An illustrative user device of a user establishes a secured connection between the user device and a server of an organization. Via the secured connection, the user device receives schedule information of a virtual meeting associated with the user. The user device authenticates a proximity-based connection between the user device and a room conference system. In response to the authenticating of the proximity-based connection, the user device transmits the schedule information of the virtual meeting to the room conference system. The room conference system is configured to use the schedule information to connect to a conference server to launch the virtual meeting on the room conference system. Corresponding methods and systems are also disclosed.