Understanding AV Costs for Meeting Rooms in the UK (2026)
- Chris Gore
- Mar 30
- 6 min read
Updated: May 5
You've been tasked with pricing the AV for your meeting rooms. After some research and a few quotes, you've likely noticed a common theme: clear answers are hard to find. This guide aims to change that.
No vague "it depends" responses, no glossy brochure pricing, and no hidden agendas. Here, you'll find real numbers, honest context, and a clear explanation of what drives the cost of a meeting room AV system in the UK in 2026.
Whether you're outfitting one room or a hundred, read this before contacting any suppliers. If you want a quick, personalized estimate, the SPOR AV Pricing Estimator can provide a ballpark figure based on your room type and specifications.
Why AV Pricing Varies So Much
A four-person huddle space in a co-working office has different requirements than a 20-seat boardroom in a financial services firm. This isn't a cop-out; it's simply the reality of the technology landscape.
However, several consistent variables determine where any project falls on the pricing spectrum:
Room Size and Layout: Larger rooms require more powerful displays, additional speakers, and wider-angle cameras.
Room Usage: A room used solely for presentations is cheaper to equip than one used for hybrid video calls with remote participants.
Technology Platform: Microsoft Teams Rooms, Zoom Rooms, and bespoke setups have different hardware requirements and licensing costs.
Hardware Brand: Brands like Yealink, Logitech, Neat, Crestron, and Cisco are at various price points.
Installation Complexity: Factors such as cable runs, ceiling mounting, and structural constraints significantly affect labor costs.
Integration Needs: Does the AV system need to connect to room booking platforms, existing control systems, or building management software?
Ongoing Support: Consider whether you want remote monitoring, proactive maintenance, and managed services beyond the initial installation.
If you've read Why Your Meeting Room AV Budget Is Probably Wrong, you know that the most common mistake organizations make is pricing the hardware while overlooking everything else. Keep this in mind as you review the numbers below.
UK Meeting Room AV Costs by Room Type (2026)
The table below outlines realistic price ranges for a fully installed, ready-to-use AV system. This includes hardware, installation, configuration, and commissioning. These figures do not represent equipment-only costs.
Room Type | Budget | Mid-Range | Premium |
Huddle Room (1–4 people) | £3,000 – £5,000 | £5,000 – £9,000 | £9,000 – £15,000 |
Small Meeting Room (4–6) | £5,000 – £8,000 | £8,000 – £14,000 | £14,000 – £22,000 |
Medium Boardroom (8–12) | £9,000 – £14,000 | £14,000 – £22,000 | £22,000 – £40,000 |
Large Conference (12+) | £14,000 – £20,000 | £20,000 – £35,000 | £35,000 – £70,000+ |
Presentation / Training | £4,000 – £7,000 | £7,000 – £13,000 | £13,000 – £25,000 |
All figures are *ex-VAT
and assume a standard UK commercial office environment. Unusual structural constraints, specialist acoustic treatment, or complex integration will push costs toward the top of each range.
What's Actually Included in an AV Installation Cost?
This is where most quotes fall apart. You receive a number, assume it covers everything, and then find out mid-project that it doesn't. Here's what a properly scoped AV installation should always include.
The Hardware
Display screen or interactive flat panel
Video conferencing camera (wide-angle or PTZ depending on room size)
Microphone system (tabletop, ceiling, or beamforming array)
Speaker system (in-built or external depending on room acoustics)
Controller or touch panel for room management
Compute device (mini PC, Teams Rooms kit, or codec)
Cabling and connectivity infrastructure
Installation and Commissioning
Physical installation and mounting
Cable management and concealment
System configuration and platform integration
User acceptance testing
Handover and basic user training
What is not typically included at the base price: room booking system integration, bespoke acoustic treatment, furniture modification, ongoing remote monitoring, or managed service contracts. These are worth asking about upfront before you sign anything.
AV Hardware Brands and What They Cost
Brand choice is one of the biggest factors affecting final project cost. Here's a plain-English summary of where the main players stand in 2026.
Yealink — The Value Entry Point
Yealink has rapidly gained traction in the UK enterprise market. It represents the most cost-effective route into a certified Teams Rooms or Zoom Rooms environment. Hardware-only costs typically range between £1,500 and £4,500 per room, depending on configuration. The full Yealink pricing guide covers each room type in detail.
Logitech — The Proven Middle Ground
Logitech is the most widely deployed brand in UK enterprise AV, and for good reason. Reliable, well-supported, and highly versatile across room sizes. Hardware typically ranges from £2,000 to £6,000 per room. See the Logitech meeting room pricing guide for a full breakdown.
Neat — Premium Teams-Native Performance
Neat devices are purpose-built for Microsoft Teams and deliver a polished, design-led experience. They sit at the premium end of the market, with hardware typically priced between £3,500 and £8,000 per room. The Neat pricing guide covers the full range.
Crestron — Enterprise Control at Scale
Crestron is the go-to choice for complex, multi-room estates and high-end boardrooms where control infrastructure matters. Their hardware and control systems typically add 20 to 40 percent to overall project cost compared to a standard setup. The Crestron vs Cisco comparison on the Learning Centre covers the head-to-head in detail.
Still unsure which brand fits your requirements? The Logitech vs Neat and Neat vs Yealink comparisons walk through the trade-offs in plain English.
The Costs That Blow Most AV Budgets
Here's what consistently catches organizations off guard when planning an AV rollout:
No Ongoing Support Plan: A system installed without a support contract is a ticking time bomb. Remote monitoring, proactive fault resolution, and firmware management all cost money, but nowhere near as much as a failed meeting that costs you a client.
Inconsistent Room Specs: Specifying different hardware across various rooms due to budget constraints creates a maintenance nightmare and a poor user experience. Standardization has a real, measurable ROI.
Skipped Training: Technology that nobody uses properly is technology that costs too much. User adoption support is frequently cut from budgets and almost always regretted within three months.
No Replacement Plan: AV hardware has a lifespan. If your budget does not account for a refresh cycle, you'll find yourself back at square one in three to four years with nothing set aside.
Structural Surprises: Ceiling heights, wall compositions, and existing cable infrastructure all significantly affect installation costs. Always conduct a site survey before finalizing a quote.
This is why a lifecycle approach to AV is crucial. A one-off install without a management layer is just a future problem waiting to happen. Read how organizations like Pinebridge Investments approached their AV estate strategically rather than room by room.
What Do Real Projects Actually Cost?
To make the numbers tangible, here are two representative project profiles based on typical UK enterprise deployments.
Project A — Ten-Room Office Rollout, Mid-Range Spec
Ten rooms, mix of 4 to 8 person capacity
Logitech hardware throughout, standardized on Microsoft Teams Rooms
Full installation, configuration, and commissioning
12-month support contract with remote monitoring
Total investment: £90,000 to £130,000
Project B — Premium Boardroom Refurbishment, Single Room
One 18-seat executive boardroom
Dual 98-inch displays, Crestron control, premium ceiling microphone array
Full acoustic assessment and treatment
Total investment: £55,000 to £85,000
Both figures are realistic and not padded. They include elements that single-line quotes often omit. You can see how organizations like Masdar and the NFL approached their London AV projects in the Learning Centre case studies.
How to Build an Accurate Budget Before You Talk to a Supplier
The worst time to discover your budget is wrong is halfway through a project. Here’s a process that works:
Audit Your Rooms First: Count them, measure them, and understand their usage. Presentation-only rooms are considerably cheaper to equip than full hybrid UC rooms.
Define Your Platform: Teams or Zoom? This narrows your hardware shortlist significantly and affects licensing costs.
Get a Ballpark Before You Go to Market: Use a pricing tool to validate your thinking before engaging suppliers.
Budget 15 to 20 Percent Contingency: Structural surprises, cabling complexity, and scope changes are common on any AV project.
Include the Full Lifecycle: Hardware, installation, training, ongoing support, and a replacement cycle. If you only price the install, you're only pricing half the project.
Get Your AV Price in Seconds
Not sure where your project fits within these ranges? Use the SPOR AV Pricing Estimator. It takes just 60 seconds and provides a real ballpark based on your room type, headcount, and specifications. No forms, no callbacks, no obligation.
The Bottom Line
Meeting room AV costs in the UK in 2026 range from around £3,000 for a basic huddle room to well over £70,000 for a premium large conference space, fully installed and commissioned.
The most expensive mistake you can make is to buy cheap, buy twice, or buy without a plan for what happens after the installer leaves. Get the full picture before committing to a budget, and ensure whoever you work with can support you beyond day one.
For more insights on how organizations manage AV estates effectively, the SPOR Learning Centre covers everything from brand comparisons to real-world case studies.
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