What budget will be needed to put video conferencing in a meeting room?

Video conferencing gives you the power to touch base with clients and teammates worldwide while still getting the interpersonal advantage of seeing and hearing them face-to-face. But setting up video conferencing in a meeting room is a bit complicated. And so many moving parts go into specific solutions, making it challenging to provide an exact budget.

The price for a video conference room ranges from £2000- £8000. However, the price will depend on technology and sizes of rooms: small, medium, and large.

The most affordable options depend on what you need in a video conferencing meeting room. A video conference room requires eight items to function fully:

A computer- to run everything
Video input(s) – cameras
Video output(s) – monitors or TVs
Audio input(s) – microphones
Audio output(s) – speakers
A way to control – navigating the video conferencing interface
A physical form – something to hold it in place
Miscellaneous items – ranges from small nuts and bolts to control systems programming.

Still, the great deal here is that you do not have to spend on these items separately and buy an all-in-one video conferencing solution.

Budget according to room size

Small Room: An ideal size of a small room is 10’x10′ or smaller. It is designed for up to 4 participants. So the average price for a small video conference room is around £75 per square foot, or up to £2000.

Medium Room: A medium room size is generally 20’x20′ to 30’x30′ and is designed to seat 5-10 participants. Thus, the average price for a medium video conference room is around £25 per square foot or up to £5,000.

Large Room: A large-sized room will be larger than 30’x30′ and closer to 50’x50′. It is designed for 10+ participants. The average price for a large video conference room will be around £8,000.

Budget of technology

The key to putting together a good meeting room on a budget is anticipating the kind of interactions the meeting room will need to enable. And what type of technology is adopted depicts the quality of the meeting. Therefore, the cost of technology is distributed as

Cost of Software

Most organisations are adopting cloud-based video conferencing services nowadays. A cloud video conferencing software service is all that is required to enable video conferencing on personal devices like laptops and phones. However, small and remote teams without conference rooms may not need meeting room equipment and can opt for a software-only solution.

Organisations just starting with video conferencing generally should budget £4 to £18 per user per month — or £48 to £220 per year when billed annually. For many organisations, this is less than the cost of legacy audio-only or web conferencing contracts. One common cost justification is to replace a legacy audio conferencing plan with a modern video conferencing solution. Some of the encrypted and reliable business-class video conferencing services/software are:

Zoom: Starting at £13.27 per user per month
Microsoft Teams: Starting at £4.23 per user per month
Google Meet: Starting at £4.14 per user per month

Items	Microsoft Teams	Zoom	Google Meet
Group Meeting Time Limit (Free version)	No Limit	40 minutes	60 minutes
Group Meeting Time Limit (Paid version)	Unlimited	Unlimited	Unlimited
Maximum Participants	250	100	100
Free Trial	Available	Available	Available
Recording	Yes	Yes	Yes
Screen Sharing	Yes	Yes	Yes
Customer Support	Ticket, Phone & Live Chat	Ticket & Live Chat	24/7 Online
Style	Modern	Standard	Standard
Number Of Meetings	Unlimited	Unlimited	Unlimited
Virtual Background	Yes	Yes	Yes

Cost of Hardware

The availability of high-speed networks and HD cameras has led to all-in-one conference room solutions that now cost a tenth of what similar solutions sold less than a decade ago. However, the company should set room standards by determining the best video conferencing equipment for your different-sized rooms to ensure a consistent user experience for every conference room. The best video conferencing equipment you need for your business like conference cameras, speakers, microphones, TVs, etc. are actually depended on the size of the room where they will be used.

For small rooms or huddles

A huddle space is a small room that accommodates meetings for up to 4-5 people. These spaces need technology that lets teams share ideas and collaborate effectively. As the small space is intended for local and virtual collaboration and co-creation, these video bars adjust anywhere and do not require additional accessories. Simple all-in-one video bars would be sufficient because you don’t need to worry about squeezing people into the frame or inconsistent audio quality.

Logitech Rally Mini- £2,336.36
Yealink MeetingBar A20- £1,538.83
Poly X50 & TC8 Touch Panel Bundle- £2,419.84
Logitech Rally- £3,015.88 (For premium quality)

For medium size rooms

A medium room is good for small groups of four to eight people to spread out when needed. Thus, flexibility is important to optimise your mid-sized rooms for video collaboration. In mid-size rooms, the camera should be capable of capturing and focusing on people near and far. Added pan/tilt/zoom capabilities improves the goal of making everyone visible to people on the other end of the video meeting. The range of room sizes and configurations typical of mid-sized rooms are:

Logitech Rally Bar Room Solution- £5,666.76 (Including software license fee)
Yealink A30 With Touch Panel Controller- £2,313.33
Poly X50 & TC8 Touch Panel Bundle- £2,419.84
Logitech Rally Bar Mini & Tap- £3,218.49

For large size rooms

With the right video conferencing solution, large rooms can be as easy to manage, outfit, and use as a huddle room. If you’re conducting a meeting with upwards of 10 people or more in a room, chances are you can’t risk the inconveniences due to technical inefficiencies. For rooms on the larger end, you may need multiple mics and high-performance cameras set up around the room. Thus, it’s crucial to make sure that the camera can be controlled and adjusted through multiple control methods such as remote control, keyboard, etc.

Yealink MVC840- £3,186.82
Poly STUDIO X70 & TC8 Bundle- £5,260.73
Rally Bar & Tap Bundle- £3,883.66
Logitech Tap Room Solution- £5,158.56 (Including software license fee)

Miscellaneous cost

Despite the thorough nature and a well-executed build phase, the fact remains that technology is subject to error. And just like computers, smartphones or any other technology, the expected lifecycle for video conferencing hardware varies greatly by provider. Thus, additional costs like installation and infrastructure improvements required to support a solution can add up.

However, these cost helps in keeping your AV system operating efficiently and lowering the total cost of ownership. Thus, the cost of professional services ranges from £800 to £1000 per day.

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