Navigating the world of video conferencing hardware can be overwhelming, especially for newcomers to B2B video conferencing. The good news is that setting up a professional video conferencing room is almost as simple as making a video call from your laptop.
In order to participate in a video call from your computer, specific tools are required. These tools include a computer, camera, a microphone, a speaker, a display, and a mouse or trackpad to interface with your PC and application.
This rule applies to your VC (video conferencing) enabled meeting room. You will need the same tools, but they will be designed for meeting rooms (although the controller for your conference room system will likely be a touch controller on the table instead of a mouse).
KEY COMPONENTS OF A VIDEO CONFERENCING ROOM
VIDEO CONFERENCING SYSTEM
This is the heart of your video conferencing solution. You generally have two options: an appliance or a conference room computer. Check out our other blog post to learn about the differences between an appliance and a PC.
Popular appliances include the Poly G7500 and the Logitech RoomMate. On the other hand, companies like Dell, Lenovo, and HP offer micro PCs that are pre-configured for Zoom or Teams, optimized for video conferencing environments. Google Meet users might opt for a dedicated Chrome Box, which is purpose-built for the platform.
DISPLAYS
When selecting a display, look for high resolution, excellent color accuracy, and appropriate size to fit your space. Commercial displays are recommended for their durability and specialized features such as on/off timers and RS232 compatibility, which are essential for integrating with control systems like Crestron and Extron. These displays are built to withstand continuous use and their warranties remain valid in commercial settings.
CAMERA
Selecting the right camera is crucial for video conference space, aiming to replicate face-to-face meetings as closely as possible. There's a wide range of cameras with different functionalities and costs, from standalone units to integrated systems. Most modern cameras provide a wide field of view and advanced tracking features, such as active speaker tracking or continuous presenter follow.
Consider the form factor too: standalone cameras, or all-in-one video bars like the Logitech Rally Bar, which integrates a camera, microphone, and speaker, are suitable for medium to large rooms. For smaller spaces, the Neat Bar is a great option.
MICROPHONES
When setting up a video conferencing meeting room, crystal clear audio is arguably the most crucial component. Depending on your room's size and design, microphone options include tabletop models with built-in mute buttons, sleek wall-mounted bars, or ceiling microphones that offer extensive coverage without clutter. Some microphones also integrate speakers, simplifying your setup by combining two functions into one device, which is particularly useful in smaller or huddle spaces.
SPEAKERS
Ensuring that all participants can hear clearly is paramount. While many integrated systems include speakers, larger rooms might require additional audio reinforcement. Wall-mounted or ceiling speakers can provide immersive sound that fills the room. When selecting speakers, consider whether they are plug-and-play, which facilitates easy setup and compatibility, or if they require an amplifier to boost sound levels adequately.
TOUCH CONTROLLER
Modern video conference rooms benefit greatly from intuitive interfaces like touch controllers (which is a big upgrade from the old remote control). Devices such as the Logitech Tap IP offer a user-friendly interface that simplifies managing calls and adjusting settings with a simple touch, making video conferences more accessible to all users.
TAILORING SOLUTIONS FOR DIFFERENT SPACES
HUDDLE ROOMS
Small spaces designed for quick meetings benefit from compact, all-in-one video conference devices like Logitech Rally Bar Huddle, which provides all necessary components in one streamlined unit.
SMALL AND MEDIUM CONFERENCE ROOMS
Require slightly more robust solutions. Video conferencing devices like the Neat systems offer integrated audio-visual capabilities, perfect for these environments.
BOARDROOMS
Larger, more formal settings typically need a more comprehensive setup, involving multiple components such as separate cameras, microphones, and speakers. Technologies like Barco Clickshare CX-30 enhance collaboration by enabling wireless content sharing.
ENHANCING THE EXPERIENCE
Recent technological advances have made it easier than ever to transform conference rooms into collaborative spaces. Important factors like room layout, lighting, and acoustics lay the foundation, while adding whiteboard cameras, multiple or extra large displays, and wireless screen sharing enhances the overall experience. Integrating these features - in addition to selecting the best video conferencing equipment - can elevate your video conferencing to a more interactive and collaborative level.
OTHER CONSIDERATIONS
VIDEO CONFERENCING PLATFORM COMPATIBILITY
Ensure that the VC equipment you choose is compatible with your preferred video conferencing software. For instance, hardware certified for Zoom Rooms is essential if Zoom is your platform of choice.
BUDGET
This can be challenging, particularly for larger rooms or specific requirements. However, Vivo is here to help! We can design a solution that fits both your needs and your budget.
ALL IN ONE VIDEO CONFERENCE SYSTEM
For simpler meeting spaces, opt for an all-in-one (AIO) video conferencing system. These systems combine essential components—appliance, camera, microphone, and speaker—into a single device. The main types are video bars and AIO touch display systems, which integrate everything into the touch display for a true AIO solution. AIO systems are generally more cost-effective and easier to install than assembling separate devices. Neat's conferencing systems are among the most popular AIO displays and video bars on the market today.
ROOM CRITERIA
When planning your video conferencing room, it’s important to consider the room's purpose, the audience it serves, and key room elements (like hard surfaces such as glass). These factors are critical in shaping conferencing solutions that minimize background noise and enhance the experience for video meetings and remote participants.
ELEVATE YOUR MEETING EXPERIENCE
The right video conference equipment setup not only enhances communication but also significantly improves the overall meeting experience. Whether you are equipping a small huddle room or outfitting a large boardroom, selecting the appropriate combination of displays, cameras, microphones, speakers, and interfaces is essential. Thoughtful integration of these components ensures your team enjoys seamless and effective video conferencing that meets the demands of modern business communication.
Transform your video conferencing rooms with Vivo's expert Design solutions. We deliver tailored setups that perfectly match your needs and budget, maximizing your space's collaboration potential. Contact Vivo today to elevate your conferencing experience.