Affordable Conference Room Setups for Small Businesses Using Microsoft Teams Resource Accounts

Our small business (around 40 users) recently migrated from Google to Microsoft 365, and we’re facing several challenges in optimizing our meeting rooms for Teams without incurring large costs. Here’s our current setup and the main issues we are encountering—hoping for advice or creative solutions from the community.

Current Setup

• All computers are domain-joined.
• We created resource accounts for each of our three meeting rooms; these appear correctly as Rooms in Outlook and Teams booking menus.
• Each meeting room contains a standard desktop PC (not MTR-certified) running Windows, logged into Teams as the room’s resource account.
• Employees use the meeting room computer to join calls and manage the meeting calendar.

Current Issues

• Wireless Presenting (Casting):
  Teams’ wireless casting feature appears to require MTR-certified hardware, which is financially out of reach for a business our size. Unplugging and plugging HDMI cables is cumbersome and error-prone, especially since not everyone uses a laptop, and reconnecting the room PC is often forgotten.
• Agenda & Calendar Privacy:
  When meetings are booked, the full Teams agenda and chat history remain accessible on the meeting room machine. That means anyone in the room can view past meetings/agendas, which isn’t ideal from a privacy perspective.
• Screen Sharing and File Security:
  To present from the meeting room PC, any files must be accessible by the resource account, creating additional security concerns and sharing/permission headaches.

What We’re Looking For

• Affordable wireless presenting options for meeting rooms—ideally something that integrates smoothly with Microsoft Teams, but without requiring full MTR hardware.
• Best practices to lock down or reset the meeting room PC so meeting agendas, chats, and files are not visible after a session.
• Secure ways to allow guests to present (screen share, share files, etc.) without exposing company data or making users jump through complicated permission processes.

If anyone has experience setting up small, cost-effective Teams Rooms, especially with regular PCs rather than dedicated MTR devices, advice would be greatly appreciated! Specific steps, hardware/software recommendations, or management tips would all be helpful.

Thanks in advance for any guidance!