Conference Room Equipment & Video Conferencing Systems for Business

Talk to a conference room AV specialist

Tell us what kind of rooms you want to equip or systems you want to upgrade. A Newtech specialist will help you determine the right solution based on the space, the platform, and the experience your team needs.

What video conferencing equipment do I need for a professional meeting room?

A professional meeting room typically needs a camera with speaker tracking and AI framing, an audio system with table or ceiling microphones and quality speakers, a 4K display, and a certified compute device (such as an all-in-one video conferencing kit). Small rooms work well with an all-in-one bar, while large conference rooms and boardrooms (12–20+ people) need multi-camera setups, expansion microphones and dual displays or a videowall. All equipment should be certified for the platform you use — Microsoft Teams, Zoom or Google Meet.

What's the difference between a BYOD kit and a dedicated Teams/Zoom Room system?

A BYOD (Bring Your Own Device) kit lets each user connect their laptop and run the meeting from their own Teams, Zoom or Meet account — it's more flexible and cost-effective. A dedicated system (Microsoft Teams Rooms or Zoom Rooms) has its own built-in compute device and is always ready with one-touch join, for a better, more consistent experience. For rooms with high turnover or executive spaces, a dedicated system is usually the better investment.

Do you install and configure the conference room equipment, or only supply it?

We do both. As a conference room AV equipment supplier and integrator, we scope the right meeting room equipment, install and configure it, and hand over a complete, ready-to-use video conferencing system — not just hardware. You get one partner for equipment, installation and ongoing support.

Can you equip and standardize multiple meeting rooms or offices at once?

Yes. We roll out and standardize conference room equipment across multiple rooms, sites and countries — we've modernized 90+ spaces for a single client. Standardizing your meeting room technology gives every room a consistent experience and makes support far simpler.

Can you integrate new equipment with our existing conference room systems and platforms?

Yes. We integrate new conference room AV equipment with your existing systems — displays, room control, calendars and digital signage — and with your platform, whether that's Microsoft Teams Rooms, Zoom Rooms or Google Meet. We always assess what you already have before recommending anything new.

How much does it cost to equip a conference room?

The cost depends on room size and the level of technology — cameras, microphones, displays, audio, platform integration and installation all factor in. Because every space is different, we scope each project and give you accurate pricing after a quick assessment, so you invest only in the equipment each room actually needs.

Can we get an on-site assessment or demo before buying?

Absolutely. We start with a free assessment of your spaces and can arrange a demo of the recommended video conferencing equipment, so you see the right setup for each room size before you invest. Request an assessment to get started.

Do you provide support, warranty and maintenance after installation?

Yes. Every conference room equipment project includes ongoing support, manufacturer warranty and optional maintenance, so your meeting rooms keep running reliably long after go-live.