Setting up Zoom Rooms and conference room systems requires careful planning of both software configuration and hardware integration. The process involves purchasing a Zoom Rooms license, selecting compatible hardware (displays, cameras, audio equipment, and control devices), and configuring the system through the Zoom admin portal. Most setups follow a structured approach: acquiring certified hardware, installing the Zoom Rooms software on a dedicated computer/tablet, and connecting all components to a stable network. Advanced features like one-touch meeting joins, calendar integration, and wireless content sharing can be enabled once the basic setup is complete.

Key findings from the sources include:

• Three core steps: Configure Zoom Rooms in the admin portal, connect hardware (displays, cameras, microphones), and install the Zoom Rooms software on Mac/Windows/iPad/Android devices ^[1].
• Essential hardware: Displays (LG, Apple), computers (Mac mini, Intel NUC), cameras (Logitech Rally Bar, Poly Studio X50), and audio systems (Shure Stem Ecosystem, Meeting Owl Pro) are recommended for optimal performance ^[2][4][8].
• Setup workflow: Mount equipment, establish network connections, install software, and integrate calendar services (Google/Microsoft) for scheduling ^[2][6].
• Deployment options: Zoom offers professional services for site surveys, hardware recommendations, and on-site/remote deployment assistance ^[1].

Zoom Rooms and Conference System Setup Guide

Hardware Selection and Room Preparation

The foundation of a functional Zoom Room lies in selecting certified hardware and preparing the physical space. Start by assessing the room’s size, attendee capacity, and use case (e.g., boardroom, classroom, or hybrid meetings). Zoom-certified hardware ensures compatibility and optimal performance, with options ranging from all-in-one appliances like the Logitech Rally Bar or Neat Board to modular setups with separate cameras, microphones, and speakers ^[4][9].

Key considerations for hardware selection:

• Displays: Dual or single 4K monitors (e.g., LG UltraFine, Apple Pro Display XDR) are recommended for clarity. Larger rooms may require 75-inch or 86-inch screens for visibility ^[2][9].
• Computers: Dedicated mini-PCs (Mac mini, Intel NUC) or Zoom Rooms appliances (e.g., Poly Studio X50) run the Zoom Rooms software. Ensure the device meets Zoom’s minimum specifications for processing power and memory ^[2][6].
• Cameras: 4K conferencing cameras with auto-framing (e.g., Owl Labs Meeting Owl Pro, Yealink A30) or PTZ (pan-tilt-zoom) capabilities improve participant visibility. For large rooms, cameras with smart galleries (individual participant tracking) are ideal ^[4][8].
• Audio systems: Ceiling microphones (Shure MXA910), speakerphones (Poly Sync 20), or ecosystem solutions (Stem Audio) minimize echo and background noise. Acoustic treatments may be needed for rooms with poor sound absorption ^[2][6].
• Control devices: iPads or Android tablets running the Zoom Rooms app serve as touch controllers for starting meetings, adjusting volume, and sharing content ^[1].

Room preparation steps:

• Mount displays at eye level (42–48 inches from the floor) and position cameras at a height that captures all participants without obstructions ^[2].
• Ensure network connectivity via Ethernet (recommended for stability) or Wi-Fi 6 with a dedicated SSID for conferencing traffic ^[6].
• Test power outlet locations to avoid cable clutter and ensure all devices can remain powered on ^[9].

Software Configuration and Deployment

Once hardware is installed, configure the Zoom Rooms software through the Zoom admin portal. This involves creating the room in your Zoom account, assigning a license, and linking it to your calendar system (Google or Microsoft Exchange). The software setup is divided into two phases: initial configuration and feature customization.

Steps for software configuration:

1. Add the Zoom Room to your account: - Log in to the Zoom web portal as an admin and navigate to Room Management > Zoom Rooms. - Click Add Room, enter a name (e.g., "Conference Room A"), and select the room type (e.g., "Conference Room" or "Huddle Space") ^[5]. - Assign a Zoom Rooms license (purchased separately) and integrate with your calendar service to enable scheduling displays ^[1].

1. Install the Zoom Rooms software: - Download the Zoom Rooms for Conference Room app on the dedicated computer (Windows/macOS) or tablet (iPad/Android) from the Zoom Download Center. - Sign in using the room’s credentials (generated during the "Add Room" step) and select the appropriate audio/video devices in the app settings ^[1][6]. - For appliances like the Neat Board or DTEN D7, the Zoom Rooms software is pre-installed; simply activate the device via the admin portal ^[4].

1. Customize settings and features: - Enable one-touch join to start meetings with a single tap on the controller tablet ^[8]. - Configure wireless content sharing (AirPlay, Miracast, or Zoom’s native sharing) to allow participants to present from their devices ^[4]. - Set up scheduling displays to show room availability and upcoming meetings on a secondary screen outside the room ^[1]. - Activate smart gallery (for multi-camera setups) to display individual participants in a grid view ^[6].

1. Test and deploy: - Conduct a test meeting to verify audio/video quality, screen sharing, and calendar integration. - Use Zoom’s Professional Services for on-site assistance if needed, including hardware tuning and user training ^[1].

Common setup styles and their requirements:

• Boardroom: Single large display, premium audio (e.g., Stem Ceiling), and a PTZ camera for 6–12 participants ^[9].
• Huddle space: Compact all-in-one device (e.g., Poly Studio X30) for 2–4 people with a small touch controller ^[4].
• Classroom/Auditorium: Multiple cameras (one for presenter, one for audience), ceiling mics, and a confidence monitor for the speaker ^[9].