About: Meeting Room Signage
Our Meeting Room Signage Channel transforms meeting room and conference space displays into dynamic communication screens when they are not actively being used for meetings. Instead of sitting idle, these screens become high‑value communication touchpoints, keeping employees and visitors informed, engaged, and inspired throughout the day.
Meeting Room Signage is ideal when you want to:
- Make better use of existing meeting room screens
- Share important internal messages in high‑traffic office areas
- Create a polished, professional experience for staff and visitors
- Reinforce culture, values, and key initiatives
With Vibe, meeting room screens automatically switch between meetings and signage, ensuring no disruption to scheduled calls while maximising the impact of every screen.
Looking for Setup Guides? Refer to the following setup guides we have available.What is meeting room signage?
Vibes Meeting Room Signage uses idle time on meeting room displays to show visual communication content. This includes screens running Microsoft Teams Rooms (MTR), Zoom Rooms, or other supported meeting room systems. When no meeting is in progress, Vibe activates the display with curated, on‑brand content. When a meeting starts, signage automatically gives way to the meeting experience.
Key benefits
- Zero disruption to meetings
Signage displays only when rooms are idle and automatically stops when meetings begin. - High-impact visibility
Meeting rooms are often located in central office areas, making them prime locations for repeated message exposure. - Cost-effective
Leverages screens you already own—no need for additional signage hardware. - Professional presentation
Ensures meeting room displays always look intentional, branded, and purposeful. - Centralised control
All meeting room signage content is managed from the Vibe platform alongside other communication channels.
Use-case scenario
A supermarket head office uses Vibe to improve visibility of internal communications across support teams and visiting regional managers. Meeting rooms are used throughout the day for trading reviews, supplier meetings, and campaign planning, but screens often sit idle between bookings. Using Vibe’s Meeting Room Signage channel, the communications team displays Cyber Security reminders, trading updates, health and safety messaging, and employee recognition content during these idle periods.
Content is created and scheduled in Vibe, ensuring messaging stays aligned with current content planning. When a meeting starts, the room system takes over automatically. Once the meeting ends, Vibe resumes displaying signage without any manual input.
This allows the organisation to extend the reach of its communications strategy using existing screens, while keeping messaging consistent across Vibe’s other channels.
Content types supported
Content viewed through Vibe's Meeting Room Signage can be scheduled, automatically adapts to fit the screen and supports Vibes full Template library, including:
- News, Events, Training, Social Media, Recognition
- Media Image and Video content
- Infotainment streams
- Integrated data such as SharePoint or Power BI
How it works
- A meeting room display is connected to Vibe using a supported setup.
- When the room is not in use, Vibe displays signage content automatically.
- When a meeting starts, signage stops and the meeting takes priority.
- Once the meeting ends, signage resumes without manual intervention.
Meeting room signage vs Digital signage
| Meeting Room Signage | Digital Signage |
|---|---|
| Uses meeting room screens | Uses dedicated signage screens |
| Displays only when rooms are idle | Runs continuously |
| Ideal for offices and conference spaces | Ideal for common and operational areas |
| Shared screens with meetings | Screens are signage-only |
Many organisations use these channels alongside Desktop and Digital Signage channels to reinforce messaging across multiple touchpoints.
FAQ
What happens if a meeting starts while signage is showing?
The meeting will always take priority.
When a meeting starts or a user interacts with the room system, signage stops immediately and the screen switches to the meeting experience.
Can I control what content is shown in specific rooms?
Yes. You can assign different playlists to different rooms or groups of rooms.
This allows you to tailor content based on:
- Location
- Department
- Audience
Will signage display if a room is booked but not in use?
This depends on how the room system reports activity.
In most setups, signage will continue to display until the meeting actively starts or the system is in use. If a room is booked but unused, signage may still be visible.
Can I schedule content for specific times of day?
Yes. Content can be scheduled within Vibe playlists.
This allows you to:
- Show different content throughout the day
- Align messaging with events or campaigns
- Keep content relevant to specific time periods
Can I use Meeting Room Signage alongside other Vibe channels?
Yes. Meeting Room Signage is typically used as part of a broader communication strategy. Many organisations combine it with:
- Digital Signage for shared spaces
- Desktop channels for individual devices
This helps reinforce messaging across multiple touchpoints.