How much does a conference room equipment cost?

How Much Does a Video Conferencing System Cost?

First, we should look at some standard costs of a video conferencing system. The most apparent expense is the hardware, including video conferencing cameras, microphones, speakers, and displays. The price of these devices can vary significantly based on their features and capabilities. For instance, a basic setup for a small huddle room (for fewer than five people) might cost between $500 – $1500 for hardware alone. Conversely, a large conference or training room, capable of holding 20 people or more, could cost anywhere from $10,000-$25,000 or more, depending on desired or necessary features.

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This price range appears broad, and rightly so. Numerous available options allow you to choose the features you are willing to pay for and the functionality you require. Camera prices vary from inexpensive fixed-angle cameras to AI-driven cameras with Pan-Tilt-Zoom capabilities, each with different costs. Similarly, microphones range from those designed for a single speaker to those that can independently tune and mix the voices of an entire room. Additional costs include necessary cables, adapters, and optional accessories, which can add several hundred dollars to the overall expense.

How Much Does a Conferencing System for My Office Cost?

The simple answer is: it depends since conferencing systems constantly vary based on user specifications.

A conference system is a basic package that can become more complex with additional components, much like buying a house or a car. For example, even choosing a display can be a multi-faceted decision.

Do you prefer a regular flat-screen monitor or a different type like a flat panel or wallpaper display? What size display is necessary for everyone in the room to see properly? How many displays do you want, and should they be touch screens?

As with other consumer purchases, you want to know the exact cost for what you need, even if you have a general idea but not the specific specifications. This guide aims to provide a reasonable estimate of what you can expect to pay for various conferencing systems. Let's explore how to create the perfect conference room based on your needs.

Main Price Ranges – CapEx or OpEx?

There are two primary ways to finance a conference room. Many companies prefer a CapEx (capital expenditure) purchase, where you pay for the materials and labor upfront.

With CapEx, you own the materials, which can be advantageous if you have the funds available. However, if any device breaks down, becomes outdated, or confuses users, the responsibility for repair falls on you.

For instance, if you aim for a professional conferencing system with a display, webcam, or video bar setup and choose CapEx payment, you’ll spend between $2,000 - $10,000 depending on room size and materials.

An OpEx (operational expenditure) purchase addresses some CapEx drawbacks.

OpEx requires monthly payments rather than a lump sum, making it more affordable for many, especially across multiple rooms, and significantly cheaper than a single-room CapEx purchase.

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Although you do not own the materials, OpEx typically includes service for any issues at no extra cost, mitigating repair expenses.

If you opt for an OpEx payment for a professional setup, expect to pay between $50-600/month, depending on room size and materials.

What Kind of Conference Room Should I Get?

Given the versatility of setting up conference rooms, let’s categorize the concept into a few different types. At Smarter Systems, we identified three kinds of conferencing systems called JUMPSTART ROOMS:

• The “Ready” – Ideal for smaller, impromptu meetings and in-person presentations. Features a 4K display for connecting external devices. Costs range from $50-85/month.
• The “Set” – Suitable for rooms of any size. Includes a display, a camera, and a microphone for videoconferencing. Costs range from $100-575/month.
• The “Meet” – Also suitable for rooms of any size. Features a premier video bar and touch panel room system for launching meetings without a computer. Costs range from $200-600/month.

More information about JUMPSTART ROOMS can be found here:

However, there are additional types.

A training room, for example, is a large space for company or industry meetings and events. A basic training room can be just under $20,000 but go up to about $60,000.

Remember – larger rooms require more materials, installation, and cabling. Here’s a general price range based on room designs:

If you’re curious about pricing for other types of conference rooms, check out our Meeting Space Guide here.

What Additions are There for Conferencing Systems?

Conference rooms can change functionality based on system components and room size. Here’s a list of potential additions:

• Room personal computer
• Room control systems
• Display control system
• Custom conference furniture
• Motorized window shades
• Table connections
• USB wireless enablement
• Room scheduler
• Projection systems
• Sound masking
• Acoustic paneling
• Microphone placement
• Multi-camera functionality

If you have additional pricing queries or want to start building your perfect conference room, contact our sales department!

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