Conference Room Equipment Checklist

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Meeting organizers and persons in charge can use this conference room equipment checklist to ensure that all facilities, tools, and materials are available and functional for the purpose of a scheduled meeting. Check if equipment such as a SMART board, Polycom speakers/microphones, and digital projectors are available and working. Confirm that the electrical power in the room is sufficient, if contingency plans are in place in case of equipment malfunction, if any additional costs will be incurred.

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Conference Room Equipment Checklist

Equipment

Confirm availability and functionality of the following items.

SMART Board

Polycom Speakers/Micrphones

Screens for projectors

Digital Visual Projector

Computer/Chrome Box

Keyboard and Mouse

Video Conferencing System

Auxiliary equipment such as laser pointers

Adequate lighting

Facilities and Contingency

Computer connections working?

Room has working wifi?

Electrical power is sufficient?

Built-in sound system is working?

Is the room sound-proof?

Is the ceiling height adequate for projectors?

Is remote light control capability available?

Can windows be covered with shades, blinds, or curtains?

Can additional equipment be provided if needed?

Is there available support in case of equipment malfunction?

Is security provided to ensure that equipment does not go missing or is stolen?

Does the office have an alarm system, CCTV surveillance, and a fire alarm?

Is there a designated person responsible for lost, stolen, or damaged equipment? (State who)

Can the meeting room be accessed prior to the meeting for setup?

Sign-off

Full name and signature of meeting organizer

Please note that this checklist template is a hypothetical example and provides only standard information. The template does not aim to replace, among other things, workplace, health and safety advice, medical advice, diagnosis or treatment, or any other applicable law. You should seek your professional advice to determine whether the use of such a checklist is appropriate in your workplace or jurisdiction.