Ask any AV company in India what a conference room costs and you will almost always get the same answer: “It depends on your requirement, sir. Let us schedule a site visit.” That is true — it genuinely does depend — but it is also an unhelpful place to start when you are the person who has to put a number in next year’s capex sheet.
So let us do something the industry rarely does and put actual numbers on the table. Below is a realistic breakdown of what audio visual systems cost for Indian offices in 2026, room by room, along with the line items that quietly inflate quotations and the ones where cutting costs will cost you more later.
One honest caveat before we start: every figure here is an indicative market range, not a quotation. Two boardrooms of identical size can differ by 40% depending on ceiling height, acoustics, existing cabling and whether you need the system to work with Microsoft Teams Rooms or a plain HDMI cable. Use these numbers to size your budget, then get a room surveyed before you commit.
Table of Contents
- What You Are Actually Paying For
- Huddle Room / Small Meeting Room: ₹1.5–3.5 Lakh
- Mid-Size Boardroom (10–14 Seats): ₹4–9 Lakh
- Large Training Room (25–40 Seats): ₹9–20 Lakh
- Auditorium / Town Hall: ₹20–60 Lakh+
- The Costs Nobody Puts in the Quotation
- Where to Save and Where Never to Save
- How to Read an AV Quotation
- Frequently Asked Questions
1. What You Are Actually Paying For
An AV quotation is not one purchase. It is six different purchases bundled into a single line on your purchase order, and understanding the split is the fastest way to judge whether a quotation is fair.
The proportion that surprises most buyers is audio. Clients arrive with a display in mind — a 75-inch panel, a laser projector — and treat microphones as an afterthought. In practice, audio routinely consumes a quarter of the budget, and it is the part people complain about afterwards. Nobody has ever ended a call frustrated that the screen was only 65 inches. They end calls frustrated because the person at the far end of the table could not be heard.
2. Huddle Room / Small Meeting Room: ₹1.5–3.5 Lakh
Three to six seats, one screen, one camera. This is the most common room in Indian offices in 2026 and the easiest to get right.
- Display: a 55–65 inch commercial display, ₹55,000–1,20,000. Commercial panels matter here — a consumer TV is not rated for eight hours a day and its warranty will not cover commercial use.
- Video bar: ₹60,000–1,50,000 for an all-in-one camera, mic and speaker unit. In a room this size, an integrated bar beats separate components on both cost and reliability.
- Mounting, cabling, connectivity: ₹15,000–35,000, including a wall or floor mount, HDMI and USB runs, and a table connectivity box.
- Installation and commissioning: ₹15,000–30,000.
If a quotation for a huddle room crosses ₹4 lakh, ask what is driving it. Sometimes there is a genuine reason — a video wall, an unusual room shape, a control system standard across the campus. Often it is simply over-specification.
3. Mid-Size Boardroom (10–14 Seats): ₹4–9 Lakh
This is where most organisations spend their AV budget, and where the engineering starts to matter. At ten seats and above, a single video bar can no longer pick up the whole table cleanly.
- Display: ₹1,20,000–2,50,000 for a 75–86 inch commercial panel, or an interactive flat panel if the room doubles as a working session space.
- Audio system: ₹1,00,000–2,50,000. Ceiling or table microphones, ceiling speakers, and a DSP to handle echo cancellation and gain. This is the line item that separates a room that works from one that does not.
- Camera and conferencing: ₹80,000–1,80,000 for a PTZ camera with auto-framing, plus a room compute unit if you are standardising on Teams Rooms or Zoom Rooms.
- Control, switching, cabling: ₹60,000–1,20,000 — a touch panel so anyone can start a meeting without calling IT, plus the switcher and structured cabling behind it.
- Installation and commissioning: ₹50,000–90,000.
Licensing is easy to miss. Microsoft Teams Rooms and Zoom Rooms both carry per-room annual subscriptions. Budget ₹15,000–40,000 per room per year, and confirm whether your quotation includes the first year or none at all.
4. Large Training Room (25–40 Seats): ₹9–20 Lakh
Larger rooms are not simply bigger boardrooms. Sightlines, acoustics and microphone coverage all become real engineering problems, and the cost curve steepens accordingly.
Expect dual displays or a laser projector with a large-format screen (₹2,50,000–6,00,000), a distributed speaker system with multiple ceiling microphone arrays (₹2,50,000–5,00,000), wireless handheld and lapel microphones for the presenter, a matrix switcher to route content to several screens, and often acoustic treatment on the rear wall. Rooms of this size also usually need a recording or streaming path, which adds ₹1,00,000–3,00,000 depending on whether you are simply capturing sessions or broadcasting them live.
5. Auditorium / Town Hall: ₹20–60 Lakh and Above
At auditorium scale, AV overlaps with civil and electrical work, and the budget depends far more on the building than on the equipment list. A line-array sound system, stage lighting, a high-brightness laser projector, an operator console, and the rigging to hold it all up will comfortably cross ₹20 lakh, and a 500-seat hall with broadcast requirements can pass ₹1 crore.
The important point for anyone planning a new facility: bring your AV integrator in during the architectural stage, not after the false ceiling is up. Conduit routes, power points, ceiling load capacity and speaker positions are cheap decisions on a drawing and expensive ones on site.
6. The Costs Nobody Puts in the Quotation
These are the items that turn a ₹6 lakh project into a ₹7.5 lakh project after the purchase order is signed.
- GST: AV equipment and installation services attract GST, and many quotations are presented exclusive of it. Always confirm whether the figure you are comparing is inclusive.
- Civil and electrical work: core cutting, conduiting, false ceiling modification, dedicated power points and earthing. Typically ₹25,000–1,00,000 depending on the room and whether the building is occupied.
- Network readiness: conferencing systems need reliable wired network drops and adequate bandwidth. If IT has to extend the network to the room, that is a separate cost.
- Furniture modification: cable cut-outs and connectivity boxes in the table. Retrofitting an existing table is often more expensive than specifying it upfront.
- Annual maintenance contract: usually 8–12% of equipment value per year after the warranty period. Skipping it feels like a saving until a display fails a week before a board meeting.
7. Where to Save and Where Never to Save
Reasonable places to economise: screen size (a well-positioned 75-inch panel beats a badly placed 86-inch one), brand tier on displays where a mid-tier commercial panel does the job, and control systems in rooms that genuinely only need one input.
Places where economising costs more: microphones and DSP, cabling quality, and installation labour. Cheap cable inside a wall is the most expensive component in the entire project, because replacing it means opening the wall again. The same logic applies to the labour that runs it.
8. How to Read an AV Quotation
Four questions will tell you more about a quotation than the total at the bottom:
- Is every component listed with make and model? A line reading “audio system — 1 set” is not a specification, and it is impossible to compare across vendors.
- Is installation itemised separately from equipment? If not, you cannot tell whether you are paying for engineering or just for a delivery.
- What is included after handover? Warranty period, response time, whether support is on-site or remote, and what the AMC costs from year two.
- Who commissions the room? Audio in particular needs tuning after installation. A system that is installed but never calibrated is a system that will disappoint.
9. Frequently Asked Questions
What is the minimum realistic budget for a professional meeting room?
Around ₹1.5 lakh for a small huddle room done properly with commercial-grade equipment. Below that you are buying consumer hardware, which will work for a while and then become an IT support problem.
How long does installation take?
A huddle room is typically one to two days. A mid-size boardroom runs three to five days. Large training rooms and auditoriums take two to six weeks, and are usually gated by civil work rather than by the AV itself.
Does the cost differ between cities?
Equipment prices are broadly consistent across India. Labour and site conditions vary, so installation in Mumbai or Bengaluru may run slightly higher than in a tier-two city, but the difference is usually within 5–10% of the project value.
How long should an AV system last?
Displays and projectors typically last five to seven years in commercial use. Audio equipment and cabling, if specified and installed well, often outlast them — which is another argument for spending properly on the parts hidden inside the walls.
Get a Number for Your Actual Room
Ranges are useful for planning a budget. They are not useful for approving one. The only way to know what your room costs is to have someone measure it, listen to it, and look at what is already in the ceiling.
Shritech has designed and installed AV systems for over 500 projects across India, and our site visit and consultation are free — there is no charge and no obligation to proceed. If you are budgeting for a room this year, get in touch and we will give you an itemised figure you can actually take to finance.