Video Conferencing Equipment for Conference Rooms

There are various types of video conferencing equipment for conference rooms ranging from, small to large systems. These include hardware-based systems, software-based systems, and cloud-based systems. Hardware-based systems typically consist of a camera, microphone, speakers, and a codec that compresses and decompresses audio and video signals.

Software-based systems, rely on computer software to facilitate video conferencing, and may require additional hardware components like webcams and headsets. Cloud-based systems, also known as video conferencing as a service (VCaaS), utilize cloud technology to host video conferences. As a result, it eliminates the need for on-premises hardware.

What is Video Conferencing Equipment

Video conferencing is a powerful tool for remote collaboration. It relies on the use of specialized equipment to send sound, image, and document information between participants. This allows multiple people in different locations to connect and hold meetings, just like they would face-to-face. By equipping yourself with the best video conferencing equipment, you can ensure your video conferences are as effective as possible.

Video Conferencing Technologies

Hardware-based video conferencing systems often offer high-quality video and audio transmission. In addition to this, they also offer dual-screen support, content sharing, and integration with other collaboration tools. Typically, hardware based systems are more suitable for large conference rooms or dedicated video conferencing spaces.

Software-based systems provide flexibility because you can install them on various devices. Whether it’s a laptop, desktop, or mobile device, users can join a video conferences from anywhere. They often include features like screen sharing, virtual backgrounds, and chat functionalities.

Cloud-based systems offer the advantage of flexibility and ease of use. That’s because they do not require an extensive setup or maintenance. You can also access them from a web browser. They also offer features such as recording and playback. And, real-time collaboration on shared documents, and integration with popular productivity tools like calendars and email.

Video Conferencing Hardware: How to Choose the Right Equipment

When selecting video conferencing equipment for a meeting room, there are several factors you’ll want to consider. For starters, consider your budget. Next, consider the size of the room and the number of participants. Larger rooms may require more advanced features like pan-tilt-zoom cameras and multiple microphones for better audio pickup.

The next thing to consider is your existing infrastructure and technology. In this step, make sure you are choosing a system that can ingrate with your existing system and infrastructure.

Another important consideration is ease of use. Make sure the interfaces are user friendly, the system has the ability to support future upgrades. Finally, consider the reliability and technical support. This way you ensure prompt resolution of any issues that might arise. The bottom line, make sure you have video conferencing quality  at the top of mind.

Video Conferencing Equipment List


Importance of high-quality cameras for capturing clear visuals

The camera is an important component of video conferencing equipment as it allows participants to see each other during the conference. High-quality cameras are essential for capturing clear visuals and ensuring that everyone can clearly see facial expressions and body language. Additionally, features such as autofocus, zoom capabilities, and wide-angle lenses can enhance the quality and flexibility of the video feed.


Achieving Optimal Audio Quality

Audio quality is equally important in video conferencing, as participants need to be able to hear each other clearly. Different microphone options are available to ensure optimal audio quality. Some popular choices include tabletop microphones, ceiling microphones, and wireless lapel microphones.

Tabletop microphones are suitable for small conference rooms, while ceiling microphones are ideal for larger spaces. That is because they can capture sound from all directions. Wireless microphones provide mobility for presenters or participants who need to move around during the conference.


Choosing the right display for effective communication

The display is the medium through which participants can see the video feed and any shared content during a video conference. Choosing the right display is essential for effective communication. That’s because to display content clearly, or show content from multiple sources, you’ll need more real estate to do that. Factors to consider include the size of the display, resolution, and other options like sharing sources. Another thing to make note of, make sure you use a commercial display not a consumer TV. For more information on this subject, read our commercial display vs TV article.

In addition to this, there are displays designed specially for Microsoft Teams Front Row. With this new type of display, you can take advantage of the 21:9 aspect ratio. This means more real estate since the top and bottom black bars are not present.


Ensuring high quality audio output

Speakers are responsible for reproducing the audio, allowing everyone to hear each other. Clear audio ensures that participants can hear and understand each other without difficulty. Depending on the size of the conference room, you may need multiple speakers to distribute sound evenly.

Additionally, video conferencing speakers with noise cancellation technology can help eliminate background noise and echo, improving the overall audio quality. In addition to this, to ensure that sound reaches all participants evenly without any distortion, speaker placement is key.


Understanding the role of codecs in video conferencing systems

Codecs play a crucial role in video conferencing systems. They are responsible for compressing and decompressing audio and video data to ensure smooth transmission over the network. Codecs are essential for reducing bandwidth requirements and maintaining high-quality audio and video during video conferences.

Different video conferencing systems may use different codecs, such as H.264/AVC, H.265/HEVC, H.266/VVC, AV1, and VP9 (etc.). And, each video codec has different characteristics and use cases.

Codecs & Use Cases:

  • H.264: good for everyday use, but does not support 4K or HD video streams.
  • H.265: great for deploying the highest quality video but it’s not suitable for browser-based playback.
  • AV1: delivers 30% better compression compared to HEVC but less likely to be consistently stable.
  • VP9: delivers high-quality video at lower bitrates but it’s not compatible with Apple devices and not suitable for iOS devices.
  • H. 266/VVC: efficiently transmits ultra high-definition content, to high-dynamic range content and immersive formats.

Integration: Collaboration Tools & Video Conferencing Software

In today’s collaborative work environments, it is essential for a conferencing system to integrate seamlessly with other collaboration tools and software. This includes popular applications like Microsoft Teams, Zoom, or Google Meet, as well as productivity tools like document sharing and screen sharing software.

Integration allows for a unified and streamlined experience, making it easier for users to schedule, join, and manage their conference calls directly from their preferred collaboration platform. It also enables the sharing of documents, screens, and other media during conferences, enhancing the overall collaboration experience. Choosing a conferencing system that integrates well with existing tools and software ensures a cohesive and efficient workflow for teams.

Factors to Consider

Room Size & Layout

Determining the appropriate equipment for the space

When selecting video conferencing equipment, it is important to consider the size and layout of the room where the equipment will be used. Different rooms may require different types of equipment to ensure optimal performance. For smaller rooms, compact equipment such as webcams and microphones may be sufficient. However, for larger conference rooms, more advanced equipment such as PTZ cameras and ceiling microphones may be necessary to capture audio and video from all participants.

Number of Participants

Ensuring the equipment can accommodate the desired number of participants

Another crucial factor to consider is the number of participants who will be using the video conferencing equipment. The equipment should be able to accommodate the desired number of participants without compromising the quality of the communication. This includes ensuring that there are enough microphones and cameras to capture the audio and video of each participant, as well as sufficient bandwidth to handle the data transmission.

Audio and Video Quality Requirements

Identifying the necessary specifications for clear communication

The audio and video quality requirements of the video conferencing equipment should also be carefully considered. Clear and crisp audio is essential for effective communication, so it is important to choose equipment with high-quality microphones and speakers. Similarly, the video quality should be of a high resolution to ensure that participants can see each other clearly. It is also important to consider features such as noise cancellation and echo suppression to enhance the overall audio quality.

Budget Considerations

Evaluating cost-effective options without compromising quality

The final consideration is your budget. Keep in mind, it is essential to find a balance between cost and quality to ensure that your equipment meets the needs of the organization without exceeding the budget. This may involve researching and comparing different brands and models to find cost-effective options that still offer the necessary features and specifications. It is important to prioritize essential features and make informed decisions based on the organization’s specific requirements and budget constraints.

Conference Room AV Installation San Diego

Being able to speak with anyone around the world through a virtual meeting is incredible. But, frequent problems with video conferencing can be a pain if you don’t have the right conference room technology. That’s where we come in! Whether you’re dealing with poor mic pickup, hard to use equipment or have a hard time figuring out which cables to connect, getting from point A to B is not always easy. Let us help you bring your conference room technology up-to-date with a professional commercial AV installation. Contact us at (760) 505-7461 and start experiencing great video meetings sooner than later.