How Much Does a Presentation-Only Meeting Room Cost? Your 2026 Pricing Guide

If your meeting rooms don't need video conferencing, no Teams, no Zoom, no remote participants, you don't need to pay for it.

Sounds obvious. But you'd be surprised how many businesses spec a full UC setup for rooms that are purely used for internal presentations, training sessions, or client briefings where everyone's in the room.

This guide is specifically for presentation-only setups. No cameras. No microphones. No conferencing kit. Just a clean, reliable system that lets you walk in, connect, and present. Job done.

What Is a Presentation-Only Room?

Simple. It's a meeting room where the primary function is sharing content on a screen. Think training rooms, boardrooms used for internal all-hands, client showrooms, or breakout spaces where the team gathers around a display to review work.

You still need a proper setup, display, mounting, cabling, control but you're not paying for the conferencing layer on top.

The result? Significantly lower cost per room. And if you've got a large estate, that difference adds up fast.

The Three Setup Options

There are three ways to approach a presentation-only room, and the right choice depends on how your teams work.

Wired Presentation — the simplest and most cost-effective. A cable on the table, plug in your laptop, content appears on the screen. No wireless dongles, no apps, no faff. Reliable. Fast. Exactly what it says on the tin.

Wireless via Barco — no cables required. Walk in, tap the button on the Barco dongle, present wirelessly. Barco is the gold standard for wireless presentation in enterprise environments. Slightly more complex to manage but a much cleaner user experience.

Wireless via Crestron — similar concept to Barco but sits within the Crestron ecosystem. If you're already running Crestron control infrastructure across your estate, this is often the logical choice for consistency and centralised management.

The Pricing Breakdown

All prices below are guide figures covering full supply and installation. A site survey is required before any final quote is confirmed.

Wired Presentation

Huddle Room (2–4 People) — Guide Price: £2,000 – £2,500

The entry point. A display, a wall or table mount, and a single wired connection point. Ideal for informal spaces where two or three people need to quickly share a screen. Nothing fancy. Nothing that can go wrong.

Small Meeting Room (6–8 People) — Guide Price: £2,400 – £2,950

Step up the display size, add a proper mount and cable management, and you've got a clean, professional setup for a standard meeting room. Most used room type in any office estate. Get this right and you'll save your IT team a lot of call-outs.

Medium Meeting Room (10–12 People) — Guide Price: £2,950 – £3,600

At this size the display needs to be larger or you start losing the people at the back. Audio isn't a factor here — presentation only — but the display spec matters. Don't go cheap on screen size in a 10-person room.

Large Meeting Room (14–16 People) — Guide Price: £3,700 – £4,500

Rooms at this scale often benefit from dual displays, or a larger format single screen positioned correctly for sightlines across the full table. The installation complexity increases, but the core concept stays simple.

Extra Large Meeting Room (18–20 People) — Guide Price: £5,000 – £6,100

At this scale you're looking at a proper presentation environment. Dual display setups become almost essential, and the display positioning needs planning to ensure every seat has a decent view.

Wireless Barco

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Huddle Room (2–4 People) — Guide Price: £2,400 – £2,900

Add the Barco wireless layer and the price increases modestly, but the user experience improves significantly. No cables to hunt for, no wondering if the HDMI adaptor is in the drawer. Walk in, click the button, present.

Small Meeting Room (6–8 People) — Guide Price: £2,750 – £3,350

Same principle, slightly larger room spec. Barco handles multi-user wireless well — useful if different people around the table need to share content during the same meeting.

Medium Meeting Room (10–12 People) — Guide Price: £3,300 – £4,050

The wireless benefit really starts to show at this size. Nobody wants to pass a cable around a 10-person table. Barco solves that cleanly.

Large Meeting Room (14–16 People) — Guide Price: £4,500 – £5,500

Extra Large Meeting Room (18–20 People) — Guide Price: £5,900 – £7,200

Wireless Crestron

Huddle Room (2–4 People) — Guide Price: £2,900 – £3,550

Small Meeting Room (6–8 People) — Guide Price: £3,250 – £3,990

Medium Meeting Room (10–12 People) — Guide Price: £3,800 – £4,650

Large Meeting Room (14–16 People) — Guide Price: £5,450 – £6,650

Extra Large Meeting Room (18–20 People) — Guide Price: £6,750 – £8,300

Crestron sits at the premium end. The reason businesses choose it isn't the hardware in isolation — it's the ecosystem. If your estate is already Crestron-controlled, adding presentation capability through the same platform gives you centralised management, consistent user experience across every room, and a single point of contact for support.

Wired vs Wireless — Which Should You Choose?

Honestly? It depends on two things: how your people work and how much you value simplicity of management.

Wired is more reliable. There's nothing to update, nothing to re-pair, nothing to configure. Plug in, present. If your rooms are used by internal teams who know the setup, wired is often the right call.

Wireless wins on user experience, particularly in rooms with visitors or where multiple people present from the same meeting. No cable hunting, no adaptor anxiety. And in boardrooms or client-facing spaces, the cleaner aesthetic matters.

The Barco vs Crestron question usually comes down to what's already in your building. If you're starting fresh, Barco is typically the more cost-effective wireless option. If Crestron is already embedded in your infrastructure, consistency often wins out.

What's Included in These Prices?

All of the above cover hardware supply, professional installation by accredited engineers, commissioning, and basic user handover.

What's not included: ongoing maintenance, remote monitoring, firmware management, or warranty tracking.

The Part Most People Overlook

Here's the thing. You can spend £6,000 on a meeting room and have it fail on the morning of your most important client call. Not because the kit was bad, but because nobody was watching it.

AV systems need management. Firmware updates, health monitoring, fault detection. Without that, you're flying blind.

That's where SPORTrack comes in. It's our remote monitoring platform that watches your AV estate around the clock, flags issues before they become failures, and gives your IT team full visibility across every room in every location.

A well-installed room without monitoring is like a car without a dashboard. It might run fine.

Until it doesn't.

Want to see what SPORTrack looks like in a live environment? Check it out here