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Quick Answer

Connect the HDMI cable to your laptop for video, plug in the USB cable for the room's camera/microphone, and join the Teams or Zoom meeting. Ensure you select the room's speaker and microphone in the audio settings.

How to Set Up a Conference Room for Hybrid Meetings ​

Applies to: Zoom, Microsoft Teams, Office Hardware
Article Type: How-To
Last Updated: 2026-07-10

Summary ​

Hosting a meeting where half the team is sitting in a conference room and the other half is on video call can be chaotic. If not set up correctly, you'll experience massive audio feedback (echo) and people working remotely won't be able to hear you. This guide explains how to properly connect your laptop to the room's TV and microphone.

Prerequisites ​

  • A laptop
  • A conference room equipped with a TV/display and an HDMI cable (or wireless casting like Apple TV/ClickShare)
  • A scheduled Zoom or Teams meeting link

Instructions ​

Step 1: Connect the Video ​

Before you even join the video call, get your laptop screen onto the big TV so the people physically in the room can see the presentation.

  1. Locate the HDMI cable on the conference room table and plug it into your laptop. (If your laptop only has USB-C ports, you may need a dongle/adapter provided in the room).
  2. Ensure the TV is turned on and set to the correct input (e.g., HDMI 1).
  3. Important: Your laptop screen might look weird or stretched.
    • On Windows: Press Windows Key + P and select Duplicate so the TV mirrors exactly what is on your screen.
    • On Mac: Go to System Settings > Displays and select Mirror Built-in Display.
  4. If the display stays on No Signal after this, work through How to Fix a Projector Showing No Signal — it covers input sources, failing adapters, and resolution limits in the order they most often cause it.

Step 2: Connect the Audio (The Echo Killer) ​

This is the most critical step. Audio feedback (a high-pitched screeching sound) happens when two microphones in the same room are active.

  1. The person with the HDMI cable plugged in is the Room Host.
  2. The Room Host joins the Zoom/Teams meeting and connects to computer audio.
  3. The Room Host must ensure their Speaker and Microphone settings (the ^ arrow next to the mic icon) are set to the Room's Hardware (e.g., "Logitech MeetUp" or "Polycom"), NOT their laptop's internal speakers.

Step 3: Rules for Everyone Else in the Room ​

If other people physically in the conference room want to join the video call on their laptops (so remote workers can see their faces), they must follow this golden rule:

  1. They join the meeting link.
  2. When prompted to join audio, they must select Do Not Join Audio (or "Continue without audio").
  3. If they accidentally joined audio, they must click the arrow next to the microphone icon and select Leave Computer Audio.
  4. Note: clicking the "Mute" button is not enough. The speaker will still be active and will cause an echo.

All audio for the physical room must flow through the single Room Host's laptop.

Step 4: Sharing Your Screen ​

  1. The Room Host shares their screen in Zoom/Teams.
  2. Because the Room Host is plugged into the HDMI, the people in the room will see it on the big TV, and the remote workers will see it through the Zoom/Teams screen share.
  3. If someone else in the room wants to share their screen, the Room Host stops sharing, and the other person shares their screen on the video call. (The Room Host leaves the HDMI plugged in to display the video call on the TV).

Troubleshooting ​

Symptom / ErrorPotential CauseSolution
Terrible echoing or screeching soundMultiple active micsEveryone in the room (except the Host) must completely Leave Computer Audio
Remote workers can't hear the people in the roomWrong mic selectedThe Host must change their Zoom/Teams microphone from "Laptop Mic" to the room's dedicated microphone
The TV says "No Signal"Loose cable / Wrong inputUnplug the HDMI and plug it back in firmly. Use the TV remote to cycle through the Inputs (HDMI 1, HDMI 2, etc.)