Lighting plays an important role in video conferences. In addition to speech intelligibility and acoustics, lighting is another crucial factor for a perfect video conference. Lighting is also a key topic in photography and film. This blog has compiled the most important tips for optimizing lighting in the video conference room.
After reading this article, you will better understand the key factors for improving lighting for video conferences.
Contents:
- Avoid backlighting
- No side lighting
- The position of lighting in the conference room
- Soft and diffuse light
- The right color temperature for video conferences
- Connecting lighting and media technology
Important Aspects for Improving Lighting for Video Conferences
When improving lighting for video conferences, there are three main aspects: the light source, the environment, and the camera. The light source is likely the most important factor to take into account. The type of bulb you use can make a significant difference in the quality of your video conference. Fluorescent lights emit a soft, diffused light ideal for video conferencing.
The environment is also an important factor to consider. If you’re in a room with many windows, natural light can be too bright and glare the camera. Conversely, if you’re in a windowless room, artificial light can be too harsh and create glare on the camera. The camera itself is another crucial factor to consider. If you’re using a webcam, the built-in microphone will pick up all background noise in the room. If you’re using a camcorder, ensure the lens is clean and free of smudges or fingerprints.
Avoiding Backlight
Not only is selecting the right lighting crucial, but it’s also important to identify which light sources should be kept from the video conference room. The biggest issue is backlight—meaning a light source that appears directly opposite the video conference camera. Special attention should be paid to windows when the meeting room is equipped with media technology and a video conferencing system. Assessing the maximum sunlight exposure is essential if a window is directly opposite the video conference camera. A north-facing window is generally less problematic, but a south-facing window can lead to significant backlight issues during video conferences, depending on the season.
Measurement of unintentional scattered and reflected light (false light) with a camera. (Image: Markus Bautsch / Wikimedia Commons)
The result of backlighting is that the video conference camera can no longer capture the image. People in the meeting room appear only as dark shadows. Backlighting is, of course, unavoidable in some meeting rooms. Therefore, appropriate darkening is necessary. Curtains, for example, are a good option. In addition to the darkening effect, curtains also positively impact room acoustics. Alternatively, external sun protection or other blinds can also help.
No Side Lighting
Side lighting in the video conference camera image is not as problematic as backlighting, but still to be avoided. You can use the same blackout measures as with backlighting. Side lighting can cause the video conferencing system only partially to capture the camera image. Participants’ faces may be very bright on one side and obscured by a long shadow on the other, making them invisible to virtual attendees. Colleagues in the meeting room can also be disturbed by side lighting. The result is a poorer video conference and employees feeling uncomfortable in meetings. Regular breaks are generally recommended for well-being, during which employees can also take the opportunity to “get some daylight.”
The Position of Lighting in the Conference Room
Once you have eliminated distracting light sources in the meeting room, you can focus on selecting the perfect lighting for the space. First, let’s look at the optimal positioning of the lights. In television studios, multiple lights are used at various angles to avoid shadowing the speaker’s face. This concept in TV production is known as three-point lighting. A similar approach should be applied in a conference room optimized for video conferencing. Since replicating studio lighting in a conference room is usually not feasible, specialized fixtures are used. These are typically mounted on the ceiling or utilized as floor lamps.
Soft and Diffused Light
There are many types of lighting, each with its advantages and disadvantages. In the world of lighting design, there are two main categories of light: direct and diffused. Direct light is harsh and creates a strong contrast, while diffused light is soft and produces little contrast. What is diffused light? Or what does soft light mean? These terms are referred to in lighting design as low-contrast and shadow-lighting.
Model for scattering mechanisms in a volume diffuser (Image: Florianne / Wikimedia Commons)
Direct light occurs when a light source shines directly on an object. This type of light is harsh and creates strong shadows. The advantage of direct light is that it can make a dramatic effect. The downside is that it can be too harsh and cause glare. Diffused light is produced when light is scattered. This type of light is soft and creates little contrast. The advantage of diffused light is that it is more flattering to the human eye. The downside is that it can be more challenging to work with when trying to achieve a specific effect. Generally, diffused light is more flattering to the human eye. It is also more versatile and can be used in various settings. However, direct light can create a more dramatic effect. The best lighting for a particular situation depends on the desired outcome.
The lights in the conference room should produce a soft and diffused light. Direct and indirect lighting is ideal for this purpose. Wide LED panels can also create soft light with a wide distribution. The advantage of smooth and indirect light is the reduced shadow formation, making participants in video conferences much more visible. Additionally, it avoids unsightly “pots” on the faces or heads of attendees. When only direct light from above exists, participants can appear “shiny” on their foreheads. Many users are familiar with the principle of soft lighting from popular ring lights used in home offices to achieve perfect lighting for Zoom meetings or Microsoft Teams calls.
The Right Color Temperature for Video Conferencing
What is color temperature, anyway? Regarding color temperature, three key factors are to consider: the light source, the illuminated object, and the environment. Each of these factors influences how we perceive color temperature. The light source is the first thing to take into account. Different light sources have varying color temperatures. For example, incandescent bulbs have a lower color temperature than fluorescent lamps. This means that incandescent light appears warmer, while fluorescent light looks cooler. The illuminated object also affects how we perceive color temperature.
When a cool light source lights a white object, it appears warmer than when a warm light source illuminates it. This is because the cool light source makes the white object appear bluer, while the warm light makes it appear yellower. Finally, the environment influences how we perceive color temperature as well. When we view an object in a dim room, it appears warmer than the same object in a bright room.
Example of different color temperature values in the same image (Image: Thomas Steiner / Wikimedia Commons)
This is because diffused light makes the colors around the object appear darker, while bright light makes the colors around the object appear lighter. All these factors—the light source, the illuminated object, and the surroundings—affect how we perceive color temperature. When designers talk about diffuse or soft light, they refer to low-contrast and shadow-free lighting, considering all these factors. This type of lighting is often used indoors because it is more flattering and creates a more pleasant atmosphere.
The temperature or light color should also be adjustable in the conference room lighting. Color temperature is measured in Kelvin (K). A high Kelvin value means the light appears very blue, while a low Kelvin value appears more orange. The scale goes up to about 12,000 Kelvin. For video conference rooms, we recommend a value of around 4,500 to 5,500 Kelvin. This typically achieves a natural color temperature while allowing for good participant visibility. However, the lighting settings should be adjusted upon commissioning the video conference system based on the meeting room conditions and the user’s preferences. Some issues with color temperature can be compensated for in camera technology (white balance), but it’s best to address these problems directly during installation.
Integration of Lighting and AV Technology
In a professional meeting room, it is highly advisable to integrate lighting with media technology to create a seamless and efficient environment for various gatherings. Users can use a sophisticated media control system to manage the media technology, lighting, and blinds from a single interface. This integration enables the creation of customized presets tailored to meet specific requirements for different occasions.
For instance, when an AV integration company sets up the meeting room, they can program specific presets for various scenarios, such as “Pre-Set: Video Conference.”This preset would automatically lower the blinds to minimize glare, adjust the lighting to optimal levels for video conferencing, and orient the video conference camera to the appropriate angle. The convenience of having these presets means that users can select the desired option, and the room will automatically adapt to create the perfect atmosphere for their meeting.
As a result, meeting room users can enjoy a streamlined experience with minimal effort. The easy operation allows them to focus entirely on their discussions, presentations, or collaborations, ensuring that they can make the most of their video conference without the distractions of adjusting equipment or lighting manually. Overall, the thoughtful integration of lighting and media technology, coupled with the expertise of an AV integration company, transforms the meeting space into a highly functional and professional environment.