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Managed Services - Meeting Rooms as a Service

Written by IPTel Solutions | 11 February 2026 4:38:34 AM

Every business has meeting rooms. These can range from simple huddle spaces through to fully featured, enterprise‑grade collaboration rooms. We have a service to have your meeting room spaces professionally designed, deployed and supported, all without any upfront capital cost.

Presenting: Meeting Rooms as a Service.

Meeting Rooms as a Service offers to take the strain out of deploying new meeting rooms.

Installing any meeting room has an element of risk in getting the design right, but you also need to consider how you'll support the system when it's operational. 

Many companies rely heavily on their meeting room technology, and when it doesn’t work, productivity suffers. We offer a service that can design, install and support your meeting rooms end‑to‑end.

Our team will come to site to install your system, and if anything fails, we'll be right back to fix the issue.

With a simple monthly fee and no upfront costs, we can offer the best of all worlds: Best-of-breed Cisco equipment at the best price point.

In this blog we'll run through what's included in the Meeting Rooms as a Service and why it's right for your business.

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Business Benefits

For any business looking to make the investment into a meeting room, cost is a major factor. Beyond this though, there's a range of other considerations just as important.

How do you ensure cameras and microphones work properly, every time? Do you have the in‑house skills to configure and maintain meeting room technology? Are you confident installing and supporting AV equipment long‑term?

Included in our service are the business benefits to solve these sort of headaches:

  • Room Design: We work with the client to design their room(s) and provide a customised BOM for each room
  • Finance: The service is backed by Cisco Capital – so no upfront costs, just a simple monthly payment
  • Physical Installation: As a customer preference, we can physically install the hardware
  • Configuration: We design and configure the Meeting Room for the customer, including the relevant integrations (Microsoft, Google, Zoom, a well as Cisco)
  • Support: Ticket based support for adds, moves, changes and faults. Includes firmware management.
  • Refresh: Refresh period can be 3,5 or 7 years, so the equipment is automatically refreshed at that point in time.

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Professional Design

Meeting rooms come in many sizes and shapes, and each space requires a different technology approach to deliver a great audio and video experience.

The options on meeting rooms could be any of the following

As part of the service, we professionally design your space using the Cisco Workspace Designer tool.  This allows us to quickly and interactively generate designs for you, showing you how the choices made will impact the experience.

The tool is shown below and using this tool we can ensure the space really works for your team:

Our service includes the onsite install too - so there's peace of mind from design through to install and operation. 

 

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Installation and Commission

Our expert team can attend your site for the installation of the equipment. This takes a lot of the stress of the installation away and ensures we can guarantee the quality of the experience. 

The install also includes:

  • Commission: During the commissioning we'll walk you through the options, so we can your system setup in the most appropriate modes for the meetings software you use the most.
  • Calendar Integration: As well as being configured for your preferred meetings software, it's important to integrate with your booking system. This can be as simple as being able to book that room from an Outlook calendar invite.
  • System Training: If you're not familiar how to use the system, we can train you. Our ticket based support is there for the journey too, so you can always raise support issues with us.
  • System Monitoring: We'll continue to monitor the system and alert on any issues, upgrade the firmware for you and proactively maintain the system.

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Managed Services: Meeting Rooms as a Service

If you can see the business benefit in not having an upfront capital payment and the ability to set and forget your meeting room systems - all backed by professional design, install and support, this service is for you.

If you're interested to know more, please complete our managed services request form.

Meeting Rooms as a service is all about convenience and ensuring you get the most out of your system, for the least cost.

A properly designed meeting room makes all the difference to the experience of your end users - and in turn to your business.

Our Meeting Rooms as a Service offers a comprehensive end-end solution to something we all use every day - meeting rooms.

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