Measure what the system must see
Record room width and depth, display-wall width, camera-to-furthest-seat distance and the normal direction people face. A nominal six-seat room can be visually harder than a compact eight-seat room.
Field of view affects the nearest seats; resolution and optical design affect the furthest. Use manufacturer planning tools where available, then test the real layout.
Map speech and reflection
Glass, stone and long bare tables reflect sound. Soft furnishings, ceiling treatment and microphone placement can change intelligibility more than a small hardware upgrade.
Mark the furthest speaker position and any seats that face away from the front of the room. Those points are the audio test cases.
Send a useful brief
Give suppliers a floor plan or measurements, photographs of the display wall, the main meeting platform, guest-call frequency and a list of existing equipment.
Ask each supplier to state its assumptions. Comparable inputs produce more comparable recommendations.
Turn the research into a supplier-ready brief.
- Define the room workflow: BYOM, native room or hybrid.
- Record geometry, display position, the furthest seat and acoustic risks.
- List every required inclusion, from cabling and mounts to configuration.
- Compare warranty routing, response ownership and upgrade options.
- Reconfirm stock, prices, delivery and contract terms before ordering.
Questions this guide answers
What is the main recommendation in "Size a meeting room by geometry, not only seat count"?
A wide table, shallow wall or difficult acoustic surface can matter more than two extra chairs.
How should a Malta business use this guide?
Use the framework to brief suppliers, compare the full room outcome and document assumptions before ordering. Give suppliers a floor plan or measurements, photographs of the display wall, the main meeting platform, guest-call frequency and a list of existing equipment.
Should prices and availability be reconfirmed?
Yes. Product prices, stock, support and commercial terms may change after 23 July 2026. Confirm the final offer directly with the supplier.
Compare the ranked suppliers or ask for a practical Conferans product and quotation route.