How to Set Up Conference Room Displays in Under an Hour
Meeting room displays eliminate the “is this room free?” walk past the door. Here’s how to set them up fast.
What you’ll need
- A screen for each room (a 10–15” tablet works well, or a small TV)
- An Alliance Player or the web player (any browser works)
- A Google Calendar or Microsoft 365 shared calendar for each room
- An R52 Digital Signage Alliance account (free to start)
Step 1: Create a calendar for each room
In Google Calendar or Microsoft 365, create a resource calendar for each meeting room. This is the calendar that people book when they schedule a meeting in that room.
Step 2: Set up the display
Plug an Alliance Player into your screen, or open the web player URL in the screen’s browser. Register it in your Alliance dashboard.
Step 3: Connect the calendar
In the Alliance dashboard, go to Integrations > Calendar and connect your Google or Microsoft account. Select the room calendar for this display.
Step 4: Choose your layout
Select the meeting room display template. It shows:
- Current meeting name and time
- Next meeting name and time
- Availability indicator (green/red)
- QR code for ad-hoc bookings
Step 5: Add your branding
Replace the default colours with your company brand. Add your logo. Done.
The result
Staff see room availability at a glance. No more walking to a room and finding it occupied. No more ghost bookings. The display updates in real time the moment a booking is made or cancelled.
Advanced: multi-room view
Add a lobby or reception display showing all rooms’ availability in a grid view. Visitors can see at a glance which rooms are free and navigate to them.