (or similar USB touch displays) is the most supportable permanent option — wired second monitor at the table. Spacedesk on an iPad/Android tablet works when USB routing is hard, but adds Wi‑Fi and software dependencies. See Touchscreen Controller and Project planning in this guide.
Where should the room PC go?
Depends on cable runs: behind the TV for short HDMI; under the table for short USB to speaker and Mimo; AV closet only with rated HDMI/USB extenders. Ethernet to the PC should always be wired.
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 Micro**
- Intel Core i5-7500T
- 8 GB RAM
- 128 GB SSD
- Windows 11 Pro
Acer Chromebox CXI4
- Intel Core i3 or i5
- 8 GB RAM
- ChromeOS
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.