The 10 essential devices that a remote video conference room must have

The 10 essential devices that a remote video conference room must have

In the conception of a remote video conferencing room, we're not just talking about a simple combination of technical devices; it's about creating a seamlessly communicative platform, a bridge erected among different locations and teams. This is an inevitable trend in the digital era. With the escalating trend of remote work, the remote video conferencing room has evolved into an indispensable tool for daily organizational communication. However, the key to ensuring the smooth operation of this platform lies in the selection and configuration of appropriate equipment.

In our article, we delve into the crucial equipment required for a remote video conferencing room to ensure that the meeting experience is not only efficient but also uninterrupted. From cameras to microphones, from network connections to software choices, we comprehensively analyze each key factor to help you establish a fully functional, technologically advanced remote video conferencing room. This suite of equipment plays a crucial role not only in remote collaboration, training, and client meetings but also, as technology evolves, aims to enhance your overall experience in remote work and meetings.

In this digital age, we are undergoing a thorough revolution in work methods. A remote video conferencing room is no longer just a virtual gathering place; it has become an engine for creating resonance and collaborative work within organizations. This transformation is inseparable from the dazzling array of technological devices. From high-definition cameras to smart microphones, from network connections to software choices, these devices constitute the core of remote video conferencing. In this article, we guide you through the technological maze, revealing the essential equipment needed for a remote video conferencing room, creating a digitized communication space for you.

Remote video conferencing rooms require specific equipment to ensure smooth communication and a high-quality meeting experience. We will introduce what equipment is needed for a remote video conferencing room and discuss the characteristics of each:

  1. Display Devices

The display device in remote video conferencing is crucial, and options include LCD TVs, computer screens, projectors, and screen sharing. The choice depends on actual needs; for multi-person, multi-party video conferences, an LCD TV or projector may be suitable, while a computer could be used for smaller video conferences.

Traditional projectors and LCD splicing screens are gradually being replaced by a new generation of conference touch all-in-one machines, providing clearer effects and rich meeting interaction. In addition, small-pitch LEDs, as large-screen display terminals, offer the best picture quality for medium and large meeting rooms.

The core display device for video conferencing is the screen. The choice depends on size, resolution, and display effect. Mainstream options include large-sized displays and LCD TVs, selected based on the size and requirements of the meeting room. Users can purchase directly from e-commerce platforms, including projectors, large-sized displays, and LCD TVs.

  1. Microphones

In video conferencing, the microphone is a crucial audio device, and the importance of sound is comparable to visuals in remote meetings. Even if the video quality is poor, people may accept it, but the difference in sound quality directly affects the quality of the meeting content. Microphones for video conferencing must have features to combat noise and echo, meeting strict requirements. In this context, a high-quality microphone needs to be combined with simple measures to maximize the compensation for the shortcomings of physical meeting rooms.

Video conferencing demands high-quality sound, and systems usually configure corresponding microphones and speakers to ensure audio quality. Due to the large number of people in the meeting room and the complexity of sound, microphones often need features like echo cancellation for audio processing.

In general, the choice of microphones in video conferencing rooms depends on the number of participants and the size of the venue. Small to medium-sized meeting rooms may choose microphones with a pickup radius of 3 to 5 meters, while large meeting rooms may require omnidirectional microphones, equipped with additional microphones to extend the pickup range. In addition, the interior design of video conferencing rooms also affects sound, so common practices include using carpets, tablecloths, curtains, etc., to reduce indoor echo. Omnidirectional microphones, as devices combining echo cancellation and speakers, are convenient to use, with the pickup direction adjustable according to the meeting scene, suitable for meeting rooms and offices. In the entire meeting system, a highly sensitive omnidirectional microphone is sufficient to meet the sound collection needs of the entire meeting room.

  1. Conference Cameras

In video conferencing, the camera plays a crucial role, responsible for transmitting the video images of the participants to the video conferencing terminal. When choosing a camera, factors such as resolution, focal length, and adaptability to light need to be considered to ensure the clarity and stability of the video image.

There are various types of cameras, providing different choices, including built-in laptop cameras and professional conference room cameras. Enterprises should make decisions based on actual video conferencing needs, as the camera directly impacts the clarity of the meeting image, and it is advisable to conduct personal tests. Large meeting rooms may consider 12x or 20x digital zoom cameras, while small to medium-sized meeting rooms may be suitable for 5x digital zoom cameras.

The choice of cameras for a remote video conferencing room is crucial and directly related to the clarity and stability of the video image. Professional conference-grade cameras from brands like Cisco, Huawei, Polycom, etc., should be comprehensively evaluated based on factors such as craftsmanship, price, and parameters when purchasing. The choice of video conferencing systems should be based on actual needs, and the selection of cameras should consider the size of the meeting venue. There are various camera brands available in the market, and users can make wise decisions by comparing factors such as craftsmanship, price, and parameters.

  1. MCU (Multipoint Control Unit)

The MCU is essentially a multimedia information exchange switch responsible for multipoint calling and connection, realizing functions such as video broadcasting, video selection, audio mixing, and data broadcasting, thereby completing the convergence and switching of signals from various terminals. For video conferences involving three or more participants, an MCU is essential. Full-time's cloud MCU solution provides users with flexibility, allowing the deployment of high-definition meeting systems without the need to purchase expensive hardware equipment, and supports connection with traditional hardware video terminal meeting rooms.

The MCU plays a crucial role in video conferencing systems. Its main functions include connecting, allocating, and switching signals from multiple meeting spaces, and controlling the meeting. For remote video conferencing rooms, the MCU device is indispensable. As a multimedia information exchange switch, it provides functions such as video broadcasting, video selection, audio mixing, and data broadcasting, while supporting the convergence and switching of signals from various terminals.

The MCU is a core component for holding multipoint video conferences. In video conferencing, the MCU manages and schedules signals from various meeting spaces, ensuring the effective transmission and sharing of image, voice, and other media data signals. For point-to-point calls involving two parties, MCU intervention is not required. The MCU can be a standalone device or integrated into video conferencing terminals. It is recommended to use dedicated MCU devices in meetings with multiple points to ensure meeting quality.

  1. Audio Processor

An audio processor, also known as a digital processor, focuses on the processing of digital signals. Its internal structure typically consists of input and output components. It is primarily used for the precise processing of wireless microphone and video conference audio to ensure high-quality audio output.

The starting price for a complete video conferencing setup is at least two thousand dollars. For small to medium-sized enterprises with multiple offices and meeting room sizes ranging from 20-40 square meters, it is strongly recommended to use integrated video conferencing solutions. This comprehensive solution can reduce costs by at least two-thirds, providing an economically feasible video conferencing solution for businesses.

  1. Speakers

Remote video conferencing rooms need to be equipped with speakers. Their role is to play the voices of remote participants to ensure the audio clarity and comfort of the meeting. When choosing speakers, factors such as sound quality, volume, and anti-interference capability need to be considered to meet the meeting's demand for high-quality audio. Speakers are an indispensable audio device in video conferencing, providing a good sound experience for remote meetings, thereby ensuring the smooth progress of the meeting.

  1. Smartphones, Desktops, or Laptops

Remote video conferencing rooms require computers, laptops, or smartphones. Their role is to install video conferencing software, control the display of the output end, and handle images.

When you want to conduct a video conference, you must open the video conferencing software on these devices. Desktops, laptops, or smartphones are essential devices for accessing meeting applications, sharing files, or screen sharing. These devices also act as monitors so that you can see and be seen by colleagues who are participating. Of course, some people choose a separate, larger monitor for a better viewing experience.

  1. Power Sequencer

A power sequencer is a device used to manage and control the startup and shutdown sequence of various parts in a power system. It ensures that the timing relationship between various power modules is correct during the startup or shutdown of the power system, preventing electrical problems caused by improper startup or shutdown timing. It usually includes a timing circuit and control logic, able to start and shut down connected power devices in sequence according to predetermined timing rules. This helps prevent issues like voltage surges and current shocks in the power system, improving the stability and reliability of the entire system. In complex power systems, the use of a power sequencer is crucial to ensuring the coordinated operation of various subsystems. By precisely controlling the timing of power startup and shutdown, it helps reduce the risk of potential damage, improving the lifespan and performance of electronic devices.

In remote meeting rooms, the power sequencer plays a crucial role in ensuring the coordinated timing of various power devices, enhancing the stability and reliability of the meeting room's power system. Its main functions include startup sequence control, avoiding current shocks and voltage surges during the startup of the power system by precisely controlling the startup sequence of various power devices in the remote meeting room, reducing the risk of equipment damage; shutdown sequence management, sequentially shutting down various power devices according to set rules to prevent sudden power cuts at different times, reducing electrical issues and improving equipment lifespan; equipment protection, reducing impacts and surges in the power system through timing control, protecting various electronic devices in the meeting room, and improving their reliability and lifespan; remote management, supporting remote monitoring and control, improving the remote maintainability of equipment, aiding in the operation and maintenance of remote meeting rooms.

  1. Video Recording Equipment

Essential for remote video conferencing rooms, video recording equipment's primary role is to record the content of video conferences for subsequent playback and analysis. When choosing video recording equipment, key factors such as recording quality and storage capacity need to be thoroughly considered to ensure the recorded content is clear and stable.

Video recording equipment not only records meeting content but also provides other practical advantages. By capturing the entire video content of the meeting, including presentations, discussions, and speeches from various participants, it provides valuable resources for subsequent review, training, auditing, and information archiving. These recorded video contents can be converted into digital formats for easy transmission and sharing through online platforms or internal networks, allowing individuals who couldn't attend the real-time meeting to access crucial information at any time. Additionally, these records are helpful for organizations to review and assess meetings, allowing management to better understand meeting effectiveness, identify areas for improvement, and enhance meeting quality. The generated files can also serve as evidence for legal and compliance requirements, assisting in addressing potential legal or compliance challenges. Some video recording equipment also has real-time monitoring features, enabling checking video quality and participant performance during the meeting, making adjustments if necessary, further enhancing the efficiency of the entire remote meeting room.

  1. Intelligent Embedded Video Conferencing System

The intelligent video conferencing system plays an indispensable role in remote video conferencing rooms, contributing positively to improving the efficiency and communication quality of participants. By processing and analyzing video conference content through artificial intelligence technology, this intelligent system effectively optimizes the meeting experience.

On the other hand, the embedded video conferencing system integrates video conferencing functions into an organization's or institution's proprietary system. This allows participants to collaborate and communicate remotely more conveniently. When choosing an embedded video conferencing system, factors such as system integration and stability need to be considered to ensure the reliability and security of the system. This type of system design aims to simplify the remote meeting process, providing an efficient and reliable remote collaborative environment for organizations.


We have thoroughly explored the key equipment needed to build a remote video conferencing room, providing a detailed guide for achieving an efficient and seamlessly connected meeting experience. From display devices and audio processing to cameras, MCUs, and intelligent embedded systems, each device plays an irreplaceable role in remote video conferencing.

Whether it's achieving clear video transmission through high-definition cameras or improving meeting efficiency through intelligent embedded systems, each technology has its unique contribution. We emphasize the synergy between devices, striving to build a fully functional and technologically advanced remote video conferencing room. In this process, we highlight the practical application scenarios of the equipment to ensure that they are not just technological stacks but tools that can serve actual work needs.

In summary, the construction of a remote video conferencing room requires careful selection and meticulous configuration of various types of equipment.

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