Still have funds left in your 2026 budget? Use them to make your conference rooms, meeting rooms and council chambers fit for the future. We show which measures can be implemented at short notice, how planning, procurement and installation can still be completed this year, and which solutions have proven particularly effective – for meeting rooms, council chambers and accessible communication.
Why upgrade meeting and conference rooms in particular?
Because they’re used every day. A display that won’t talk to the work laptop costs every meeting its first few minutes. A video conference in which half the room can’t be heard turns a decision into a follow-up email.
Hybrid meetings are now routine in many administrations. The rooms, however, often date from a time when this wasn’t part of the plan.
The second reason is a practical one. Conference room technology can be planned in stages: one meeting room now, the council chamber in the next budget. That suits remaining budgets, whose size often only becomes clear late in the year.
What your remaining budget can cover:
Small meeting rooms
For rooms with four to ten seats, a well-designed basic package is usually enough: a display in the right size, a camera that captures the whole table, and a ceiling microphone instead of the table microphone that always seems to sit in front of the wrong person. Add a connection that lets anyone plug in their laptop without instructions, plus integration with Teams, Zoom or Webex.
A room like this can usually be installed in a single day. Find out more on our page about conference room technology.
Council chambers and large meeting rooms
This is where things get more demanding. Conference microphone systems with individual delegate units make sure every contribution is clearly heard, both in the room and on the video call. Voting systems deliver results that can be recorded in the minutes. Large displays or projection, central room control and, if meetings are to be broadcast, cameras and streaming complete the setup.
We work vendor-independently with systems from Crestron, Extron, Biamp, Shure, Barco and others. Existing equipment that is still usable is integrated rather than replaced. You can read how we plan and install AV systems on our system integration page.
Assistive listening for hearing aid users
Whether in the council chamber, meeting room or public forum: good speech intelligibility is essential so that everyone can follow the discussion. Modern assistive listening systems such as induction loops or AURACAST™ transmit speech directly to compatible hearing aids and make communication accessible to all.
Team PCS is a certified AURACAST™ partner for OPUS and offers DIN-compliant AUDIOCAST systems for different room sizes and requirements. Learn more in our article AURACAST: multilingual audio transmission for events.
How to get it done this year
We start planning with the room itself: how many seats does it have, how is it used, and who joins remotely? We then select displays, microphones and control systems that match these requirements exactly and can still be delivered in time.
The equipment is delivered and invoiced in 2026. If you prefer, we carry out the installation in January, when the meeting calendar is quieter and the room can be out of action for a few days.
A note we’d rather give upfront: under German public budget law, payments before a service has been received are only permitted to a limited extent (§ 56 BHO, Federal Budget Code). That’s why we agree with your budget department in advance how delivery and installation are split in the quote and on the invoice.
Which procurement procedure is required depends on the contract value and the rules in your federal state. The sooner this is clear, the more flexibility you’ll have.
Conference room technology: example projects
Hybrid meeting rooms in Düsseldorf
For a client in Düsseldorf, we equipped a divisible conference room, a presentation area and an exhibition space. The cameras automatically follow whoever is speaking. And when the room is divided, the technology reconfigures itself.
Want to use your remaining budget this year?
Tell us which rooms you have in mind and by when the funds need to be committed. We’ll tell you what can be delivered before the end of the year.
The Cue Group Düsseldorf - Team PCS
Reisholzer Werftstraße 42
40589 Düsseldorf
duesseldorf-pcs-team@the-cue.group
+49 (0) 211 7377980
The Cue Group Berlin - Team PCS
Flottenstraße 21-22
13407 Berlin
berlin-pcs-team@the-cue.group
+49 (0) 30 69596900
The Cue Group Munich - Team PCS
Landsberger Straße 234
80687 Munich
muenchen-pcs-team@the-cue.group
+49 (0) 89 248830020
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