If your team is still wrestling with tangled cords and clunky cable adapters in the conference room, it’s time to cut the cord...literally.

Wireless AV solutions have transformed how we collaborate. Today’s wireless conference rooms are sleek, scalable, and smart, allowing employees and guests to walk in and connect instantly, no IT ticket or HDMI cable required. But building a fully wireless conference room takes more than just unplugging some wires. It takes the right planning, the right tech, and the right partners.

In this guide, we’ll walk you through the step-by-step process of designing a fully wireless conference room, featuring best-in-class solutions from Yealink, Barco, and Logitech. You’ll also find expert tips and reputable sources to help you build a future-proof wireless AV space that works for your team and your business.

WHY GO WIRELESS

A wireless AV conference room offers numerous advantages:

• Fewer cables, less clutter: A clean, minimalist setup reduces maintenance and enhances the professional look of your space.

• Seamless device pairing: Staff and guests can present or join meetings quickly from any device.

• Flexible room design: No need to worry about cable lengths or outlet placement, devices can be installed based on functionality and aesthetics.

• Scalability: It’s easier to add or reconfigure wireless systems as your needs evolve.

STEP 1: ASSESS YOUR SPACE AND NEEDS

Begin by answering essential questions:

• How many people will the room accommodate?

• Is it for video conferencing, local presentations, hybrid meetings, or all of the above?

• Do you need wireless support for audio, video, or both?

• Which platforms will be used (e.g. Zoom, Microsoft Teams, Webex)?

If you need help, Vivo offers expert AV consultations to tailor solutions specific to your environment.

STEP 2: CHOOSE YOUR WIRELESS PRESENTATION SYSTEM

A reliable wireless presentation system is the backbone of any wireless AV room.

RECOMMENDED: BARCO CLICKSHARE CX SERIES

Barco’s ClickShare CX-30 and CX-50 provide fast, secure wireless presentations with these features:

• One-click wireless sharing via the ClickShare Button or App

• Dual-screen support, touchback, annotation, and integration with all major platforms

• The CX-50 Gen 2 adds 4K content sharing, Wi‑Fi 6E-enabled Buttons, and enhanced enterprise-grade security

These systems auto-connect audio/video peripherals and displays in under 7 seconds, no cables, no training needed.

STEP 3: SELECT A WIRELESS VIDEO BAR

Choose an all-in-one video bar that handles camera, mic, and speaker, all without extra wiring.

RECOMMENDED: YEALINK MEETINGBAR A30

• All‑in‑one video bars offering Wi‑Fi and Bluetooth

• Native Microsoft Teams and Zoom Room support

• Integrated wireless screen sharing, AI speaker tracking, and noise cancellation

• The A30 model includes dual cameras for larger rooms

These solutions simplify deployment and reduce clutter by eliminating separate components.

STEP 4: ADD CONTROL & SIMPLE TOUCH INTERFACES

Eliminate cable clutter by integrating intuitive, touch controllers and wireless sharing tools. 

RECOMMENDED: LOGITECH TAP IP + BARCO CLICKSHARE BUTTON

• Logitech Tap IP provides a clean, single-cable (PoE) solution for room control, integrating seamlessly with Logitech video bars and certified Zoom or Microsoft Teams Room systems.

• While not wireless itself, Tap IP simplifies room setup with minimal wiring and a sleek, modern interface.

• Barco ClickShare Button allows guests to connect their devices wirelessly with a single click, no need to join the corporate network or install apps.

Together, these tools enable easy meeting control and wireless content sharing without Ethernet cables on the table, keeping your space tidy and guest-friendly.

STEP 5: PRIORITIZE AUDIO QUALITY

Great audio is essential, even in wireless environments.

RECOMMENDED: YEALINK VCM36-W WIRELESS MIC PODS

• DECT-based design ensures secure, stable wireless audio

• Easily rechargeable and positional around the room

• Delivers noise-reduced, crystal-clear speech

For larger rooms, you might also consider Logitech Rally Wireless Mic Pods or ceiling-mounted mic arrays. Cisco guidelines recommend spacing between ceiling mics at 8–14 ft and placing microphones 45–60 inches apart over the table.

STEP 6: OPTIMIZE YOUR NETWORK FOR WIRELESS AV

A seamless wireless AV experience relies on a robust and secure network foundation. To prevent dropouts, lag, or interference, make sure your infrastructure is designed to handle high-performance media traffic.

BEST PRACTICES FOR WIRELESS AV NETWORKING:

• Deploy enterprise-grade Wi‑Fi 6 or Wi‑Fi 6E access points to support high bandwidth and low latency across multiple devices.

• Segment AV traffic using VLANs or guest SSIDs to improve performance and maintain security, especially in shared environments.

• Enable WPA3 encryption for stronger protection against unauthorized access.

By prioritizing network strength and segmentation, you can ensure consistent, secure AV performance, even in high-density or BYOD-heavy environments.

STEP 7: TEST, TRAIN, AND DEPLOY

Before the big launch, perform these final steps:

• Run internal pilots with small teams

• Test compatibility on Windows, macOS, iOS, and Android

• Provide training on wireless screen sharing and controlling meetings

• Collect feedback to fine-tune settings and layout

Vivo offers full support services and installation assistance, ensuring your setup is flawless from day one.

COMMON MISTAKES TO AVOID

• Skipping the network audit: Even top-tier devices fail without reliable Wi‑Fi.

• Using consumer-grade tools: Only use AV- or enterprise-graded wireless systems.

• Ignoring mic placement: Poor positioning dulls audio clarity.

• Mixing unsupported platforms: Verify compatibility of all hardware with your conferencing apps.

BUILDING A MODERN MEETING ROOM WITH VIVO

At Vivo, we believe in elevating collaboration, cleanly and efficiently. We offer the industry’s best wireless AV tools from Yealink, Barco, and Logitech, paired with professional design and deployment services.

Ready to design a completely cordless, high-performance conference room? Connect with our AV experts to get started.