The Guide to Meeting Room Digital Signage

Booking confusion, double-ups, and no-shows are all too common, especially in shared spaces like co-working hubs or conference centers. But that's why we have digital signage for meeting rooms. It's an effective way to display conference and meeting room availability at a glance, while also providing critical information like wayfidning, instructions for booking a space, and even room usage information.

In this guide, we’ll break down exactly what conference room signage is, the different types of displays you can use, and how to get everything set up with minimal fuss. So whether you’re managing a fast-paced office or a multi-room conference center, you’ll have the tools you need to keep things running smoothly.

What is meeting room signage?

These are display screens used to display whether a room is booked or available, and any details of upcoming bookings. Typically these meeting room signs are found outside the actual meeting rooms, but can also be a single central screen which specifies which rooms are available or shows booking schedules.

Digital conference room signage can also be seen in college campuses, displaying which lecture halls or conference rooms are in use. They can also be found in hotels and conference centers, libraries and even health spas or fitness centers.

Other forms of meeting room signage might also include the TV screens inside the meeting room. This can be connected to your digital signage network which can then display content for business meetings, such as data dashboards or documents.

Read More: How Digital Signage is Changing Conference Room Scheduling.

Types of meeting and conference room displays

When people talk about meeting room or conference room digital signage displays, they can mean several different things, including screens both inside and outside the room itself

To summarize, digital meeting room signage can include:

Conference room availability screens

These digital meeting room signs do exactly what the name suggests - show you whether or not a meeting room is available. Some might also show how long the room will be occupied, when the next booked meeting is, and how you can reserve a spot.

Some touch-screen-enabled displays also offer room booking features, saving a few steps when reserving a room.

Presentation screens

In-office displays are usually more flexible and can be used for several purposes, including of course, as meeting room displays.

Here, the splash screen can display the upcoming booking on the screen, but the display can then be used for the meeting itself. For example if the speaker wants to puts up their slides or display KPIs met in the last week and new goals for everyone to chase.

When mounted inside an office, your screens can also be used for: 

• Digital bulletin boards to share announcements and internal news
• Training and education purposes to deliver bite-sized information
• Team/project status displays to update the team on current progress
• Displaying live video or presentations such as an all hands or town hall meeting

Wayfinding displays

Meeting room signage displays are also a useful way to help people navigate, especially in large buildings with multiple conference rooms. People who show up at the wrong room can quickly see that it’s occupied and use information readily available on the screen to find their way to the right place.

Read more: Wayfinding Digital Signage

Why more businesses should use meeting room signage

Meeting room signage plays a critical role in managing meeting space and conference room bookings, ensuring that meetings run smoothly. But it goes beyond that...

Efficient room management

Having a central database for room bookings and a convenient way to access the information means that employees can avoid confusion on what rooms are available at what time. Anybody with access can easily see real-time availability and bookings for specific rooms and plan accordingly.

Increased productivity

Meeting space digital signage can also help small processes that boost productivity in a big way. For example, if anyone can quickly identify what rooms are available, they can make concrete plans, update the rest of the team, show up to meetings on time, and finish on time!

Uninterrupted meetings

When used properly, signage can also ensure that ongoing meetings occur without interruptions because everyone already knows which conference rooms are occupied and which ones are available. 

Integration with other vital systems

A digital signage network also makes it easy to connect multiple systems together and avoid certain compatibility issues. Say you’re using a solution like ScreenCloud. You could easily access other integrations, from calendars to Zoom and Microsoft Teams and display content both on your conference room screens, inside the conference room itself and on digital display screens in the office.

That means everyone can stay synced, and remote workers could potentially fold into business meetings much easier, enhancing remote work.

Presenting key information

Investing in digital signage doesn’t just mean a service that can display bookings and availability; it can also be a platform for presenting essential information.

It might be for streaming video conferences, connecting other devices to share information or even pulling real time information from your software or other readily available data.

Plus, you can use your screens during other kinds of meetings to communicate appropriate information. During town hall meetings, screen images could display employee recognition boards and information on the company’s specific direction.

Or, you could show polls and Q&A tools during a brown bag presentation. 

Key features of meeting room displays

Meeting room digital signage is pretty simple – a screen powered by digital signage software hung outside a meeting room. Right?

But to get the most productivity and efficiency out of your meeting room signage, it needs to tick a few boxes.

Functional CMS

The content management system is a big part of digital signage, and with conference room management, you want a way to easily create as many displays as you need for your rooms. 

Depending on your office’s branding, you may also want customizable displays, complete with logos, specific themes, or simply the name of the meeting room. An enterprise digital signage solution such as ScreenCloud is designed to help you easily manage your office displays including signage for conference rooms and much more.

Integration with other solutions

A great meeting room digital signage solution should sync with the office calendar or booking software seamlessly so that anyone can quickly and easily access information, whether that’s looking up rooms occupied or discovering last-minute cancellations.

Easy to book meetings

This is perhaps the most important part of your meeting room digital signage because employees should be able to handle room booking without messaging IT, and they should be able to cancel them just as easily.

Take ScreenCloud’s Meeting Room app, for instance. Once set up, it integrates seamlessly with your calendar, whether that’s Google or Outlook. Then, team members can easily pop into their calendars, create a meeting, and choose a meeting room. It’s that simple.

Employees can also book meeting rooms as easily as scanning QR codes on other devices like mobile phones. It really should be as easy as setting up a virtual meeting.

Read more: Benefits of Meeting Scheduling Digital Signage

Informative at a glance

What about when a meeting room is occupied? Will your people have to scroll, navigate, scan, and swipe before confirming this?

A great system would show all the relevant information at a glance. For example, an occupied meeting room screen can show orange while an available one shows green.

What kind of screen is best for your conference room display?

Broadly speaking, any kind of screen that can connect to the internet will do for your meeting room display – tablets, smart TVs or regular TVs with a media player.

But depending on your team’s needs, you may opt for different kinds of displays. Here are the most popular screens for a meeting room schedule display:

Tablet

For a sign outside the room, a simple Android tablet or Amazon Fire HD makes a cost effective choice. A 10 inch tablet is best for at a glance visibility, and these screens can be easily mounted outside the relevant rooms.

TV or Computer Monitors

Regular screens such as TVs are the baseline of the digital signage world and can be easily hooked up to digital signage solutions. These can be positioned above the meeting room door and clearly display details from the booking schedule or room name to general announcements.

There are many different types of display, from consumer-grade products like Amazon Fire TV 2-Series to high-end displays like the Sony BRAVIA series.

Read more about which TVs are suitable for digital signage.

Centralized scheduling displays

These are larger screens placed in lobbies or common areas of the office. They provide a comprehensive overview of important information, including a schedule of all meeting rooms, directions to meeting rooms, and possibly instructions on reserving a room.

These displays often feature wide viewing angles, ensuring visibility from different positions within the area. As such, you'll need a larger TV screen which can be placed in a central location.

Displays like these are perfect for large offices, university campuses, co-working spaces or conference centers with multiple meeting rooms.

How to set up your meeting room signage for success

Step 1: Install ScreenCloud’s digital signage software 

If you have a smart TV, you can install the ScreenCloud app from the app store after signing up for a free 14-day trial. If you use a regular TV, connect a streaming media player such as the Google Chromecast or our own ScreenCloud PIXI, and install the app.

Pro tip: ScreenCloud also supports Zoom Rooms, Microsoft Teams Rooms and Google Workplace.

Step 2: Log into your ScreenCloud account and set up your meeting room

Through ScreenCloud’s meeting room app, you can give your meeting room a name and add it to your Google or Outlook calendar. You’ll also need to connect ScreenCloud to your organization's calendar so that bookings can be automatically synced, keeping everyone updated on available conference rooms.

Step 3: Set up your screen for multiple purposes

We’ve talked about how you can use meeting room screens for presentations, in-office displays, and many other purposes. This means you’ll need to add the meeting room schedule display to a channel or playlist so that your screen can cycle between several uses.

You can easily do this by navigating to “Channel” options within your ScreenCloud app and selecting an existing or new channel.

The option is available to pick a time when the meeting room schedule will show up on the screen, or, you can let ScreenCloud cycle show the content when the room is scheduled to be used.

Step 4: Incorporate helpful integrations

Based on your company’s needs, it may be important to set up your screen for other purposes. For example, you may want a wayfinding display on the screen for easy navigation, or a ready-to-go digital whiteboard for collaborative meetings.

The good news is that ScreenCloud has 80+ apps and integrations available for your business. Once you install these, you can cycle between screens using the Channel feature.

Read more about the benefits of meeting room digital signage.

Step 5: Train employees on using room signs

Creating and managing meeting room bookings is quite straightforward, but it may be worth it to show employees how to use the system. Your business can put together a training session to quickly run through the details or reach out to ScreenCloud support for some help.

Try SceenCloud’s meeting room signage solution

Your meeting room signage isn’t just a fancy screen outside the conference room; it’s a way to facilitate meetings without confusion and delays. Plus, the fact that you can use the screens for presentation and team communication makes it a must-have for your business.

ScreenCloud offers industry-leading solutions for offices that integrate seamlessly with existing software while giving you access to the full power of digital signage.

Sign up for a free trial today or book a demo to learn more.