14 Incredible Way to Use Digital Signage in Meeting Rooms & Conference Halls

conference room equipped with digital signage screen displaying meeting room availability


Nowadays, digital signage is omnipresent. Hospitals, schools, colleges, hotels, and restaurants are a few places where digital signage has established dominating applicability. Whether big or small, corporations are now comprehending the benefits and power of digital signage, and why not? They are the future.

Digital screens may be used in a myriad of ways in the workplace to promote productivity and communication. This article will focus on one of the rising trends of digital signage: meeting room digital signage.

1. Conference room availability display

A wall mounted digital signage display showing the conference room availability status

Screens displaying meeting room availability can be updated in real-time without disrupting ongoing meetings. With conference room digital signage, attendees may view the most up-to-date schedule, making it easier for them to make greater use of corporate resources and allowing for greater transparency.

2. Meeting room capacity signage

More than 65 percent of corporate leaders are redesigning their offices in order to adhere to the CDC's suggested criteria for spatial distance. That includes restricting the number of people who may attend a meeting. This likewise has also limited the capacity of their conference rooms. A space that could hold twelve people before the pandemic can now only accommodate six.

With digital displays installed outside conference rooms, employees can quickly identify unsafe meeting rooms and repurpose them into private, reserved areas.

3. Conference room door signage

A tablet-sized electronic meeting room door sign shows the meeting agenda and meeting duration

Electronic door signs outside meeting rooms serve the same purpose as the number plate on a car.

They tell us the most necessary information…briefly.

These tablet-sized displays can show meeting overviews like meeting agenda, company name, company logo, list of speakers, duration of the event, and room number.

For instance, if a group of top-tier employees holds a meeting every twelve months to discuss annual appraisals, the sign can be programmed to display “Annual Appraisal Discussion.” This allows the passers-by to easily tell which meeting is taking place in that specific room.

Another interesting way to use meeting room door signage is to label each room. For instance, companies can label each room depending on their role, such as ‘Casual Discussion Room’ or ‘Projection Room.’ It can assist clients and staff in identifying which rooms are most suited to their needs.

4. Communicate with distant clients and colleagues

A team communicates virtually with remote employees on a large conference room digital signage

Internal communication in the age of globalization has witnessed a rising number of online interactions with offshore clients and colleagues. Digital signage software integrations can allow organizations to live stream virtual meetings on Slack, Zoom, Skype, or Google meet.

For example, your company CEO who resides in the United States can address a room of hundreds of employees in New Zealand via a virtual meeting that is being played on a large digital display.

5. Dashboards

A corporate team discusses a sales dashboard displayed on a digital signage inside a meeting room

One of the many advantages of digital signage is that the software can be integrated with an organization’s internal systems like project management dashboards or sales dashboards. And so, it is simple to pull data from these internal servers and project your dashboards on meeting room displays.

You can present a range of essential data, including numerical statistics and corporate metrics that reflect your business’s growth:

  1. KPIs

  2. Stock values

  3. Social media engagement statistics

  4. Sales statistics

  5. Relevant competitions in the market

  6. Employee performance details

  7. Project management dashboards

Looking for a customized digital signage solution? Talk to us.

Contact Us

6. Display meeting room schedules

With many offices chalking out a back-to-office strategy, the meeting rooms will no longer be empty.

Printed signs or posters were also able to deliver the entire event of the meeting schedule to those attending. The only catch was that you’d be caught off guard if there were any last-minute alterations to the program. Conference organizers need not worry about such problems or changes with corporate digital signage software. The schedule can be updated as soon as you make any revisions.

Furthermore, the screen software can be integrated with conference room booking apps and calendar apps like Exchange, Google Calendar, and Outlook to avoid running into any confusion.

Management may also use the displays to show the projected timings of every event. This will communicate an idea about how long a meeting will last. The best part is that the entire structure can be programmed to automatically update, so operators don’t have to worry about it.

7. Leverage user-generated content

Digital signage installed inside a conference room shows a Tweet by Elon Musk. In the background a speaker delivers a lecture

Conventions may bring together a significant number of people from different parts of the world. They come to learn and be exposed to new things. But who says conferences and meetings have to be boring. You can showcase tweets, status, media, and photos on conference room digital signage.

For example, if you encourage people to leverage your hashtag or mention you in their post, you can display that user-generated content on high-definition screens. It’ll increase turnout, make the program somewhat more engaging, and will likewise increase your social media presence as well.

8. Real-time audience response

Audience Response Systems also play a role in fostering social interaction among participants. Organizers may survey their listeners, get honest opinions, and make adjustments to their delivery depending on the findings. Even in a crowd of a hundred or more, this affords excellent chances for interaction.

Seeing such responses appear in real-time on meeting room digital signage placed in conference halls provides participants some concrete data to continue with.

One simple example can be debate polls. When two orators debate a topic, the event organizers can make the attendees participate by voting or showing support.

9. Celebrate your sponsors

a meeting room digital signage gives the spotlight to the sponsors of an event

Sponsorship is critical to the success of many macro-scale conferences. A big part of their motivation for sponsoring your event is to ensure that attendees are cognizant of their brand. But how do you do that?

Endorsing your supporters in an eye-catching and aesthetically appealing manner is achievable with the help of meeting room digital screens. There are tons of options to choose from, including brand logos, sponsor videos, or commercials.

10. Emergency alerts

Conference rooms are mostly enclosed spaces tightly jammed with people. Suppose there is a sudden mishap such as a fire inside the premises or perhaps in another building wing. In that case, it becomes challenging for the authorities to follow proper evacuation.

Sometimes, it might take a long time before people realize that there is an emergency. And when they do, there is likely to be utter chaos and panic in the conference hall. A well-connected network of screens can alert, instruct and rescue the public in this situation.

11. Personalized content

Digital meeting room signage can be tailored to suit any occasion. They can show inviting welcome messages to a team of high-profile clients. Or, they can introduce teams with photos & profiles during ice-breaking sessions.

Not only that, but groups can also celebrate special occasions like birthdays or anniversaries and send out important messages like hand hygiene, social distancing, or putting on a face mask.

Personalized messages on meeting room digital signage may also be used for birthday celebrations, business updates, and reminders of upcoming events, rendering it a more organic and connected part of daily work life.

12. Display event highlights

A conference room shows the names of the keynote speakers on a large digital signage display

Not all conferences are one-day affairs; many seminars and summits are week-long or fortnight-long episodes. There is always an elaborate timetable outlining sub-events like lecture presentations, Q-A sessions, debates, recesses, or press photograph sessions for such events.

Leveraging meeting room digital signage to highlight and update these schedules can be a brilliant idea. These displays can also deliver notifications, schedule changes, seminar keynotes and reflect the rules of the meeting hall. Spectators’ lives will be a lot simpler if timetables, notices, and other pertinent information are readily available on signs.

13. Live-streaming

During large-scale conferences & summits with thousands of attendees, there are moments when the audience cannot see the presenter or hear their lectures well. It results in dissatisfaction. The hosts can stream the event live on high-resolution displays installed throughout the conference room on such occasions.

The Pickcel ‘Streaming’ app allows web streaming live content with https or rtp links.

14. Cancellations

Broadcasting cancellations are a quick and straightforward technique to boost organizational efficiency. It might be challenging to notify everyone who was supposed to attend a conference of a cancellation at the final moment.

If a meeting has to be canceled, ensure everyone knows about it with a short and unambiguous message. In addition, showing cancellation notices on TV displays also lets other staff know that their preferred space is available.

Summing It Up

For any summit or conference, interaction and communication are the two most vital elements, and meeting room signage can enhance the experience of those attending. In addition to drawing interest, they’ll also assist you in visually recalling important information relating to the meeting.

With the right digital signage solution, conference rooms can create a world-class experience for teams and businesses.

Get the best digital signage software for your meeting rooms.

Get Free Demo!

Start making your screens more efficient with Pickcel

Take complete control of what you show on your digital signage & how you show it.

Start Free Trial Schedule My Demo
Rishabh Shandilya

Rishabh writes for Pickcel. He enjoys writing pieces on Entertainment, Lifestyle, and Technology. He's a die-hard fan of Miyazaki and Murakami and his go-to quote is "The past is a foreign country, they do things differently there."

Related Blogs