AV hardware
- Commercial displays or projection
- Video conferencing camera or video bar
- Microphones and loudspeakers
- Room controller or touchscreen
- Wireless and wired presentation
- DSP and acoustic echo cancellation
- Equipment racks and mounting hardware
July 13, 2026
Insights
Meeting Room AV Cost Sydney | 2026 Corporate AV Budget Guide
Written by
Dane Lewis
Corporate AV Budget Guide · Sydney 2026
How Much Does a Corporate Meeting Room AV System Cost in Sydney?
A professionally installed meeting room AV system can range from approximately $4,500 for a straightforward BYOD huddle space to more than $150,000 for a divisible training facility or complex executive environment. This guide explains what is normally included, what changes the price and how to establish a realistic project budget.
Indicative 2026 pricing
Australian dollars
Prices exclude GST
Sydney and NSW projects
Important: The figures in this guide are planning allowances, not fixed quotations. Room dimensions, platform, infrastructure, equipment availability, building conditions and project timing must be assessed before an accurate price can be provided.
Quick Budget Answer
Indicative corporate meeting room AV costs in Sydney
As a practical starting point, organisations can use the following budget ranges when planning a professional meeting room AV system . Each estimate assumes commercial-grade equipment, professional installation, testing and basic user handover.
| Room type | Typical capacity | Indicative installed budget | Typical solution |
|---|---|---|---|
| Basic BYOD huddle room | 2–6 people | $4,500–$8,000 | Single display, commercial video bar, laptop USB and HDMI connection, wall mounting, basic cabling and configuration. |
| Small native Teams Room | 4–8 people | $8,000–$15,000 | Commercial display, certified video bar, room controller, one-touch join, mounting, network connection and commissioning. |
| Medium meeting room | 8–14 people | $15,000–$30,000 | Larger or dual displays, professional camera, improved microphone coverage, content sharing, room control and additional infrastructure. |
| Executive boardroom | 10–24 people | $30,000–$65,000 | Dual displays, DSP audio, ceiling microphones, distributed speakers, professional cameras, touchscreen control, programming and detailed commissioning. |
| Divisible training space | 20–80+ people | $60,000–$150,000+ | Multiple displays, cameras, presentation audio, wireless microphones, DSP, room-combine automation, control programming and flexible independent or combined operation. |
These estimates exclude GST. Major building work, furniture, acoustic construction, enterprise network upgrades, licences and ongoing support agreements may be additional unless specifically included.
Scope Before Equipment
What should be included in a professional meeting room AV quote?
A useful quotation should cover the complete working room, not only a camera and display. Masters Voice Technology coordinates commercial AV integration, electrical infrastructure and structured communications cabling through one project-delivery model.
Power, data and cabling
- Display and equipment power
- Network outlets and patching
- HDMI, USB and control cabling
- Table boxes or floor boxes
- Cable trays and containment
- Wall reinforcement where required
- Connection to the corporate AV network
Integration and handover
- Site assessment and system design
- Installation and equipment setup
- Control and DSP programming
- Testing and commissioning
- Microsoft Teams or Zoom configuration
- System documentation and labelling
- User training and technical handover
Room-by-Room Planning
What do different corporate AV budgets normally provide?
Room size is only one consideration. The collaboration platform, acoustic environment, number of remote participants and required user experience all affect the final system. Our guide to designing a meeting room that actually works explains why the room should be assessed before products are selected.
Basic BYOD huddle room
$4,500–$8,000 ex GSTA BYOD room uses the participant's laptop to run the meeting. It can be suitable where users regularly receive invitations from different platforms and do not require a dedicated room account.
- 55-inch to 65-inch display
- Compact commercial video bar
- USB and HDMI laptop connection
- Display and camera mounting
- Basic cable extension and containment
- Installation, setup and testing
Small Microsoft Teams Room
$8,000–$15,000 ex GSTA native Teams Room provides a consistent, one-touch meeting experience without relying on a participant's laptop for every internal meeting.
- Commercial 65-inch display
- Certified all-in-one conferencing bar
- Table or wall-mounted room controller
- One-touch calendar join
- Content sharing
- Network and Microsoft 365 coordination
- Configuration, commissioning and training
Medium meeting or conference room
$15,000–$30,000 ex GSTMedium rooms generally require stronger camera performance, larger displays and more carefully designed audio coverage than compact appliance-based rooms.
- 75-inch to 86-inch display or dual displays
- Professional optical or intelligent camera
- Expanded microphone coverage
- Room controller and presentation input
- Commercial mounting and cable extension
- Additional electrical and network work
- Detailed commissioning and user presets
Executive boardroom
$30,000–$65,000 ex GSTBoardrooms need clear speech from every seat, natural camera views, reliable presentation and simple control. Premium finishes and integration with furniture can also increase the cost.
- Dual commercial displays
- One or more professional cameras
- Ceiling or table microphone system
- DSP with acoustic echo cancellation
- Distributed ceiling loudspeakers
- Q-SYS, Crestron or Extron control
- Touchscreen interface and automation
- Programming, tuning and documentation
Divisible training or multi-purpose rooms
$60,000–$150,000+ ex GSTDivisible spaces behave as multiple rooms and one combined system. Audio, cameras, displays and controls must change correctly whenever an operable wall is opened or closed.
- Multiple displays or projection systems
- Presenter and meeting cameras
- Ceiling and wireless microphones
- Distributed speakers and DSP audio
- Automatic room-combine logic
- Independent and combined control modes
- Recording or streaming where required
- Custom programming and extensive commissioning
Standardised workplace rollout
Priced by room scheduleOrganisations deploying many rooms may reduce design and support complexity by establishing repeatable room standards rather than specifying every space independently.
- Small, medium and large room standards
- Consistent user interfaces
- Approved equipment schedules
- Repeatable programming templates
- Standard documentation and asset records
- Centralised remote monitoring
- Defined support and replacement processes
Cost Drivers
Why can two similar-sized meeting rooms have very different prices?
The number of seats does not determine the entire budget. A ten-person room used for routine internal calls has different requirements from a ten-person executive boardroom used for client presentations and business-critical hybrid meetings.
1. Meeting platform
A native Microsoft Teams Room, Zoom Room or Webex Room needs certified room hardware, licensing and platform configuration. A BYOD system relies more heavily on the user's laptop and USB connectivity.
2. Display size and quantity
Large rooms may require an 86-inch display, dual displays, projection or direct-view LED. Dual displays allow remote participants and shared content to remain visible at the same time.
3. Camera coverage
A compact room may use a fixed wide-angle camera. Longer boardrooms and training spaces may require optical zoom, speaker tracking, camera presets or multiple camera positions.
4. Microphone architecture
An integrated video-bar microphone can suit a small room. Larger spaces may need ceiling beamforming microphones, table microphones, wireless microphones and dedicated DSP processing.
5. Room control
Standard appliance rooms need limited control. Boardrooms and divisible spaces may require Q-SYS, Crestron or Extron programming.
6. Existing infrastructure
Missing power, network outlets, cable pathways or wall support can add electrical, cabling and construction requirements to the AV installation.
7. Acoustics and lighting
Glass, hard surfaces, strong backlighting and noisy air conditioning can reduce conferencing performance and may require acoustic, microphone or lighting improvements.
8. Building access
High-rise access, loading restrictions, inductions, after-hours work, heritage conditions and occupied-office staging can increase labour and project-management requirements.
9. Support expectations
Business-critical rooms may require spare equipment, remote monitoring, preventative maintenance, priority response and formal service-level arrangements.
Complete Project Scope
Meeting room costs that are commonly missed
Equipment-only pricing can appear attractive because it excludes much of the work required to turn the products into a reliable room. These items should be checked before comparing quotations.
- New power outlets behind displays
- Dedicated power for table or floor boxes
- Network outlets and switch configuration
- Long-distance USB and HDMI extension
- Wall reinforcement and mounting support
- Cable trays, conduits and containment
- Equipment racks and ventilation
- Control and DSP programming
- Microsoft Teams resource-account setup
- Documentation, labelling and training
- Removal and disposal of legacy equipment
- After-hours or staged installation
Coordinating audio visual installation, electrical work and communications cabling through one team can reduce gaps between the AV design and its supporting infrastructure.
Whole-of-Life Budget
Allow for licensing, room booking and ongoing AV support
The installation cost is only one part of the room's lifecycle. Software licensing, management, maintenance and future replacement should be considered before the project is approved.
Teams Rooms licensing
From $59.90 per room/monthMicrosoft advertises Teams Rooms Pro in Australia at AU$59.90 per room per month, excluding GST and paid annually. Licensing should be confirmed with the organisation's Microsoft administrator or licensing partner.
Room-booking panels
Allow $1,500–$3,000 installedA room-booking panel normally requires the scheduling device, mounting, PoE network connection, calendar integration, configuration and testing. Additional workplace-management software may have separate subscription costs.
Managed AV support
Scope-dependentSupport may include help desk access, remote diagnostics, preventative maintenance, firmware management, onsite response, user assistance, asset records and system-health reporting.
Learn why managed AV support is becoming essential for Sydney workplaces .
Reducing Unnecessary Replacement
Can existing meeting room equipment be reused?
Existing displays, speakers, racks, cabling or conferencing equipment can sometimes be retained. Reuse should be based on condition, compatibility and lifecycle risk rather than the age of the product alone.
Items worth assessing
- Commercial displays in good condition
- Suitable display wall mounts
- Existing ceiling speakers
- Equipment racks and ventilation
- Certified structured cabling
- Compatible DSP and control processors
- Supported cameras and conferencing peripherals
Questions to answer first
- Is the equipment still supported by the manufacturer?
- Does it have sufficient resolution and connectivity?
- Is it compatible with the selected meeting platform?
- Can it be monitored and updated securely?
- Is the remaining warranty suitable?
- Will reuse make the complete room less reliable?
- Will retained products restrict future expansion?
Reusing equipment can reduce capital cost, but retaining an unsupported display, processor or USB-extension system may create higher support costs later. A site assessment should document which assets are being retained and who carries responsibility for their ongoing performance.
Procurement Options
Capital purchase or a managed monthly AV model?
Some organisations prefer to purchase the complete system as a capital project. Others want installation, support and future refresh included within a predictable operating-cost model.
Upfront capital purchase
- System purchased through a project budget
- Client owns the equipment
- Installation paid at project completion
- Support contracted separately if required
- Future replacement funded as another project
TechFlow360 AV as a Service
- Design and installation structured into one agreement
- Predictable monthly cost options
- Support and maintenance can be included
- Technology refresh can be planned
- Suitable for multi-room and multi-site environments
Preparing a Project Brief
Information needed to prepare an accurate meeting room AV budget
Providing the following information helps an AV integrator establish the right room architecture before preparing an equipment schedule and installation price.
Room information
- Room dimensions and ceiling height
- Number and position of seats
- Table layout and furniture type
- Windows, glass walls and lighting
- Existing acoustic conditions
- Photos or architectural drawings
Technology requirements
- Microsoft Teams, Zoom, Webex or Google Meet
- Native room or BYOD operation
- Single or dual displays
- Wired and wireless presentation
- Room booking and scheduling
- Recording or streaming requirements
Project and support requirements
- Existing equipment to be assessed
- Available power and network infrastructure
- Required completion date
- Working-hour or access restrictions
- Available project budget
- Ongoing maintenance and response expectations
Organisations planning several spaces may benefit from a room audit and standardisation plan covering huddle rooms, standard meeting rooms, boardrooms and training facilities. Explore Masters Voice Technology's corporate AV capability or review our audio visual installation services in Sydney .
Frequently Asked Questions
Corporate meeting room AV cost questions
How much does a small meeting room AV system cost?
A professionally installed small meeting room system will commonly cost between $4,500 and $8,000 excluding GST for a straightforward BYOD room. A native Microsoft Teams Room with a dedicated room controller will more commonly fall between $8,000 and $15,000, depending on the display, video bar, mounting and infrastructure.
How much does a Microsoft Teams Room cost in Australia?
A complete small Microsoft Teams Room will commonly require an installed budget of approximately $8,000 to $15,000 excluding GST. Medium and larger rooms may range from $15,000 to more than $60,000. Microsoft Teams Rooms licensing is separate from the physical installation.
Is a video bar suitable for a corporate boardroom?
A premium video bar can work well in some medium rooms, but longer boardrooms often require additional microphones, stronger optical camera performance, distributed speakers or dedicated DSP audio. The decision should be based on distance, table layout, acoustics and how important the room is to the organisation.
Does an AV quote include electrical and data cabling?
This varies between providers. The quotation should clearly state whether display power, equipment outlets, network cabling, table boxes, containment and switch configuration are included. Masters Voice Technology can coordinate AV, electrical and communications requirements through one project team.
Can existing displays and conferencing equipment be reused?
Existing equipment may be reused when it remains reliable, supported and compatible with the proposed system. Displays, speakers, racks and cabling should be inspected before they are included in the new design. Reused products should also be clearly identified in the quotation and warranty documentation.
What makes a boardroom AV system more expensive?
Boardroom costs increase when the room needs dual displays, multiple cameras, ceiling microphones, DSP audio, distributed speakers, custom control, joinery integration, room booking, lighting control or premium architectural finishes.
How long does a meeting room AV installation take?
A straightforward small room may be installed and commissioned within one or two working days after the infrastructure is ready. Boardrooms, training spaces and multi-room rollouts require more time for cabling, programming, commissioning, documentation and coordination with other trades.
Should ongoing AV support be included in the budget?
Ongoing support should be considered for business-critical rooms, multi-site organisations and environments where internal IT teams do not maintain specialist AV skills. Support can include remote diagnostics, preventative maintenance, firmware management, onsite response and user assistance.
