How to Set Up a Zoom Meeting Room

zoom meeting in progress

Advancements in technology are redefining every aspect of life as we know it, including the office and other workspaces. Technological advances in IT, especially, have revolutionized the way we work. Meetings can easily be held with people in different parts of the world without the need for meeting physically. Data can be collected, edited, and shared virtually without the need for printers, faxing, and all the previously useful hardware. Emails, virtual data rooms, video, and conference calls are currently used to keep businesses running with higher efficiency than ever before. The Covid 19 pandemic has further pushed people into embracing these innovations to help people stay safe while still running their businesses. 

With working from home and other remote locations being the new norm, applications such as Zoom have become very resourceful. Zoom works through cloud-based software to facilitate teleconferencing, chatting, and other functions. It’s trendy because it can host up to 100 attendees at a time and is easy to set up and use. It’s also free, therefore easily accessible. Zoom meeting rooms facilitate audio and video conferencing facilities and screen sharing. It supports those in the room as well as those connected remotely on different devices.  Here are a few pointers on how to set up a zoom meeting.

Getting all the hardware and software equipment together.

There are vast differences between a zoom meeting between a small group of people and zoom rooms that host many people. In order to enhance the experience, equipment is required. It’s important to have the proper software on hand before beginning the setup process. A video conferencing equipment supplier like can be very resourceful in helping you understand what to get ahead of your meeting depending on the size of room and number of users. They can also advise on what devices complement those that you already have. Common equipment required includes webcams, speakers, PC or laptop, keyboard or touch control, and a screen for display. It’s also important to identify a room that will support the use of the equipment and will be big enough for those attending physically.

Setting Up The Hardware Equipment In the Conference Room

The equipment should be set up in advance. These may include a big screen for display, cameras, and speakers. You can then proceed by connecting the different devices to power cables and finally to an internet network.

Setting Up The Software 

This involves installing and launching software such as Kiosk Mode, which will prevent other activities on the device from interrupting the meeting. Zoom Room software and controllers should also be downloaded and installed at this point.


At this point, you need to verify that everything works. This can include checking cable and internet connections, testing the verification checklist, and monitoring the dashboard. This is necessary so that they can be addressed ahead of the meeting if any issues are captured.

Feature Photo by Anna Shvets from Pexels