How to Set Up a Meeting Room for Hybrid Meetings

Setting up a meeting room is a different job from booking one. Once the room is confirmed, whether the meeting works depends on the ten minutes before anyone arrives. In those ten minutes you decide which laptop runs the call, which microphone stays on, where the camera points and where people sit. This guide explains how to set up a meeting room in that order, using the rooms at OUR HQ in Ibrox as the example. If you haven't booked yet, start with our step-by-step booking guide.

How to Set Up a Meeting Room: The Order That Works

Screen first, then audio, then camera, then chairs. Each step depends on the one before. You can't test the sound until the call is on the screen, and you can't arrange seats until you know where the camera is.

Meeting Room Screen Setup: One Laptop Runs the Call

Every room at OUR HQ has an AV-ready screen, so connecting is quick. The step people get wrong is deciding which device runs the call. Choose one laptop, connect it to the screen, set the display to mirror, and start the video call from that laptop only. People in the room then see remote attendees full size instead of on someone's laptop lid. If you're sharing a document, zoom in until someone at the far end of the table can read it.

Meeting Room Audio Setup: One Live Microphone

This step decides whether remote attendees can follow the conversation. Our rooms have conferencing audio, and that should be the only live microphone and speaker in the room. If a second laptop in the room joins the call with its sound on, you get echo and the feedback howl that eats the first ten minutes. Anyone else in the room who joins the call should mute their microphone and turn off their speakers. Before you start, ask a colleague to dial in while someone speaks from the far end of the table, and close the door.

Where to Put the Camera in a Hybrid Meeting Room

Put the camera at screen height, at the end of the table, so remote attendees see faces rather than the tops of heads. If you're using a laptop camera, raise the laptop on a stand. Close the blinds if anyone is sitting with a window behind them, because strong backlight turns faces into silhouettes.

How to Set Up Meeting Room Seating for Hybrid Calls

Seat people along both sides of the table and leave the screen end open. That way the remote attendees effectively take the head of the table, and everyone in the room faces them. The presenter should stand beside the screen, not in front of it. If you're choosing between rooms, our guide to meeting, conference and training rooms matches each room to the type of session. For workshop layouts, see boardroom and training room hire.

Hourly Office Space Rental When You Don't Have a Room

If your own office has no meeting room, hourly office rental is the simplest fix. You rent hourly office space for as long as the meeting lasts, and the screen, audio and whiteboard are already in place.

Rent Hourly Office Space at OUR HQ

OUR HQ's meeting rooms start at £15 an hour and need no membership. If you're comparing cheap meeting rooms Glasgow providers offer, our post on meeting room hire near you covers what to check beyond the headline rate. For how to book a conference room step by step, see the booking guide.

Hourly Office Space Rental Near Me in Glasgow

OUR HQ is at 24 Fairley Street, Ibrox, three minutes' walk from Ibrox Subway and under ten minutes by Subway from Buchanan Street. There's free street parking outside the building.

Book a room through our meeting rooms page, or call 0141 474 0997.

Frequently Asked Questions

How do I set up a meeting room for a hybrid meeting?

Give yourself ten minutes before anyone arrives. Run the call from one laptop connected to the screen, and keep the room's conferencing audio as the only live microphone. Put the camera at screen height at the end of the table, and seat everyone facing it.

How much does it cost to hire a meeting room at OUR HQ?

OUR HQ has four meeting rooms, priced by the hour. Art seats 4 for £15, Ideas seats 6 for £21, Record seats 8 for £29, and Atlas seats 12 for £39. Atlas can also be booked for a full day at £149. You don't need a membership for any of them.

Which OUR HQ meeting room should I book for a hybrid meeting?

Book for the number of people who will be in the room, not the total on the call. Remote attendees don't need a seat. If four people are in person and six are dialling in, the 4-person Art room at £15 an hour is enough.

What equipment is in the meeting rooms at OUR HQ?

Every room has an AV-ready screen, conferencing audio and a whiteboard. Bring the laptop that will run the call and its charger. Everything else is already set up.

How do I get to OUR HQ in Ibrox?

OUR HQ is at 24 Fairley Street, Glasgow G51 2SN, three minutes' walk from Ibrox Subway station. Buchanan Street is under ten minutes away by Subway, and there's free street parking outside the building.