Video conferencing is a live meeting in which people in two or more places see and hear each other in real time, using cameras, microphones, speakers and displays connected over the internet. A video conferencing system is the hardware and software that makes this work, from a laptop with a webcam to a meeting room with a video bar, touch controller and display running Microsoft Teams Rooms, Zoom Rooms or Google Meet.
Types of video conferencing
| Type | Who uses it | Equipment |
|---|---|---|
| Personal / desktop | One person at a desk or home office | Laptop or PC, webcam, headset or speakerphone |
| Room (group) | Teams in a huddle room, conference room or boardroom | Video bar or camera, room mics, speakers, display, controller |
| Large-space | Training rooms, auditoriums, churches, courtrooms | PTZ cameras, ceiling mics, DSP, multiple displays |
| Mobile | People on the go | Phone or tablet app |
How it works
- Capture. Cameras and microphones capture video and sound.
- Processing. The device cleans up audio (echo cancellation, noise suppression) and frames the picture.
- Encoding. A codec compresses the audio and video so it can travel over the network. See what is a codec.
- Transport. The streams go to the platform's cloud service, which mixes or relays them to other participants.
- Playback. Each endpoint decodes and plays the streams on screens and speakers.
More detail in how video conferencing works.
Video conferencing vs Zoom
Zoom is one video conferencing platform. Others include Microsoft Teams, Google Meet and Webex. Most meeting room hardware works with more than one platform, either natively or in BYOD mode over USB. See video conferencing platforms compared.
What a meeting room system includes
| Component | Role | Example |
|---|---|---|
| Camera | Shows the room | Built into a video bar, or a separate PTZ |
| Microphones | Pick up everyone in the room | Built-in bar mics, table or ceiling mics |
| Speakers | Play remote voices | Built into the bar or separate |
| Display | Shows remote people and content | TV, commercial display or touch board |
| Compute | Runs the meeting app | Room PC, built-in Android, or the user's laptop |
| Controller | Starts and controls meetings | Touch panel on the table |
| Content sharing | Shows laptops on screen | HDMI, USB-C or wireless |
Full checklist: video conferencing equipment list.
Room solutions: appliance vs BYOD
- Appliance rooms run Teams Rooms, Zoom Rooms or Google Meet hardware on a dedicated device. Users tap "Join" on the controller. Examples: Poly Studio X52, Logitech Rally Bar with Tap IP.
- BYOD rooms use a USB video bar that connects to whoever's laptop is in the room. Examples: Jabra PanaCast 50, Logitech MeetUp 2.
See BYOD conference rooms and Microsoft Teams Rooms.
Key specifications to compare
- Camera resolution, field of view and zoom
- Mic pickup range and number of mics
- Platform certification (Teams, Zoom, Google Meet)
- Connections: USB-C, HDMI in/out, network, PoE
- Management: cloud device management and firmware updates
- Room size the system is designed for
Choosing a system for your business
Start with the room size and platform, then pick hardware. Our best video bars, best Teams Rooms devices and best Zoom Rooms hardware roundups compare options, and video conferencing cost covers budgets.
Not sure where to start? Try the room finder or request a free quote.
Related guides
Outfitting several rooms, or reselling? Get a volume quote or apply for wholesale pricing →
