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.
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
| Specification | Guidance |
|---|---|
| Display Size | 10"–13" |
| Touch Type | Capacitive multi-touch |
| Resolution | 1280×800 minimum |
| Connectivity | USB display plus USB touch |
| Power | Continuous wired power |
| 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
| 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, 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.