A video conferencing system for one meeting room usually costs about $600 to $1,500 in hardware for a small BYOD huddle room, $2,500 to $5,500 for a small-to-medium room with a native Teams or Zoom video bar and touch controller, and $6,000 to $15,000 or more for large rooms and boardrooms. On top of hardware, budget for a display, a per-room software license (for Teams Rooms or Zoom Rooms), mounting and installation.
Cost by room size (hardware only)
| Room | Typical setup | Example from our range | Hardware price |
|---|---|---|---|
| Focus room (1-2) | Webcam + speakerphone | Jabra PanaCast 20 + Jabra Speak2 55 | ~$396 |
| Huddle, BYOD (2-4) | USB video bar | Poly Studio R30 | $456 |
| Huddle, BYOD | USB video bar | Logitech MeetUp 2 | $1,079 |
| Huddle, native room (2-6) | Appliance bar + controller | Logitech Rally Bar Huddle + Tap IP | $3,199 |
| Small/medium (up to 12) | Appliance bar + controller | Logitech Rally Bar Mini + Tap IP | $4,399 |
| Medium/large (up to 20) | Appliance bar + controller | Logitech Rally Bar + Tap IP | $5,199 |
| Large | Dual-camera bar + controller | Poly Studio X72 + Poly TC10 | ~$6,791 |
| Large / boardroom | Modular PTZ + mics | Logitech Rally Plus + room PC + controller | $2,759 + PC and console |
| Large, custom | Codec + cameras + IP mics | Poly G7500 + Poly IP Ceiling Microphone | from ~$3,150 before cameras |
Our listed prices; they can change. Kits listed are what each room actually needs from the camera and controller side.
The full budget: what else to add
| Item | Typical range | Notes |
|---|---|---|
| Display | A few hundred to several thousand dollars | Size it to the room. See conference room TV size. |
| Mounts and cables | $100-$800 | TV mount, bar mount, longer USB or HDMI. See video bar mounts. |
| Expansion mics | $200-$820 each | For long tables. See conference microphone prices. |
| Room computer (PC-based rooms) | Varies | Only for Teams Rooms on Windows or Zoom Rooms on PC. |
| Software license | Per room, yearly or monthly | See below. |
| Installation | DIY to several thousand dollars | Depends on cabling, ceiling work and number of rooms. |
| Acoustic treatment | Optional | Cheaper than a bigger mic system in echoey rooms. See acoustic panels. |
Software licenses
- BYOD rooms: no room license. People use their own Teams, Zoom or Meet account.
- Microsoft Teams Rooms: per-room license. Teams Rooms Basic is free for up to 25 rooms; Teams Rooms Pro is paid. See Teams Rooms license cost.
- Zoom Rooms: per-room subscription. See Zoom Rooms license cost.
- Google Meet hardware: per-device license. See Google Meet hardware license.
Pricing for all three changes periodically, so check the vendor's current price before budgeting.
Example budgets
Huddle room, BYOD (4 seats): Poly Studio R30 ($456) + 50-55" TV + mount. Hardware in the low four figures including the TV. No license.
Small Teams Room (6 seats): Rally Bar Huddle + Tap IP ($3,199) + 55-65" display + mount + Teams Rooms license.
Medium Zoom Room (10 seats): Rally Bar Mini + Tap IP ($4,399) or Neat Bar Generation 2 ($4,790) + 65-75" display + Zoom Rooms license.
Large room (16-20 seats): Rally Bar + Tap IP ($5,199) + two Rally Mic Pods + dual 75-85" displays + license + professional install.
Ways to keep cost down
- Go BYOD in small rooms. A USB bar saves the controller and license.
- Buy a kit. Bar + controller bundles are simpler to order.
- Fix acoustics first. Panels can cost less than extra mics.
- Standardize. One model per room size simplifies support and spares.
- Avoid oversizing. A huddle room doesn't need optical PTZ.
Related: video bar prices, conference room camera prices, PTZ camera prices and what it costs to build a conference room.
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