How Much Does a Meeting Room AV Setup Actually Cost in the UK?
- SPOR Group
- 13 hours ago
- 6 min read
How much does a meeting room AV setup really cost in the UK? Huddle rooms to boardrooms - honest price ranges, hidden costs and action steps. By Chelsea Boden | updated 2026
You've been asked to sort the AV for a meeting room. Maybe a few meeting rooms. You've looked online, spoken to a couple of suppliers, and come away more confused than when you started. One quote says £4,000. Another says £22,000. Nobody seems to be measuring the same thing.
This guide cuts through that. Below, you'll find real price ranges for UK meeting room AV setups in 2026, broken down by room type, with a clear explanation of what's actually included and what tends to get left off quotes until it's too late.
If you want a personalised figure before you read on, the SPOR AV Price Estimator will give you a ballpark in under two minutes based on your specific setup.
Why AV Quotes Vary So Much
The honest answer is that meeting room AV is not a commodity. A huddle room for four people in a co-working space has completely different requirements to a 20-seat boardroom in a law firm. The same camera and screen will behave very differently depending on room acoustics, ceiling height, lighting and how the space is actually used.
The other factor is what the quote includes. Many suppliers will give you a hardware-only figure, leaving installation, cabling, configuration, commissioning and ongoing support as separate line items. When those get added in, the number changes substantially.
Before comparing quotes, visit the SPOR Learning Centre for a guide on reading AV proposals so you know what questions to ask.
ACTION: Before requesting any quotes, get clear on these three things:
Action Steps |
1. Room size and how many people typically use it |
2. Whether you need Microsoft Teams, Zoom or platform-agnostic setup |
3. Whether you want the supplier to handle ongoing support or manage it internally |
UK Meeting Room AV Costs: Real Price Ranges by Room Type
The figures below represent fully installed systems. They include hardware, labour, cabling, configuration and basic commissioning. They do not include VAT, ongoing support contracts or integration with room booking platforms.
All prices are ex-VAT and based on standard UK commercial office environments.
Room Type | Low End | High End |
Huddle Room (2-4 people) | £3,500 | £7,000 |
Small Meeting Room (4-8 people) | £7,000 | £15,000 |
Medium Meeting Room (8-14 people) | £12,000 | £25,000 |
Boardroom (14+ people) | £20,000 | £50,000+ |
Training Room / Large Space | £25,000 | £80,000+ |
Rooms with unusual structural features, specialist acoustic treatment, or complex integration requirements will push costs towards the top of each range or beyond it.
What Drives the Cost Up
Understanding the cost levers helps you make smarter decisions about where to spend and where to save.
Display size and type
A commercial-grade display for a small room costs between £500 and £2,000. For larger spaces, a 75-86 inch screen will push that to £2,000-£5,000. Video walls for large boardrooms or reception areas start at around £15,000 just for the hardware.
Camera and audio quality
A basic USB camera with a built-in mic will do the job in a small huddle room. For anything larger, a dedicated conferencing camera with auto-framing and ceiling-mounted microphones changes the experience considerably and adds £1,500-£4,000 to the bill.
Platform certification
Devices certified for Microsoft Teams Rooms or Zoom Rooms carry a premium. Neat hardware, for example, typically sits between £3,500 and £8,000 per room in hardware alone, but it delivers a noticeably cleaner out-of-box experience and reduces setup time.
Control systems
A touch panel for room control adds £500-£3,000 depending on the manufacturer. If you want integrated control across lighting, blinds and booking systems, that figure rises to £3,000-£15,000. Crestron systems, which are common in multi-room estates, add a further 20-40% to overall project costs but offer a level of control capability that simpler systems cannot match.
Installation complexity
A straightforward wall mount in a modern office costs far less than a ceiling installation in a listed building or a room that requires structural modifications. Labour for a standard small meeting room installation runs from around £1,000 to £2,500. Complex installs can reach £10,000-£30,000 in labour alone.
ACTION: Ask every supplier to itemise their quote into these categories:
Cost Breakdown Checklist |
Hardware (list each component separately) |
Installation and labour |
Cabling and infrastructure |
Configuration and commissioning |
First-year support or warranty terms |
Any software licences or platform subscriptions |
Want to know more? Watch the video below...
The Costs Most Budgets Miss
Ongoing maintenance and support
Annual support contracts typically run at 8-12% of the total equipment value. On a £20,000 boardroom installation, that means £1,600-£2,400 per year. Without one, a single emergency callout and repair can easily cost more than a full year of preventative cover.
The SPOR Learning Centre has a useful guide on what to look for in an AV support contract before you sign anything.
Software licences
Microsoft Teams Rooms licences, room booking integrations and device management platforms all carry recurring annual costs. Factor in £200-£600 per room per year depending on the platforms involved.
Network infrastructure
If your existing network cannot support the bandwidth and quality-of-service requirements for video conferencing, you may need to upgrade switches or cabling before any AV equipment goes in. This cost is almost never included in an AV quote.
Training and user adoption
The technology is only useful if people know how to use it. A proper handover, user guides and at least one training session should be part of what you agree upfront, not an afterthought.
Getting the Most From Your Budget
A few practical principles that make a measurable difference:
• Standardise where you can. Using the same hardware across multiple rooms reduces unit costs, simplifies support and makes it easier for staff to use any room without relearning the setup.
• Do not underspec audio. Poor sound quality is the thing people notice most in video calls. If you have to trade off somewhere, do it on screen size before microphones and speakers.
• Plan for the network first. Installing AV into a network that cannot support it reliably wastes the investment from day one.
• Get at least three fully itemised quotes. Vague quotes make comparison impossible. If a supplier will not break down costs by category, that tells you something.
• Ask about refresh cycles. Commercial AV equipment typically has a useful life of five to seven years. Understanding what replacement looks like at the outset helps with long-term budgeting.
ACTION: Get your personalised estimate now:
Get a Ballpark Figure in Under 2 Minutes |
Head to the SPOR AV Price Estimator |
Select your room type and specification |
Get a realistic cost range based on real UK market pricing |
A Quick Word on Brands
The UK market is dominated by a handful of manufacturers, and the choice of brand does affect both cost and experience.
Logitech is the most widely deployed brand in UK enterprise AV. It sits at the accessible end of the market, with hardware typically ranging from £2,000 to £6,000 per room, and it works reliably across different room sizes and platforms.
Neat devices are built specifically for Microsoft Teams and offer a premium, design-led experience. Hardware costs between £3,500 and £8,000 per room, but the setup is clean and the reliability track record is strong.
Crestron is the standard choice for complex, multi-room estates where centralised control infrastructure matters. It adds 20-40% to overall project costs but offers capability that simpler systems cannot replicate at scale.
None of these is inherently right or wrong. The right choice depends on your room sizes, platform requirements, IT capability and what you are prepared to spend on ongoing support.
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The Bottom Line
Meeting room AV in the UK ranges from around £3,500 for a basic huddle room setup to well over £50,000 for a fully specified boardroom. The hardware is rarely the expensive surprise. It is the installation complexity, the support contracts you did not budget for, and the network upgrades that nobody mentioned that tend to push projects over budget.
Go in with a clear brief, insist on fully itemised quotes, and do not forget to budget for the first year of support before you start comparing hardware costs.
Ready to get a real number for your space? Use the SPOR AV Price Estimator to get a personalised cost range in under two minutes.
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