How Much Does a Meeting Room AV Installation Cost?

A Breakdown of Costs.

Are you planning to upgrade your meeting room technology this year? With the future of technology continuing to hurtle towards us at quite a pace, it’s not a bad idea to start thinking about futureproofing now and getting your set up ready for the next wave of evolution.

Unless you have a sky’s the limit budget, one of the first things you’ll probably want to know is ‘How much does a meeting room AV installation cost?’. The answer is that it varies widely and really depends on the size of the space, how you wish to use it, the type of equipment you’re looking for and the level of customisation you’re after. In this guide, we’ll give you a breakdown of some of the key cost considerations for meeting room installation so you can work out a rough budget for your new or upgraded meeting room.

Factors That Influence Meeting Room AV Installation Costs

Several key factors determine the overall cost of AV installation for a meeting room – the first of those being room size and type. Here’s a rough guide for you:

Huddle Rooms: (Small, 1-4 people) £2,000 - £5,000

Standard Meeting Rooms: (4-12 people) £5,000 - £15,000

Boardrooms / Large Meeting Spaces: (12+ people) £15,000 - £50,000+

Auditoriums & Training Rooms: £50,000 - £100,000+

As a general rule of thumb, the larger and more flexible the space needs to be, the more sophisticated the AV setup required, which will obviously lead to higher costs for all your hardware and equipment. Here's a breakdown of all the elements you’ll need to budget for.

Display Solutions

TV Screens / LED Displays: £500 - £5,000 per screen

Projectors and Screens: £1,500 - £10,000+

Video Walls (for large spaces): £15,000 - £50,000+

Choosing between an LED display, projector, or a high-end video wall will have a big impact on your budget. While you may be tempted to go for the full bells and whistles option for everything, you might not always need it. When we’re scoping out projects for clients, we’ll always suggest the hardware that’s going to best suit their needs – and that doesn’t always mean the heftiest price tag!

Audio Solutions

Ceiling Microphones: £800 - £2,500 each

Tabletop Microphones: £200 - £2,500 each

Speakers (Ceiling / Wall-mounted): £60 - £1,000 per unit

Wireless Conference Audio Systems: £3,000 - £10,000+

When it comes to conferencing and presentations, audio is king. The setup will depend on room size, layout and acoustics as well as whether you need simple audio conferencing or a more advanced sound system. More advanced systems are not only deployed in large boardrooms, training rooms and auditoriums, they can also be used in smaller spaces where high-quality audio is needed, or acoustics are poor.

Video Conferencing Solutions

Digital USB Cameras (for small rooms): £150 - £500

Professional PTZ Cameras (for larger rooms): £1,000 - £10,000

All-in-One Video Conferencing Bars: £500 - £5,000

Complete Video Conferencing Systems (Poly, Cisco, Crestron, etc.): £5,000 - £20,000+

A high-quality video conferencing system makes collaboration a breeze and ensures that your audio and visuals are crystal clear. This is particularly important if you have clients in different parts of the world or have a hybrid working model with some team members either partially or fully remote. Despite push back from some of the world’s biggest tech firms – you know who we mean! – many companies still believe that the hybrid model is the future of work and needs to be catered for.

Control Systems and Automation

Touch Panel Controls: £500 - £3,000

Integrated Room Control Systems: £3,000 - £15,000

Wireless Presentation Systems (Barco ClickShare, Mersive, etc.): £500 - £3,000+

These systems can allow for easy one touch control of the AV equipment, lighting, blinds and even the temperature of the space all from a single interface. When designed and implemented correctly they make it super convenient to manage the set-up of your meeting spaces.

Room Booking & Scheduling Systems

Basic Room Booking Screens: £500 - £1,500+ per unit

Integrated Scheduling Solutions: £2,000 - £10,000+

A room booking system helps manage meeting spaces efficiently and reduces double bookings. It provides real-time availability updates, integrates with calendar systems like Microsoft Teams, Outlook or Google Calendar etc., and ensures that meeting rooms are used effectively. Advanced systems can even include occupancy sensors that release a room if no one shows up, helping to maximise utilisation of the space and improve ROI.

Cabling and Infrastructure

HDMI / Cat6 / Fibre Optic Cabling: £500 - £5,000+

Racks & Housing for Equipment: £1,000 - £10,000

Well-planned cabling reduces the risk of signal loss, interference, and connectivity issues while maintaining a clean and organised meeting space. Using high-quality cables and structured wiring ensures optimal performance, especially for high-resolution video conferencing and audio systems.

Installation and Labour Costs

Basic Installation (Small Meeting Rooms): £1,000 - £2,500+

Mid-Sized Installations: £3,000 - £10,000

Large & Complex Installations: £10,000 - £30,000+

As with any job, labour costs will vary depending Depending on the project location, complexity of the installation, the fabric of the building, the network requirements etc. For instance, if ceiling or wall-mounted equipment needs to be installed, some form of structural modifications might be necessary to accommodate this, which will increase costs. If you’re looking to integrate AV solutions into existing IT networks, advanced programming and network configuration might be needed. Custom-built AV solutions with automation, specialised cabling, or soundproofing will also add to the overall installation costs. Again, this is something we discuss with all our clients up front so there are no surprises when it comes to labour costs.

Ongoing Support and Maintenance

Basic Service Contracts: £500+ per room per year.

Comprehensive AV Support: 750+ per room per year.

When you’ve dipped into the tech budget for a state-of-the-art AV set up, it really is worth protecting that investment with an ongoing care and support package. We offer different levels of cover to suit your budget and your needs so that you’re back up and running as soon as possible should something go wrong. We also offer remote analytics software called Care Analytics which will alert us to a potential problem before it happens.

Total Cost Estimates for Different Meeting Room Setups

To provide a clearer picture, here’s a rough estimate of total costs for different setups:

Basic Huddle Room (Small Meeting Space)
Estimated Cost: £3,500 - £7,000
Equipment: Small screen, basic video conferencing setup, wireless presentation system
Basic Support Contract

Standard Meeting Room (Medium-Sized, Hybrid Setup)
Estimated Cost: £10,000 - £20,000
Equipment: 55-75” display, professional video conferencing system, ceiling microphones, control system

Large Boardroom (Executive-Level AV Setup)
Estimated Cost: £20,000 - £50,000
Equipment: Large LED display, high-end conferencing system, room automation, premium audio setup

Enterprise-Level Conference Room (Fully Integrated Solutions)
Estimated Cost: £50,000 - £100,000+
Equipment: Multi-display video walls, broadcast-quality AV, automation, custom-built audio solutions

*These figures are very much an estimate to give you a rough idea. The final figure will of course depend on the factors we discuss throughout the blog.

How to Budget for Your AV Installation

When planning your AV installation budget, here are some key things to consider:

Define Your Priorities: Identify must-have features vs. nice-to-have upgrades.

Plan for Growth: Choose scalable solutions that can adapt to future needs.

Check Credentials: Make sure you work with an experienced AV installer with relevant case studies and testimonials as mistakes can be costly to rectify.

Invest in Support: Factor in maintenance costs to protect your investment and ensure longevity.

Final Thoughts

The cost of a meeting room AV installation varies widely based on the size, complexity, and technology used. Small businesses should budget for around a £3,500-£5,000 investment, while large corporations will be looking at upwards of £100,000 for a state-of-the-art setup. By understanding the key cost factors and planning accordingly, you can make informed decisions that will ensure your investment supports your people internally while providing an excellent communication experience for your clients and customers.

Get in touch with us!

If you're looking for a tailored quote or expert consultation, pop us an email to [email protected] – we’d love to help!