How Much Should a Video Conferencing Setup Cost? Buyer Guide

Hayley Cannon, Sep 6, 2023

Need guidance on how to budget for a video conferencing setup? We’re here with our comprehensive buyer’s guide to choosing and investing in video equipment for your hybrid or remote workforce.

Key Takeaways:

  • While video conferencing is accessible for free, a more professional setup costs between $1,000 to $2,000 for simple solutions, and $3,000 to $10,000 for larger-scale ones. 
  • Equipment quality and meeting room size can both affect the cost of your setup.
  • Essential equipment includes a camera, microphone, speaker and screen. Other upgrades are available to enhance the user experience.
  • Neat makes high-quality video collaboration devices.

General Video Conferencing Setup Costs

What is a video conferencing setup?

A video conference system consists of a display, a camera, a speaker, and a microphone, along with a conferencing platform like Microsoft Teams or Zoom.

Average cost of video conferencing setup

On average, a basic video conferencing setup might start around $1,000 to $2,000, while more advanced and comprehensive setups for larger organizations could range from $3,000 to $10,000 or more. The cost of a video conferencing setup can vary widely based on factors like the scale of the setup, the quality of equipment, software features, and additional services. 

The key factors that affect the cost of a video conferencing setup

Several factors influence the cost of a video conferencing setup:

  • Equipment Quality: High-definition cameras, professional microphones, and quality displays enhance the overall experience but can also raise costs.
  • Software Features: Advanced features like screen sharing, recording, and integrations with other tools may affect the overall price.
  • Number of Participants: Systems capable of accommodating larger numbers of participants simultaneously typically come at a higher cost.
  • Room Size: Larger rooms might require more equipment for proper audio and video coverage, contributing to higher costs.
    • Huddle Space (<5 people) – $1,000 – $2,000
    • Small Room (5-10 people) – $2,000 – $5,000
    • Medium Room (10-20 people) – $3,000 – $10,000
    • Large Room (20-30+ people) – $10,000 – $25,000+
  • Integration: If the video conferencing setup needs to integrate with existing hardware or software systems, additional costs may arise.
  • Installation and Setup: Professional installation services can add to the initial cost but ensure proper functioning.

Additional fees to consider

Hidden costs and additional fees to consider:

  • Mobility and Remote Access: If remote participants need to join from various devices, ensuring compatibility might lead to added expenses.
  • Training: Providing training to users on how to effectively use the system can result in extra costs.
  • Licensing: Some video conferencing software may involve licensing fees based on the number of users or features.
  • Bandwidth and Data Usage: High-quality video conferencing requires sufficient internet bandwidth, which might lead to increased data charges.
  • Maintenance Contracts: Ongoing maintenance contracts for technical support and updates may come with recurring costs.
  • Room Modifications: If the room needs modifications for optimal acoustics and lighting, these costs should be factored in.
  • Upgrades: As technology evolves, upgrades to equipment or software might be necessary over time.
  • Security Measures: Implementing security measures to protect video conferencing sessions could involve additional costs.
  • Additional Features: Some advanced features or integrations may require purchasing add-ons or plugins.

To ensure an accurate estimate of the cost, it’s essential to consult with vendors or professionals who specialize in video conferencing setups. Discuss your specific needs and get a detailed breakdown of all potential costs, including any hidden fees or ongoing expenses.

Essential Video Conferencing Equipment

Essential video conferencing equipment for an office includes a high-quality camera – also known as a webcam – to capture clear visuals, while a reliable microphone ensures optimal audio quality. A display, such as a monitor or screen, is essential for showcasing remote participants and shared content, complemented by good-quality speakers for clear audio transmission. A computer or device equipped with suitable video conferencing software (e.g. Zoom, Microsoft Teams) is necessary for joining and managing meetings, supported by a stable internet connection for seamless communication. Headphones or earphones can also aid in improving audio clarity. 

All-in-one video collaboration devices are also available, that combine cameras, mics, speakers and a screen in one streamlined device. The best ones do this without compromising the quality of the video call or the user experience – for instance Neat devices.

Setting up the room with appropriate lighting to enhance video quality and furniture, along with necessary cables and accessories, ensures that participants are comfortably visible and audible. Finally, remote control can simplify adjustments during conferences, while optional additions like touchscreens, meeting schedules and physical whiteboards complete the essential setup, tailored to the office’s communication needs and meeting requirements.

Did you know? Neat Pad is a simple and elegant touch screen which you can use to control your meetings or display room availability outside the room. 

Neat Pad
Neat Pad

Choosing the Right Video Conferencing System

Selecting the right video conferencing system involves a systematic approach. Here are a range of considerations to help you make the right decision for your needs.

Define your wants and needs

Clearly outline your requirements paying attention to participant numbers, meeting room size, frequency of meetings, and any desired features you want from your video system such as whiteboarding, integrated file sharing or messaging. You may also wish to have a system that offers reliable mobile access via apps or mobile browsers to accommodate remote work.

Consider scalability too. Choose a system that can grow with your organization, accommodating more participants and evolving features.

Define your limitations

Also, get clear on any parameters that will impact your decision, typically your integration needs. Check if the system aligns with other tools your organization already uses such as a video meeting platform (e.g. Zoom), a productivity or collaboration platform (e.g. Slack), and any other much-loved tools that you do not wish to be without.

Also Ensure seamless integration with your existing hardware for a smooth experience, taking into account the laptops, desktop computers, mobile devices, and any other devices that you have already invested in.

Prioritize quality and user-experience

Always prioritize systems offering high-quality audio and clear video to ensure effective communication. Glitches and delays poorly impact productivity and user satisfaction. It’s also important to choose a user-friendly solution, to avoid frustration and frequent calls to IT support. Opt for an intuitive interface that simplifies usage for hosts and participants alike. Neat devices are designed to be simple and intuitive to use, without any training required.

Security and support

Companies today must protect confidential data at all costs. Look for security measures such as encryption and authentication to safeguard conversations and data. 

It’s also important to check that any system you choose also has ongoing support from the manufacturer. Get clear on what customer support is offered ahead of purchase, and whether it is included within or outside the upfront cost.

Trials and customer reviews

As with any purchase, it’s always wise to take advantage of product demos and trial offers to assess features, performance, and user satisfaction before committing. Research independent reviews too, like user reviews and awards.

Did you know? Neat devices are award-winning and all have Gartner peer insights available on our website, to help you make the most informed choice.

Avoid obsolescence

Finally, future-proof any investment you make by choosing a system that can evolve with technology trends to avoid obsolescence.

By methodically assessing these factors, you’ll make an informed choice that supports efficient communication, collaboration, and user satisfaction.

Pricing Models for Video Conferencing Systems

When evaluating pricing models, consider your organization’s budget, the frequency of conferencing, and long-term plans. Subscription-based pricing ensures ongoing access to the latest features but involves continuous costs. One-time payment pricing offers ownership, yet potential update fees should be considered. Pay-as-you-go pricing provides flexibility for dynamic usage but can result in higher costs over time if usage is consistently high. Make your choice based on your specific needs, financial considerations, and preferences for ongoing support and updates.

Subscription-based pricing

This model involves recurring payments for continuous access to the video conferencing system’s features, regular updates, and customer support. It offers the advantage of predictable costs and the flexibility to adapt plans according to changing needs.

One-time payment Pricing

With this approach, users make a single upfront payment to purchase the video conferencing system, typically including a license for a specific version. While it provides ownership and control, additional fees might apply for future updates or support beyond a certain period.

Pay-as-you-go pricing

This model charges users based on their actual usage, such as the number of meetings or participants. It suits organizations with varying conferencing needs, allowing them to pay for what they use without committing to fixed recurring costs.

Did you know? Neat video collaboration devices can be purchased with a one-time payment, or with a subscription paid monthly/annually.

Neat: A Brand That Delivers High-Quality Video Conferencing Solutions

Neat’s innovative video collaboration devices are making waves in hybrid companies because they were designed with hybrid working front and center. In addition to the highest quality audio and visual experience, all our devices are simple and intuitive to use – without any training required. We work directly with Zoom and Microsoft Teams too, to deliver a truly native experience of these video meeting platforms that is continually updated to take advantage of the latest features these pioneers have to offer. Other Neat benefits include BYOD support and 3rd party app support. Here’s a selection of popular Neat devices:

Neat Bar

Neat Bar is a simple and elegant, compactly designed yet highly capable meeting room device for Zoom or Microsoft Teams. It’s perfect for bringing superior-quality audio and video to your meeting, huddle or focus rooms for up to ten people.

Neat Board

Neat Board is the complete meeting room package in a simple and elegant all-in-one device. With its immersive 65-inch multi-touch screen, powerful audio system and versatile wide-angle camera, Neat Board gives you a collaboration experience beyond video meetings and wireless content sharing by enabling annotations and whiteboarding.

Want to know more about how Neat can support your hybrid workforce? We’d love to hear from you. Get in touch with one of our product specialists today at or take the plunge and book a demo.


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