Video Conferencing Solutions for Meeting Rooms & Boardrooms

The requirement

Most video calls that go badly fail for physical reasons, not software ones. The camera is too narrow to show everyone at the table, the microphone is too far from the people speaking, or the room echoes. Buying a device by name, without matching it to the room, is the usual cause. The right choice depends on room size, how people join calls, and which meeting platform your organisation uses.

Choosing a video conferencing system by room size

We start by sizing the room, then pick the simplest system that covers it properly.

• Huddle rooms (up to about 6 people): an all-in-one video bar with camera, microphones and speaker in one unit, mounted under or above the display.
• Medium rooms: a larger video bar, or a PTZ camera paired with a speakerphone or table microphone.
• Large rooms and boardrooms: a PTZ camera with ceiling or multiple table microphones, external speakers and an audio processor, or a native Teams Rooms system.

USB BYOD versus native: in a USB (bring your own device) room, a person connects a laptop and uses whichever platform they like. It is flexible and cost-effective. A native room system runs Microsoft Teams Rooms or a similar platform on its own, so the room joins scheduled meetings with one touch and IT can manage it centrally. Choose BYOD for flexibility and native for consistency.

Rolling out one platform across many rooms or offices? Our guide to standardising Teams Rooms across offices covers platform strategy, room accounts, licensing and device management.

Audio pickup matters more than video. Place microphones close to speakers, keep speakers away from microphones, and treat hard surfaces where echo is a problem. Cabling should be planned before installation: USB and HDMI runs beyond a few metres may need active or extended cables, and network points must be near the equipment.

Products and technologies we use

Browse the full video conferencing range, or go straight to a category:

• Video conferencing bars, for example the Yealink MeetingBar A10, A40 and the AVer VB350 dual-lens PTZ video bar.
• PTZ video conferencing cameras, such as the Yealink UVC85, UVC86 and AVer CAM550.
• Conference microphones, including the Yealink CM20 ceiling microphone.
• Conference speakerphones, including the Yamaha YVC-330 and YVC-1000.
• Room systems, such as the Yealink MVC S40 and MVC860 for Microsoft Teams Rooms.
• Prefer a single-brand room? Our Rocwave video conferencing range covers cameras, bars and speakerphones together.

For platforms, our hardware supports Microsoft Teams, Zoom and Google Meet, either through native room systems or USB connection. Confirm the exact certification for your platform on the product page before ordering.

Typical applications

• Boardrooms with hybrid attendance.
• Daily huddle rooms and project rooms.
• Training rooms where a presenter and audience both need to be heard.
• Interview and client meeting rooms.
• Government and education offices that need reliable remote meetings.

Installation, integration and support

We handle consultation, site survey, design, supply, installation, integration, commissioning, testing, user training and after-sales support including AMC. Commissioning includes test calls on your chosen platform, checking camera framing, microphone coverage and echo, so the room is proven before handover.

Project considerations

• Room size and layout: length and width, table shape, and the furthest seat from the camera.
• Viewing distance: the display should be legible from the back row; wall or trolley mounting affects camera height.
• Network: wired connection and firewall rules for your platform.
• Power: outlets at the display, table and rack positions.
• Content sharing: wired HDMI or USB-C, plus wireless options if needed.
• Training and maintenance: who manages firmware, accounts and support tickets.

Related products and collections

• Video conferencing
• PTZ cameras
• Video bars
• Speakerphones
• Conference microphones
• Room systems
• Rocwave video conferencing range
• Corporate AV solutions
• Government AV solutions

Frequently asked questions

Video bar or PTZ camera with microphones?

A video bar is simpler and suits small to medium rooms. A PTZ camera with separate microphones gives more flexibility in larger or awkwardly shaped rooms, because each part can be placed where it works best.

Do we need a Microsoft Teams Rooms system?

Only if you want one-touch join, calendar integration and central device management. If people bring laptops and use different platforms, a USB video bar or camera system is often enough.

Why do remote participants say the room sounds echoey?

Usually the microphone is too far from speakers, or the room has hard surfaces. Correct microphone placement, an audio processor or a ceiling microphone, and acoustic treatment can help.

Can one room work with Teams, Zoom and Google Meet?

A USB-based room can, because the laptop runs the platform. Native systems are tied to their platform, so choose based on what your organisation standardises on.