Top 5 meeting room equipment must-haves for 2025

In recent years, the way we meet has changed dramatically, and so has the technology that powers those meetings. Whether you’re in a boardroom, a huddle room or a flexible collaborative workspace – the right meeting room equipment can be the difference between a smooth, productive session and a frustrating experience that wastes everyone’s time.

Expectations are higher than ever, and with hybrid working here to stay, teams need reliable meeting room AV equipment that bridges the gap between in-room participants and remote colleagues. Businesses are seeking reliable solutions that enhance the entire meeting experience, from crystal-clear audio and video to user-friendly controls that work every time.

Investing in the right equipment for meeting rooms can improve communication, increase efficiency and strengthen your professional reputation, but with new innovations constantly coming to market, it can be difficult to know where to start.

To make things a little easier, we’ve pulled together our top 5 must-have products that will transform your meeting spaces.

These are the solutions we recommend most often to clients who want high-quality video conferencing solutions, intuitive controls and technology that works seamlessly across different room sizes.

Why is having the right equipment in your meeting room crucial to the success of your business?

Without reliable AV equipment, communication quickly breaks down, with poor audio quality, unreliable connections or difficult-to-use systems all getting in the way of what’s important.

When you invest in the right video conferencing equipment for meeting rooms, you create an environment that fosters better collaboration, easier (and instant) connection, shares content clearly and helps decision makers act more quickly.

Professional image also plays a big role – with today’s clients and partners all expecting seamless conference room experiences. Modern and trustworthy meeting room equipment projects confidence and shows that your business is forward-thinking and committed to efficiency.

With many people still asking, “Does working in the office increase productivity?”, the answer often depends on how well the office is equipped. A workspace with intuitive, user-friendly AV tools encourages people to come in, knowing they can collaborate effectively without distraction or disruption.

Let’s break down the Top 5.

Here’s Viewpoint AV’s pick of the Top 5 Meeting Room Equipment Must-Haves for 2025. These products and features are leading the way in making meetings smoother, smarter and more productive.

1. ClickShare Hub

ClickShare Hub is one of the most exciting innovations of 2025. Built on the Microsoft Devices Ecosystem Platform (MDEP), it represents a shift from traditional all-in-one Android systems to a modular, future-ready platform.

What makes it stand out is the simplicity it brings to hybrid meetings. With a single tap on the ClickShare Control Panel, participants can launch their meeting using Teams as the video conferencing platform, with no complex setup or wasted time.

For businesses managing a mix of small meeting rooms and larger spaces, the Hub delivers flexibility and ensures every meeting starts without a hitch. It’s a powerful choice for organisations that want consistency across spaces and a solution that grows with them.

Read more about control systems and how they improve meeting flow.

2. Crestron 1Beyond

Cameras are commonly the weakest link in a meeting setup, but Crestron’s 1Beyond changes that. The latest version now supports up to five cameras without the need for an Automate VX server, as well as dual-camera setups for group framing and presenter tracking.

This means the technology automatically adjusts to the flow of the meeting, ensuring everyone is seen and heard without manual control. In large conference rooms, or even flexible spaces where participants move around, this creates a much more natural and engaging meeting experience, particularly when combined with high-quality acoustics to ensure speech is always clear.

For businesses where presentations and collaboration are central, Crestron 1Beyond provides a professional finish that makes every meeting feel seamless.

3. LG & BrightSignOS

Displays are at the heart of every meeting room equipment checklist, and the new LG UHD signage displays running BrightSignOS take visuals to the next level. Announced in early 2025, these displays combine LG’s reputation for high-quality panels with BrightSign’s powerful operating system, and are a smart choice for businesses looking to future-proof their AV investments, with BrightSignOS offering advanced management tools and integration options.

The result is digital signage that’s reliable, scalable and perfect for both small huddle rooms and large corporate spaces. For internal communication purposes, client presentations or interactive digital signage, these displays also deliver clarity and impact, especially when paired with solutions such as sound masking to keep conversations private and distraction-free.

4. Yealink AV ONE

If you’re looking for a unified platform, Yealink AV ONE is one of the most complete ecosystems on the market, bringing together audio, video, control and management into a single scalable solution that adapts to everything from small huddle rooms to large divisible or multi-purpose spaces.

What sets it apart is its ability to simplify the deployment of complex setups. By leveraging Yealink’s video conferencing devices, AV ONE reduces the time and cost involved in managing larger projects, resulting in a user-friendly platform that delivers a consistent experience across different room types and integrates smoothly with tools like room and desk booking systems for smarter workplace management.

If your business is aiming to standardise meeting room AV equipment across multiple sites, Yealink AV ONE is a practical and future-proof option.

5. Microsoft Teams Rooms – Live Transcription

While the other products in this list are hardware-based, this final addition is a feature that has quickly become a must-have in 2025. The latest Microsoft Teams Rooms update introduced live transcription, allowing participants to start, stop and view transcripts directly from their meeting room devices.

With features like language translation and side-by-side viewing, it breaks down communication barriers and makes meetings more inclusive, which, for international teams or businesses with accessibility requirements, is a game-changer!

IT administrators can also manage permissions centrally, ensuring data is controlled while still providing flexibility for users. Combined with the other technologies in this list, live transcription ensures your meeting room equipment truly supports global collaboration.

Learn more about our MS Teams & Zoom services or read our guide on Microsoft Teams vs Zoom to find out more.

Speak to the experts

Choosing the right meeting room equipment can feel like a daunting task, but Viewpoint AV can help. We specialise in designing and delivering solutions that match your space, your team, your goals and importantly – your budget. From video conferencing solutions to acoustics and ongoing support, we’ll help you create meeting spaces that work exactly as you need them to. Contact our team today.