When investing in a new video conferencing system, it’s important to know how much it’s going to cost. One of the last things you want when investing in a new system is to be surprised by hidden costs. Whether upgrading your current outdated equipment, or having a complete refresh, this guide will help you to break down how much your new system is going to cost and how we at Rapid can collaborate with you to get the best solution that fits your budget. The price of your video conferencing setup can vary, depending on the size of your space and the number of people using the equipment. That is why it’s important to budget accordingly, so you know what to expect.
There are several key factors that help to elevate your video conferencing setup. These include:
Quality: Whilst a video conferencing system can be set up with a simple camera, it is crucial to consider how important a high-quality camera would be in your workplace. With this being said, it is important to remember that cameras that provide a clearer picture can often up the cost of your meeting room solution. Check out the range from SMART and Clevertouch.
Added Features: Whilst video conferencing software such as Zoom and Microsoft Teams are free to use, their features are limited. If you are looking to have more premium functionalities such as screen sharing, screen recording and other tools, then be aware that these are not included in basic packages. However, many businesses may not feel that these added features are needed, so this is dependent on requirements for your conference system.
Room: The dimensions of a room are also an important factor to consider. Whilst smaller areas such as huddle spaces and small break rooms typically do not require an extensive budget, larger rooms on the other hand need more audio and video equipment, which can quickly rack up costs.
Participants: If you are looking to upgrade your meeting room equipment for the whole office, then it is important to note that this usually requires an extra fee, so that several participants can be involved simultaneously.
Setup: Factors such as professional installation and hardware integration can also add to the overall cost of setting up conferencing equipment.
Remote Access: Whilst many people are going back to the office, it is important to remember that some workers may still be working from home. Because of this, it is imperative that companies ensure that compatibility is considered for hybrid workers as well, enabling everyone to be involved whether in the office or at home.
Training and Maintenance: Once the equipment has been installed, staff are going to require training, which is something else that would need to be factored into your budget. Not only this but technical support contracts and maintenance may need to be taken out, in case of damage or any issues that may occur after installation.
Security: Depending on the industry, many people may prefer to pay for additional security in order to protect video conferences and ensure data is kept private.
To ensure that your budget is able to cover the costs of video conferencing equipment, it is essential to consult with an audio-visual professional in order to ensure that all expenses are covered and there are no hidden costs.
If you are concerned about going over budget for your equipment, or don’t know where to start when planning your conferencing room setup, then contact us today for a quote!
