What is Meeting & Conference Room Digital Signage   

Companies, NGOs, government ministry buildings, etc, have always had the need for signage in their office spaces. Digital signage is a necessity as it provides critical information to both staff and visitors. It also helps in keeping the record of room and desk bookings.

Meeting and Conference Room Digital Signage is an electric-powered digital display that is used to communicate and pass important information to visitors, employees or attendees of a meeting in an official setting like conference rooms and executive halls.

This signage equipment is employed by businesses and organizations to communicate important details such as mandatory policies and procedures, meeting room capacity limits, safety measures, employee directives, office ground map, and event details.

Meeting and Conference Room Digital Signage comes in both external (outside the conference room) and internal (inside the conference room) signages. An example of the internal meeting and conference room digital display is the meeting room scheduling device which is meant to optimize meetings.

The external digital signages for meetings are typically mounted on the walls outside the conference hall. This external signage usually provides an overview about the status of a room.

Types of Digital Room Signage 

An Office reception with a digital display screen
Source: iStock

There are different types of digital meeting room signage. In this section, we will be looking at all the best and most important types that you need to know.

  • E-paper Room Sign 
Electronic Shelf Label in the Office
Source: Zhsunyco

The e-paper (or electric paper) room signs are the most cost-effective and eco-friendly solutions, especially if gotten from the best e-paper display supplier. They are wireless, battery-powered, and lightweight, weighing only a few ounces and can be mounted anywhere of choice. It does not require cabling and so has no limitations as to where it can be used.

The E-paper Room sign is flexible, easy to customize and update. It allows users to quickly remove or add the necessary information that will be displayed on the sign. It displays current schedules and other necessary information about a meeting room.

  • Touch Room Signs 
A touchscreen room sign mounted on the wall
Source: Pinterest 

One of the most effective digital room signage is the Touch Room Signs. It’s an interactive touchscreen digital signage that comes with a lot of easy to use functions. It shows the schedule for meeting rooms through your calendar app, helps to create and schedule messages and mass alerts which is then shared with other meeting participants via a Content Management System (CMS).

It is a very easy to use digital signage with interactive buttons and an interface that displays many things like wayfinding maps, meeting agendas, speaker bios, and additional schedule information.

  • Digital Conference Table Card 
Conference meeting with a digital card on the table
Source: Zhsunyco

A digital conference table card is a digital meeting room signage tool that allows meeting attendees to share and view information with ease. The device is usually integrated into a conference table and it features a display screen that can be connected to a computer.

Participants can use the table card to access documents and presentations. This makes it easier to collaborate and facilitate meeting discussions. Digital conference table cards help to improve the efficiency and effectiveness of meetings with the information access and sharing convenience it provides attendees.

  • Digital Conference Room Door Signage 
A digital conference room door signage
Source: Zhsunyco

Digital conference room door signage is a modern way to display information about meetings and conference rooms. This is a digital signage that is mounted outside of a conference room. It displays vital information like which meeting is presently being held in the room, the participants of the meeting, and how long before it ends.

Digital conference room door signage helps attendees locate the right conference room, fast and easily. This device can also be integrated into a room booking system which allows people to view the availability of a particular conference room and book reservations immediately.

Equipment of Digital Meeting Room Signage

Meeting room with a large digital screen
Source: iStock

At first glance, a digital meeting room signage system might seem just like your regular screen or consumer television but they are actually way more sophisticated than that. Meeting and conference room signages are made up of several components. 

Digital meeting and conference room signage require some crucial components to be able to function as they should. Without this equipment, the digital signage system will not be able to efficiently display visual content like prompt notices, indicators, weather data, photos, and videos.

  • Electronic Labels
Display of electronic labels
Source: Zhsunyco

Electronic labels are small tags that function as an indicator, displaying vital pieces of information for the user. These innovative devices are a shift from the more traditional ink and paper labeling system. Electronic labels make up an essential component of digital room signage as it allows visitors and employees to view up-to-date details about events and meetings that are presently held or coming up soon. This modern equipment is designed for very practical use as it helps to simplify the work process and thereby creates transparency.

With the help of electronic labels, seminars, meeting & conference rooms, and corporate settings generally can be easily updated and managed at any moment. Electronic labels give work spaces a modern look while at the same time keeping information up to date. Its operation is done individually, automatically, and immediately, with little to no delays at all. 

  • LCD Screen
LCD screen in a conference room
Source: Unsplash

The LCD (liquid-crystal display) screen is an electronically modulated optical device that acts as a main display. It is a head component of digital signage and is way similar to how smartphones and televisions function. The LCD screen shows data and information that needs to be circulated. 

LCD screen is the most important requirement when making do with a digital signage company. The display of a digital signage system can take on as many forms as possible. There is a wide array of screen sizes and technologies that are available from the LCD display manufacturer and the size to choose is dependent on the information to be displayed. 

Typically, LCD display screens can be about 10” in size and get as large as 98”. The screens can be used as single units or combined to make up one massive video wall or display screen. The LCD screen for meeting rooms signage is designed to either be in landscape or portrait orientation. Depending on the brand and screen model, LCD screens can also be interactive, that is, can be activated through voice or touch.

A very interesting feature of LCD screens is that, unlike regular residential TVs, digital signage LCD displays have the capacity to be on standby for as long as 15-24 hours without going off. Another difference LCD screen made for digital signage displays and conventional residential TVs is their brightness levels. Normal TVs have 250 nits brightness levels, a sharp contrast from signage system LCD screens’ 4000 nits. This gives it the power to display very bright and colorful content even in very sunny and equally bright conditions.

  • Mounting Hardware
LCD screen Mounting device
Source: Pinterest

Another key piece of equipment needed in setting up the meeting room digital signage system is the mounting hardware, also known as the support hardware. As the name suggests, these are miscellaneous equipment used to put the other essential hardware into position. Examples of this are cables and brackets which are used to hold a digital display to a wall or table.

Mounting hardware to be used must make sure the digital signage system is appealing to the eyes and can be easily accessed by the audience from different angles of the room.

  • Media Player 
A media player box
Source: Pinterest

If the LCD screen display is the face of the digital signage system, the mounting hardware is the body, then we will not be wrong for saying that the media player is the brain behind the digital signage system. 

A media player is a small device that is used to display content by connecting it to a digital screen (e.g LCD screen). Media players store contents and then deliver this same content to the digital signage system for it to be shown on screen. This device is either able to directly retrieve contents that were stored on its onboard hard drive or from the cloud, while some media players however can do both.

When connected to the internet, media players can retrieve content from the cloud after it gains access to it, and in cases when internet connection is disrupted temporarily, they can continue delivering content obtained from the local storage. The connection of media players to the internet also gives users power to make adjustments to the digital signage system through a web portal.

The digital signage media players are unobtrusive, and the majority of these items are so portable that they could fit into the palm of your hand. This makes them easy to accommodate and move from one place to another.

How Digital Meeting Room Signage Works 

A meeting room signage on the wall
Source: Zhsunyco

The primary functions of digital meeting room signage is not exclusive to the display of available seats and spaces only, it also includes making sure that confusion does not arise as to days and certain times when the rooms have been booked for a meeting or corporate event.

The digital meeting room signage system uses touchscreen power, in hand with an advanced information platform and room scheduling software which is then positioned at a vantage point in the office where it will provide the greatest utility. The digital meeting room signage is used to welcome new entries into the workspace. Additionally, it also helps visitors and staff to make themselves familiar with the terrain of the room.

First of all, in the reception area, the digital signage welcomes visitors to the office and acquaints them with the office layout. It provides visitors with an interactive map that makes sure they are able to find their way around easily and without the need for human directions. The digital signage will inform them about ongoing events in the meeting room and also announce the time for upcoming events.

Digital meeting room signage gives the most visible and important areas in the office a high-tech touch aura with the aid of three major components, which are:

  • The electronic display unit is installed in the most visible position.
  • The communication unit uses wireless communication to control the display unit.
  • The communication network that manages all office information.

Why Should You Use Digital Signage for a Conference Room

A digital signage mounted on a conference room entrance
Source: Pinterest

Digital signage for conference rooms serves several essential purposes to corporate organizations that make use of their conference meeting rooms.

While the primary purpose of digital signage is to display the day and upcoming week’s schedule of the conference room, it is also used for welcoming guests and visiting bodies, as well as simplifying the problems of logistics that come as a result of syncing meeting schedules.

With that being said, we will take a concise look at some of the reasons why you should use digital signage for conference room:

  • Time-Saving 

Imagine a scenario where you need to use a conference hall for an impromptu meeting and all of the meeting rooms are closed so you need to manually open each room one after the other to see which one is available. In cases where you meet them occupied, you would need to apologize for interrupting before moving on to check the next room, this could go on and on and in some situations even without success. 

However, when your company has an integrated digital signage system, locating available meeting rooms that suit your needs best will be much easier and effortless. Color-coded digital signage also makes the process even much easier, faster, and with more visibility.

If a company utilizes digital signage for its conference rooms, it will successfully reduce the chances of meetings clashing in the same space.

  • Provides Real-time Information

One important benefit of digital signage for conference rooms is their ability to make instant and automatic changes to plans in the conference room booking system. Unlike signage that require manual updating to the conference room checking book, digital signage provides real-time information.

Whenever a conference room becomes vacant and available, it is immediately displayed on the digital signage, the changes are readily made which allows for better space utilization. 

  • Improved Employee Experience

Digital signage in conference rooms helps to improve employee capability and overall experience. It is usually time-consuming and tiring to look for an available conference hall. Should this continue repeating itself, the morale of employees can be immensely eroded.

Digital signages provide a lasting solution to this problem. It can help to reduce or totally eliminate the confusion and frustration that comes with having to work manually and be prone to a lot of errors.

If a conference room is currently unavailable, the signage display will show it to be so, and also let people know the very moment it becomes available. This makes it really seamless for an employee to book such rooms for their customers as they now have the meeting information made available to them from just a few taps.

Digital signage makes it easier for office visitors, employees, and meeting attendees to navigate around the office grounds.

  • Customizable Messaging

One of the reasons why you should use digital meeting room signage is that they are very much customizable and are easy to update for even the most recent occasions. The customizing feature of digital signage allows them to display any messages of choice. This is helpful to mark celebrations, birthday parties, company announcements, and information about public health reminders or emergencies.

Meeting and Conference Room Signage Use Cases 

A touch screen meeting room signage
Source: Pinterest

Digital signage in meeting and conference rooms is quickly becoming a popular way to improve the overall experience in organizations with a lot of companies and corporate bodies revolving from the manual age and stepping up to the digital age.

There are more than a handful potential use cases for digital signage in meeting and conference rooms. Below are some examples:

  • Displaying Upcoming Meetings and Events

One of the primary use cases for digital signage in meeting and conference rooms is displaying the schedule for the day’s meetings and upcoming events. This way, attendees are able to plan their day so as to make sure that they do not miss an important session.

Digital signage can be used to display both the current and upcoming schedules, their location and also any additional details that are worth knowing. An example of some of these additional details includes vital information like the speaker’s name or the topic of discussion. This can help visitors and employees stay on track and make the most of their time at the event.

  • For Providing Real-time Updates

Another use case (probably one of the most popular use cases) for digital signage in meeting and conference rooms is providing real-time updates and notifications. This can be particularly useful in the event of schedule changes, cancellations, or other important information.

By displaying this information on digital signage, event organizers can easily keep participants informed and avoid confusion or delays. This can help ensure the event runs smoothly and attendees have a positive experience.

  • Displaying Promotional Offers

Digital signage in meeting and conference rooms can also be used to showcase promotional materials, such as special offers, product information, sponsor logos, or other marketing content. This promotional campaign is a very valuable method of driving engagement and arousing general interest in the special offerings of the promo.

By displaying promotional information on digital signage, the organizers of the event can reach a large audience and make a lasting impression on attendees.

  • Can be Used to Share Multimedia Content

Meeting and conference room digital signage can also be used to share multimedia content, like videos, presentations, or other visual aids. This can enhance the overall experience for employees and visitors and make the meeting more interactive and engaging. For instance, the chief speaker in the hall could use digital signage to display a presentation, while at the same time providing commentary and engaging with the attendees. This will help to create a more immersive and dynamic meeting room experience.

  • Providing Directions and Wayfinding

Another important use case for digital signage in meeting and conference rooms is providing directions and maps. This can be particularly useful for large events or venues, where attendees may need help finding their way around. Digital signage can display maps and indicators or pointers that show attendees where to go and how to navigate the event venue. This can save time and reduce frustration for visitors who are not familiar with the terrain. It also helps to ensure people have a positive experience at the event.

  • To Display Social Media Feeds

Digital signage in meeting and conference rooms can also be used to display social media feeds, such as Twitter hashtags or Instagram tags. By displaying social media feeds on digital signage, the conference hosts are able to create a sense of community amongst the audience and generate buzz around the event. 

  • To Optimize Room Utilization

If a particular meeting room was booked and the supposed users do not check-in on time, the digital signage helps staff to identify such rooms on time, end the reservation and make it available for other pending sessions. Digital signage in meeting rooms helps to improve space utilization and make sure that unused spaces are automatically unbooked and freed up for others. 

  • To Hold Interactive Sessions

Another potential use case for digital signage in meeting and conference rooms is offering interactive features, like Q&A sessions or surveys. This gives meeting attendees a valuable opportunity to provide feedback and also share their thoughts on issues raised. Hosts and organizers can use digital signage to gather insights from the conference hall and use this to improve other meetings in the future. This can help ensure the event meets the needs of the audience and delivers value to attendees.

  • Communicate With Remote Colleagues and Distant Clients

Digital meeting room signage aids internal communication. We are in the age of globalization and have witnessed a good number of online communications with colleagues and clients who are not even in the same country as us. Digital signage systems can give organizations the platform to live stream their meetings on multiple web apps and software apps like Zoom, Slack, Google meet, Skype, etc.

  • Emergency Alert Indicators

In a lot of situations, meeting and conference rooms usually happen to be enclosed spaces. This could result in the occupants being tightly jammed and should there ever be a sudden mishap such as a fire outbreak, a contagious disease case, or a hazardous toxin scare in the premises, it could pose quite a problem for the safety officials to carry out a smooth evacuation operation. Sometimes, time could have passed before people who are behind the locked doors of a meeting room realize that there is an emergency outside.

A well-integrated digital signage system in the meeting rooms can be used to alert the occupants of the room, and also provide the necessary safety and evacuation tips. 

How to Choose the Best Meeting & Conference Room Signage Solution

Lecturer delivering a lecture with large screen
Source: Unsplash

Choosing the best meeting and conference room signage solution is highly sacrosanct. The digital signage system will bring a lot of changes to an organization and the quality of this will determine if the development will be positive or negative. To ensure a positive development, it is necessary to choose only the best solutions.

Below are a few factors to consider when choosing a meeting and conference room signage solution:

  • Compatibility: When choosing the right meeting and conference room signage solution, ensure that it is compatible with your existing hardware if there is any, and can easily integrate with your room booking system. The type of LCD screen you use, or intend to use should be put into consideration to ensure that it is compatible with the signage solution. 
  • Ease of use: Employees should not find the signage solution difficult to operate or learn to use. It ought to have a simple and neat interface for booking reservations and for canceling meetings. The best meeting room digital signage is easy to implement and manage.
  • Customization: Of what use is a digital signage solution that can not be customized to provide tailored utility? Only choose a solution that gives room for customization of both appearance and layout. This should be done to give a proper representation of your brand.
  • Visibility: The main purpose of a meeting and conference room signage solution is to be seen. Anything otherwise beats the purpose. The digital signage must be visible from every sitting position in the conference room. 
  • Reliability: Choose a reliable solution that is backed by a reputable company with a track record of success.

Choose Zhsunyco as Your Meeting Room Digital Signage Supplier

Source: Zhsunyco

Do you want to transform your entirely or partially traditional business into a valuable digital asset and seek the expertise to do so? Zhunyco is a reputable world-class electronic shelf label supplier capable of providing all meeting and conference room digital signage solutions ranging from electronic shelf tags, LCD screens to modern door signs, conference table cards, etc

Serving as a worldwide electronic shelf labels manufacturer, Zhsunyco has equipped over about 18,000 outlets in 180 countries with cutting-edge smart technology. We are experts in transforming your workspace into a more automated and data-driven center for both employees and visitors.

Enjoyed the read? There’s more where that came from! Subscribe to our YouTube channel to stay updated.

Wonderful! Share this Case:

Talk to Specialists

    *We respect your confidentiality and all information are protected.