Conference room AV installation pricing by room size. Huddle rooms from $5K, conference rooms from $7K, boardrooms from $10K+. NYC-specific costs included.
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How to Set Up a Conference Room for Video Calls
Conference room AV costs scale by room size: huddle rooms from $5K, standard conference rooms from $7K, boardrooms from $10K+, and town halls from $25K+. In NYC, expect additional costs for building logistics like COIs, freight elevators, and masonry walls. Request a consultation and our fulfillment team will help you design and implement the right system for your space.
Every office needs conference rooms that work for video calls. The question is always the same: how much is this going to cost? The answer depends on the room size, the equipment, and — if you're in NYC — the building you're in.
We design and install conference room AV systems across NYC offices, from 4-person huddle rooms to 40-person town halls. Here's what to budget in 2026, based on what we actually charge. All pricing includes labor, equipment, and installation.
Conference room AV costs scale with room size. Hardware, installation, and configuration are all included in these ranges.
The simplest professional setup. A single display, an all-in-one video bar, and clean cable management.
What goes in the room:
What it's good for: Small meeting rooms where 4 to 6 people take video calls. One device, one mount point, meetings start in seconds. This is where most offices should start.
Ready to get started? Request a consultation — our fulfillment team will help you design the right setup and handle everything from equipment selection to installation.
A step up in audio coverage and display size. Most NYC offices have 2 to 4 rooms in this category.
What goes in the room:
What it's good for: The standard conference room. The scheduling panel eliminates double-bookings. The dedicated room system means nobody needs to bring a laptop — meetings start with one tap.
See our Video Conferencing Room Setup service for full details, or request a quote.
Larger rooms need component systems — separate cameras, ceiling microphones, and more powerful speakers.
What goes in the room:
What it's good for: Client-facing rooms, executive meeting spaces, all-hands rooms. Technology is invisible — people walk in and the room just works.
See our Boardroom AV service for full details, or request a quote.
Large presentation spaces with multiple display zones, distributed audio, and professional-grade control systems.
What goes in the room:
What it's good for: Company all-hands, investor presentations, client showcases. Rooms where 25 to 100+ people need to see, hear, and be heard by remote participants.
Town halls are fully custom. Request a consultation and we'll design the system around your space, seating layout, and presentation requirements.
Not every room in the same tier costs the same. Here's what moves the price within each range.
NYC office walls are rarely simple drywall on wood studs. The wall you're mounting a display on affects hardware, tools, and time.
| Wall Type | Impact on Cost | Common In |
|---|---|---|
| Drywall on metal studs | Standard for NYC | New construction (Hudson Yards, WTC, Downtown Brooklyn) |
| Plaster over brick | +$100–$300 for masonry anchors | Pre-war Midtown, SoHo, Flatiron, Chelsea |
| Concrete | +$150–$400 for Tapcon screws and sleeve anchors | Post-war high-rises, FiDi, Midtown East |
| Glass walls | +$200–$500 for floor stand or swing-arm solutions | Modern interiors |
How cables are handled is often the difference between a $5K install and a $7K install in the same room.
Installing AV in a NYC office adds costs that don't exist in suburban markets.
Certificate of Insurance (COI): Your installer must carry general liability and umbrella insurance and provide a certificate to building management before work begins. We're fully insured with general liability and umbrella coverage and send COIs directly to your building — you don't need to coordinate this.
Freight elevator reservation: Equipment can't go through the lobby. Freight elevator windows are often 7–9 AM or 4–6 PM, which constrains scheduling.
Building engineer sign-off: Some buildings require their own engineer to inspect the wall or approve the mounting location before drilling. This can add a day or two.
Cost impact: These logistics are built into our NYC pricing — no surprise add-ons.
Hardware is a one-time purchase. Keeping the system running is where ongoing support matters.
If your company doesn't have dedicated IT personnel, we offer continuous support services:
A single failed meeting with a client because the camera firmware crashed costs more than a year of support. If you don't have IT staff handling this, we do.
Request a consultation to discuss ongoing support for your conference rooms.
This is important: talk to us before you purchase any equipment. Conference room AV systems need to be compatible — the video bar, the display, the scheduling panel, the network infrastructure, and the platform (Zoom, Teams, or Meet) all need to work together.
If you buy equipment before consulting with us, there's a real chance it won't be compatible with your preferred platform or your room's acoustics. We help you select the right equipment for your specific rooms, your platform, and your budget — so nothing gets returned and nothing gets wasted.
Start with your most-used room. Get the mid-tier setup in the room where meetings happen most. Use it for a month, then decide what the other rooms need.
Invest in cable concealment. A $3,000 video bar with cables hanging down the wall looks worse than a $1,500 setup with clean cable management. In-wall routing is the single highest-ROI upgrade.
Plan for the long term. A well-installed system lasts 5–7 years before needing a major upgrade. The cabling, mounts, and infrastructure last even longer. Upgrading later just means swapping the video bar — not redoing the entire room.
Huddle rooms (4–6 people) start from $5,000. Standard conference rooms (6–10 people) start from $7,000. Boardrooms (10+ people) start from $10,000. Town halls (25+ people) start from $25,000. All prices include equipment, labor, and installation.
Everything — equipment, labor, installation, cable management, platform configuration, and testing. There are no separate labor charges. You get a fixed price for the complete room.
We strongly recommend talking to us first. Conference room AV equipment needs to be compatible with your video platform (Zoom, Teams, Meet), your room size, and your network setup. We'll help you select the right equipment so nothing is wasted or incompatible.
A huddle room takes 2–3 hours. A standard conference room takes 3–5 hours. A boardroom takes 5–8 hours. In NYC, add 30–60 minutes for building logistics. Multi-room projects are more efficient per room.
Yes. We're fully insured with general liability and umbrella coverage. We send COIs directly to building management, coordinate freight elevator reservations, and handle any building engineer requirements. You don't need to manage any of the building logistics.
We offer ongoing support services — remote monitoring, firmware updates, maintenance visits, and platform configuration. If your team doesn't have someone handling AV system upkeep, our fulfillment team handles it for you.
Need a price quote for your specific rooms? We install conference room AV systems across NYC — Financial District, Midtown, Brooklyn, and beyond. Request a consultation and tell us how many rooms, what sizes, and what platform your team uses. Our fulfillment team will put together a detailed proposal with equipment recommendations and a fixed price — and help you through design, equipment selection, and implementation.
