If you are scoping a meeting-room program for 2026, the question every leadership team asks first is: what does one of these rooms actually cost? The answer depends on size, complexity, and whether you are pricing a one-off or a standardized fleet — but the bands below are the all-in numbers we see most often. All figures are USD and include hardware, install labor, programming, project management, and first-year support unless noted.
Huddle room (2–4 people)
Focus rooms and small phone booths designed for 1:1s and quick syncs. An all-in-one video bar handles camera, microphone, speaker, and codec.
| Line item | Low | High | Notes |
|---|---|---|---|
| All-in-one video bar (certified MTR or Zoom) | $2,500 | $4,500 | Logitech Rally Bar Huddle, Poly Studio X30, Neat Bar |
| 55" 4K display | $700 | $1,400 | Commercial grade, not consumer TV |
| Touch controller | $700 | $1,200 | Optional in BYOD-only rooms |
| Wall plate, cable management, mount | $400 | $900 | |
| Install labor and programming | $2,500 | $4,500 | Single-day install |
| Project management and first-year support | $1,700 | $3,500 | Scales down per room in a standardized fleet |
| All-in | $7,000 | $14,000 |
Standard room (6–8 people)
The workhorse room — usually 80% of a corporate fleet. Dual displays, smart camera with speaker tracking, dedicated touch controller, and a wireless presentation path.
| Line item | Low | High | Notes |
|---|---|---|---|
| Smart camera/speakerbar (certified MTR or Zoom) | $4,500 | $8,500 | Logitech Rally Bar, Poly Studio X70, Neat Bar Pro |
| Dual 65" displays | $2,400 | $4,800 | Commercial, with mounts |
| Touch controller | $900 | $1,400 | |
| Wireless presentation - MTR & ZOOM | $900 | $1,800 | Native UC + secondary path |
| Cabling, plates, mounts, room PC if Windows | $1,500 | $3,500 | |
| Install labor and programming | $5,500 | $8,500 | 1–2 day install |
| Project management and first-year support | $2,800 | $5,000 | |
| All-in | $11,900 | $28,000 |
Boardroom (10–16 people)
Executive and customer-facing rooms. PTZ camera with speaker tracking, dual large-format displays, DSP-driven ceiling microphone array, and a programmed control system (Crestron or Q-SYS).
| Line item | Low | High | Notes |
|---|---|---|---|
| PTZ camera(s) with tracking | $6,000 | $14,000 | Single PTZ or front + rear pair |
| Dual 86" displays | $7,000 | $12,000 | Commercial, with mounts |
| DSP, ceiling mic array, amplifiers | $8,000 | $16,000 | Biamp / QSC / Shure |
| Control system + touch panels (Crestron / Q-SYS) | $5,000 | $10,000 | |
| Cabling, plates, mounts, rack | $3,000 | $7,000 | |
| Install labor and programming | $8,000 | $16,000 | 3–5 day install, includes control system programming |
| Project management and first-year support | $5,000 | $10,000 | |
| All-in | $35,000 | $85,000 |
Divisible training room (20–60 people)
Multi-zone audio, distributed displays, combine/divide logic driven by partition sensors, and a streaming path to remote attendees. Costs scale with capacity and how many sub-rooms the space splits into.
- Single-mode training room (no divide): $60,000–$120,000.
- Two-way divisible: $90,000–$180,000.
- Three-way divisible with broadcast / town-hall capability: $180,000–$400,000+.
- Acoustic treatment is typically a separate line item ($10,000–$40,000) and is non-negotiable for spaces that need to support recording or streaming.
Line items teams forget
- Low-voltage cabling and conduit — often a separate vendor or GC line item.
- Electrician for in-wall power runs and dedicated circuits at boardroom racks.
- Network drops and PoE switching capacity for cameras, controllers, and signage.
- Room scheduling panels (Crestron, Logitech, Yealink) — typically $600–$1,200 per door.
- Per-room platform licenses (Teams Rooms Pro at $40/room/mo, Zoom Rooms at $49/room/mo).
- Annual managed support after year one — budget as a fixed operating expense, not optional.
- Lifecycle refresh — most fleets refresh on a 4–5 year cycle; reserve capital accordingly.
How to think about contingency
Add 15–20% contingency on top of any vendor quote until you have completed your first reference room. Site-specific surprises — asbestos in a wall, an electrical run that needs a permit, a millwork change request — almost always appear in the first build and almost never appear in subsequent rooms once the BOM and process are proven.
Frequently asked questions
Why is the boardroom price band so wide?
Boardrooms vary more than any other room type. Multi-camera capture, wood and millwork integration, table-top control systems, video walls, and custom programming can each move the budget by 20–40%. The low end of the band assumes a single PTZ, dual displays, and a standardized control program; the high end assumes multi-camera, video wall, and custom programming.
Do these numbers include construction work?
No. They include AV hardware, installation, programming, project management, and first-year support. Construction work — drywall, paint, millwork, electrical, ceiling tile, and acoustic treatment — is typically handled by the GC and budgeted separately. We coordinate with the GC during design but do not own that scope.
How much should we budget for managed support?
Plan on $129–$199 per room per month for proactive monitoring, help desk, and an 8-hour on-site SLA. Mission-critical rooms (executive boardrooms, customer briefing centers) typically run higher with a 4-hour SLA and hot spares on premises.
Can we get under these numbers with consumer-grade gear?
Short-term, yes. Long-term, no. Consumer-grade displays and unrated cameras fail under conference-room duty cycles, void platform certification, and break monitoring. The total cost of ownership over five years is consistently higher than the certified path.
When do we benefit from a configurator vs. a custom quote?
Use a configurator (like Momentum) for any room that maps cleanly to a standard type — huddle, standard, boardroom. Use a custom quote for divisible training rooms, town halls, auditoriums, and spaces with non-standard architecture. Most fleets are 80–90% standard rooms and 10–20% custom.