Project Overview
Meeting rooms should enable collaboration, not create frustration. Our Meeting Room Technology Upgrade service transforms conference spaces into effortless, professional environments where technology disappears and meetings actually work.
From wireless presentation systems to intelligent video conferencing and integrated room booking, we design and deploy complete solutions across single rooms or entire office floors, then support them as part of your ongoing IT infrastructure.
What We Deliver
Wireless Presentation Systems
Share Content Without Cables
The era of hunting for HDMI adapters is over. We deploy wireless presentation systems that let your team share screens instantly:
- Universal compatibility with Mac, Windows, iPad, iPhone, and Android devices
- AirPlay, Miracast, and Chromecast support for maximum flexibility
- One-tap sharing without apps or dongles
- Multi-device presentation with split-screen capabilities
- Secure guest access for client presentations
- 4K resolution support for high-fidelity content
Technologies we deploy: Neat Pad, Apple TV 4K, ClickShare, Mersive Solstice, Airtame, and Barco solutions depending on your specific requirements.
Outcome: Meetings start on time, every time. No technical delays.
Professional Video Conferencing
Crystal-Clear Remote Collaboration
Hybrid work demands exceptional video conferencing. We install systems that make remote participants feel present:
Neat Bar & Neat Bar Pro
- AI-powered framing tracking active speakers
- Studio-quality audio with noise cancellation
- One-touch meeting start with calendar integration
- Built-in wireless presentation via Neat Pad
- Remote monitoring and management
Microsoft Teams Rooms
- Native Teams integration with one-touch join
- Intelligent cameras with people tracking
- Certified audio systems for meeting equity
- Content cameras for whiteboard sharing
- Coordinated meeting mode for hybrid attendance
Zoom Rooms
- Dedicated Zoom experience with calendar sync
- Touch controller for intuitive operation
- Room analytics and usage insights
- Wireless content sharing integration
- Zoom Phone integration available
Google Meet Hardware
- Seamless Meet integration for Google Workspace users
- Series One devices with companion mode
- Low-bandwidth optimisation
- Real-time captions and translation
- Calendar room booking integration
Outcome: Remote participants are equal participants, no more "sorry, can't hear you" moments.
Intelligent Room Booking Systems
Maximise Space Utilisation
Stop the desk-hopping search for available rooms. We deploy smart booking systems that integrate seamlessly with your calendar platforms:
- Real-time availability displayed outside each room
- Calendar integration with Google Workspace, Microsoft 365, or Exchange
- QR code check-in to prevent ghost bookings
- Usage analytics to optimise space allocation
- Hot-desking support for flexible workspace policies
- Mobile app booking for on-the-go reservations
Display options: Wall-mounted tablets, e-ink displays, or LED panels depending on your office aesthetic and budget.
Outcome: 30% increase in meeting room utilisation through reduced ghost bookings and improved visibility.
Proactive Support Button System
Instant Issue Reporting Without Tickets
Our innovative support button transforms how meeting room issues get resolved:
How it works:
- Physical button mounted discretely in each room
- Single press sends immediate alert to our support team
- Automatic room identification tells us exactly where the issue is
- Pre-emptive diagnostics start before we even speak to you
- Priority response with 15-minute acknowledgement
- Resolution tracking with automatic follow-up
What this means for your team:
- No ticket raising or lengthy email descriptions
- No conversations needed if you're rushing between meetings
- Faster resolution as we know the specific room and equipment
- Usage analytics help us proactively maintain problem-prone equipment
- Peace of mind that help is literally one button away
Optional integration: Button press can trigger automatic "room out of service" calendar blocks, preventing bookings until issues are resolved.
Outcome: Average resolution time reduced 60% compared to traditional ticketing systems.
Multi-Room Deployments
Consistent Experience Across Your Office
Whether you have 3 rooms or 30, we ensure every space delivers the same intuitive experience:
Standardised configurations:
- Identical user experience regardless of room size
- Consistent meeting start procedures
- Unified management and monitoring
- Scalable support processes
Room-specific optimisation:
- Small meeting rooms (4-6 people)
- Medium conference rooms (8-12 people)
- Large boardrooms (15+ people)
- Huddle spaces and phone booths
- Training rooms with instructor displays
Central management:
- Single pane of glass for all room systems
- Remote monitoring and diagnostics
- Firmware updates without disruption
- Usage reporting and analytics
Our Process
1. Discovery & Audit (Week 1)
Understanding Your Needs
- Site visit assessing each meeting space
- User interviews to understand pain points
- Current equipment audit and compatibility check
- Network infrastructure assessment
- Calendar system integration planning
- Budget alignment and phasing options
Deliverable: Comprehensive room-by-room recommendations with transparent pricing.
2. Design & Planning (Week 2)
Creating Your Solution
- Technology selection for each room type
- Network requirements and upgrade planning
- Cable routing and power provision
- Wall mounting and furniture modifications
- Room booking display placement
- Support button integration planning
Deliverable: Detailed technical design with installation timeline.
3. Procurement & Staging (Week 3)
Getting Ready
- Equipment ordering with lead time management
- Pre-configuration of all systems
- Firmware updates and testing
- Network preparation and VLAN configuration
- Calendar integration setup
- Installation scheduling (out-of-hours available)
Deliverable: Confirmed installation dates with minimal business disruption.
4. Installation & Integration (Weeks 4-5)
Professional Deployment
- Certified engineers for all installations
- Minimal disruption to daily operations
- Professional cable management
- Display mounting and calibration
- Network testing and optimisation
- Calendar and booking system integration
- Support button installation and testing
Deliverable: Fully operational meeting rooms with complete system integration.
5. Training & Handover (Week 6)
Ensuring Adoption
- User training sessions (in-person and video guides)
- Administrator training for IT teams
- Quick reference guides in each room
- Troubleshooting documentation
- Support escalation procedures
- Formal handover and sign-off
Deliverable: Confident users and supported IT team.
6. Ongoing Support & Optimisation
Continuous Improvement
- Proactive monitoring of all room systems
- Firmware updates and security patches
- Usage analytics and optimisation recommendations
- Rapid response to support button alerts
- Quarterly performance reviews
- Technology refresh planning
Deliverable: Meeting rooms that work reliably, year after year.
Technology Stack We Deploy
Video Conferencing Systems
- Neat Bar / Bar Pro (all-in-one solutions)
- Microsoft Teams Rooms (Lenovo, Yealink, Poly)
- Zoom Rooms (DTEN, Poly, Neat)
- Google Meet Hardware (Series One)
- Poly Studio X Series
- Cisco Webex Devices
Wireless Presentation
- Apple TV 4K with AirPlay
- Barco ClickShare (C-5, CX-20, CX-30, CX-50)
- Mersive Solstice
- Airtame wireless systems
- Neat Pad integrated solutions
- Microsoft Wireless Display Adapter
Room Booking Systems
- Joan (e-ink displays)
- Evoko (Liso, Naso)
- Robin (wall tablets)
- Teem by iOFFICE
- Condeco room booking
- Envoy Rooms
Displays & Audio
- Samsung QM, QE Series displays
- LG Commercial displays
- Sony professional displays
- Shure ceiling microphones
- Sennheiser TeamConnect systems
- Poly audio solutions
Support Infrastructure
- Physical support buttons (IoT-enabled)
- Remote monitoring systems
- Network video management
- Usage analytics platforms
Client Success Story
Professional Services Firm, Canary Wharf
The Challenge:
A 150-person consultancy was losing billable hours to meeting room technology failures. WiFi presentation was unreliable, video calls were plagued with audio issues, and nobody knew which rooms were actually free. IT support was overwhelmed with meeting room tickets.
Our Solution:
Complete meeting room upgrade across 12 spaces:
- Neat Bar Pro in 3 large boardrooms
- Neat Bar in 6 medium meeting rooms
- Apple TV 4K in 3 small huddle spaces
- Joan e-ink room booking displays outside each room
- Support buttons in all 12 rooms
- Integrated with Microsoft 365 calendars
- Included in their existing managed services agreement
The Outcome:
- Zero meeting start delays in first 90 days post-deployment
- Meeting room utilisation increased 35% through room booking visibility
- IT tickets reduced 75% for meeting room issues
- Support button pressed 23 times in first month—all resolved within 20 minutes
- ROI achieved in 11 months through reclaimed billable hours
"Our consultants bill £200+ per hour. Every minute saved from technical problems is revenue gained. The support button alone has saved us thousands in lost productivity."
— Head of Operations, (redacted)
Investment & Engagement
Typical Room Costs
Small Meeting Room (4-6 people)
- Wireless presentation + basic video conferencing
- Wall-mounted display
- Room booking display
- Support button
- Investment: £3,500-£6,000 per room
Medium Conference Room (8-12 people)
- Professional video conferencing system
- Wireless presentation integration
- Room booking display
- Quality audio system
- Support button
- Investment: £8,000-£15,000 per room
Large Boardroom (15+ people)
- Premium video conferencing system
- Dual displays
- Advanced audio system
- Wireless presentation
- Room booking display
- Support button
- Investment: £18,000-£35,000 per room
Multi-Room Projects:
- 3-5 rooms: Volume discounts available
- 6-10 rooms: 10-15% project discount
- 11+ rooms: Custom pricing with phasing options
What's Included
Every project includes:
- Complete design and planning
- Professional installation
- Network integration and testing
- Calendar system integration
- User training (group and video guides)
- Administrator training
- Quick reference materials
- 12-month equipment warranty
- 90-day optimisation period
Ongoing support options:
- Included in managed services agreements
- Ad-hoc support contracts
- Priority response with support buttons
- Proactive monitoring and maintenance
- Annual health checks
Typical Timeline
Single room: 2-3 weeks from contract to handover
3-5 rooms: 4-6 weeks
6-10 rooms: 6-8 weeks
11+ rooms: 8-12 weeks with phased deployment
Out-of-hours installation available to avoid business disruption
Why Choose Stabilise
Platform Agnostic
We're certified across Neat, Microsoft Teams Rooms, Zoom Rooms, and Google Meet Hardware. We recommend what's right for your business, not what we prefer.
Integration Specialists
Meeting room technology only works when it integrates seamlessly with your existing systems. We ensure everything talks to each other properly.
London-Based Support
When a meeting room issue occurs at 8:55am before a 9am client presentation, you need local support. Our team is based in London with Zone 1-3 on-site capability.
Ongoing Partnership
We don't install and disappear. Most clients include meeting room support in their managed services agreement, ensuring long-term reliability.
Proven Track Record
250+ meeting rooms deployed across London. We've seen every configuration and solved every problem.
Additional Services
Meeting Room Accessories
- Whiteboard cameras for hybrid collaboration
- Content cameras for document sharing
- Wireless keyboards and mice
- Professional lighting for video calls
- Acoustic treatment for audio quality
- Room divider integration for flexible spaces
Advanced Features
- Automatic meeting recording and transcription
- AI-powered meeting summaries
- Real-time translation and captions
- Integration with project management tools
- Meeting analytics and insights
- Environmental sensors (temperature, CO2, occupancy)
Training & Change Management
- Executive briefings on meeting room strategy
- User adoption programmes
- Lunch-and-learn sessions
- Video tutorials and knowledge base
- Change champion programmes
- Usage reporting and optimisation
Get Started
Free Meeting Room Assessment
We'll visit your office and assess:
- Current meeting room challenges
- Technology requirements per room type
- Network infrastructure readiness
- Integration with existing systems
- Budget alignment and phasing options
- Expected ROI and productivity gains
What happens next:
- 30-minute discovery call to understand your needs
- On-site assessment (1-2 hours across all meeting spaces)
- Detailed proposal within 5 business days
- Room-by-room recommendations with transparent pricing
- Phased implementation options if preferred
Contact us:
- Phone: +44 203 355 7522
- Email: hello@stabilise.io
- Book assessment: [Schedule via our website]
Frequently Asked Questions
Can we upgrade rooms in phases?
Absolutely. Many clients start with their most-used boardroom, prove the ROI, then roll out to remaining spaces. We can prioritise based on usage patterns.
What if our network can't handle video conferencing?
We assess network capacity during discovery. If upgrades are needed, we can include network improvements in the project or phase them separately.
Do you work with our existing video conferencing platform?
Yes. We're certified across Microsoft Teams, Zoom, Google Meet, and Webex. We work with your chosen platform, not against it.
What happens if equipment fails during a meeting?
If you have support buttons installed, one press alerts us immediately. We'll diagnose remotely and either resolve it or dispatch an engineer within your SLA.
Can we try before committing to all rooms?
Yes. We regularly do pilot deployments in 1-2 rooms so you can experience the technology before rolling out across your office.
What about training for new staff?
We provide evergreen training resources (video guides, quick reference cards) and can deliver refresher sessions quarterly or as needed.
How often does equipment need replacing?
Typical lifecycle is 5-7 years for video conferencing equipment, 3-5 years for displays. We provide technology refresh planning as part of ongoing support.
What if we move offices?
Most equipment is portable. We can reinstall in your new space and reconfigure as needed. This is included in many of our managed services agreements.
Related Services
- Complete Workspace Modernisation — End-to-end office technology transformation
- Network Infrastructure — Building reliable, high-performance networks
- Managed IT Services — Ongoing support and management for all technology
- Office Deployments — Complete office IT setups from network to devices
Technical Requirements
Network Prerequisites
- Dedicated VLAN for video conferencing (recommended)
- Minimum 10Mbps upload per room
- QoS policies for video traffic
- POE+ for network-powered devices
- Wired connections preferred over WiFi
Calendar Integration Requirements
- Google Workspace (any tier)
- Microsoft 365 (Business, Enterprise)
- Exchange Server 2016 or newer
- Active Directory integration (optional)
Physical Requirements
- Power outlets near display locations
- Wall mounting permissions
- Cable routing pathways
- Adequate room lighting
- Acoustic treatment (for larger rooms)
All requirements assessed during discovery phase with remediation recommendations
Prices exclude VAT. All specifications subject to site survey. Equipment lead times vary by manufacturer. Support button system requires ongoing managed services agreement.
