What Is Video Conferencing Equipment And How To Set it Up

NUROUM | April 6, 2023
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What is  Video Conferencing

A video conference is a real-time visual connection between two or more remote parties over the Internet that simulates a face-to-face meeting. Video conferencing is important because it brings in people who wouldn't normally be able to communicate face-to-face.

However, finding the best video conferencing equipment for your company can be challenging, especially with the recent release of new webcams and video systems for personal or home office use.

The primary role of video conferencing is to help people communicate smoothly, no matter where they are. To host a successful video conferencing, you need some tools.

What Equipment Do I Need for Video Conferencing

Ideally, you need an amalgamation of video conferencing hardware and software stack. Have a look at the basics below. 

What is video conferencing hardware?

This refers to the physical equipment used to facilitate video conferencing, such as cameras, microphones, speakers, and displays. This type of hardware typically includes endpoints, which are the devices used by participants to join the video conference, and infrastructure, which are the devices that support and manage the video conferencing system. Here are a bunch of examples:

  • Displays: laptop, desktop monitor, TV screen
  • Video conferencing system: Telepresence Video Conferencing System; Desktop Video Conferencing System; Room-Based Video Conferencing
  • Microphones and cameras: built-in microphones and webcams, USB microphones and webcams,
  • Speakers: built-in computer speaker, external speaker, VoIP conferencing phone

What is Video Conferencing Software?

This refers to the computer programs and applications used to facilitate video conferencing. These software programs typically run on a computer or mobile device and are used to initiate, manage, and participate in video conferences. They can include screen sharing, recording, and chat functionality. Here are a bunch of examples: Zoom, Microsoft Teams, Skype, Webex, BlueJeans, etc.

Apart from that, video conferencing also relies on an active Internet connection, such as WIFI or Ethernet. Apart from that, video conferencing needs multiple video conferencing devices to work together to be successfully held, so the all-in-one conference camera comes into being and is particularly important. 

5 Tips for Choosing the Best Video Conferencing Equipment

Space size

Determine the size of your meeting space, whether a small huddle room for 1-3 people or a larger conference room for 10-30 people, as it greatly affects the type of video conferencing camera and microphone required.

Room acoustics

Is there a lot of noise in your room or the surrounding environment? If so, getting an external microphone is recommended to eliminate background noise and enhance the speaker's voice. For large meeting spaces, an audio extender captures everyone in the meeting, no matter where they are in the room.

Camera quality

Professional cameras make you feel like you're in the same room as the person you're meeting, even if you're thousands of miles away. Are you still using an outdated 720p system with grainy or pixelated images? For the best video conferencing equipment that provides the highest quality images, look for solutions that offer 2K or even 4K video conferencing.


While cloud video conferencing services may work on laptops and mobile devices, most need to interoperate broadly with video conferencing equipment. 

Interoperability refers to the ability of different systems or devices to work together seamlessly. Regarding conference room equipment, interoperability is essential because it ensures that the various components of the system, such as the camera, microphone, speakers, and software, can communicate and function together correctly.

Therefore, it is crucial to understand the interoperability or limitations of your conference room equipment and whether they will cost you thousands of dollars to use the video conferencing platform you have deployed across your organization. 

Easy to use

If the technology of video conferencing equipment is too complicated, employees won't use it at all. Common easy-to-use and low-cost video conferencing software, like what you might find from Google or Skype, usually needs features to support large remote teams or large conference rooms with HD video. For the best of both worlds, find an all-in-one video Conferencing solutions that makes it easy for all employees to connect via video.

How to Set Up Video Conferencing Equipment?

When all the video conferencing equipment is ready, the last step to a successful video conferencing is to set up the equipment. But don't worry, cloud-based video conferencing makes it easy to set up a video-enabled conference room in minutes, as follows:

Step 1: Connect the video system to your room display and Internet

Step 2: Pair the video system with your video conferencing account

Step 3: Make your first video conference call, share your screen and enjoy the benefits of meeting face-to-face communication



With more distributed employees and hybrid work environments, it becomes even more crucial to have a robust video conferencing solution that can scale your business. Well-designed meeting spaces with the right video conferencing equipment can provide a superior collaboration experience that increases knowledge sharing, encourages innovation, and captures creativity. And whether you need to conduct a small meeting or a large conference, there is a video conferencing solution that will meet your needs. That's what NUROUM aims to do. Enjoy a clean hybrid work experience with us in 2023!

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