Video Conferencing System Solutions, Technology, and Equipment
Modern business and communication are thriving on the back of video conferencing systems and the different technologies that enhance remote connection and collaboration.
September 27
Video Conferencing System Solutions, Technology, and Equipment

Updated for 2026: This post reflects the latest trends, technologies, and regulations in video conferencing systems.

Video isn’t just another communication tool anymore. It’s the backbone of how modern organizations connect people and foster stronger organizational culture. Whether you call it hybrid meeting technology, remote collaboration tools, virtual meeting systems, or – within education – HyFlex learning environments, the goal is the same: create an experience where every participant can contribute fully, no matter where they are.

As these terms suggest, “video conferencing” today spans a wide spectrum of solutions. On one end, you have conference room systems focused primarily on cameras, audio, and screen-sharing within a physical space. On the other, you have unified communications (UC) systems, which integrate conferencing with scheduling, room control, content sharing, and platform-based collaboration tools like Microsoft Teams® or Zoom® software. Understanding the difference helps clarify what kind of experience you're trying to build and what infrastructure it requires.

And because no two spaces, workflows, or teaching models are alike, there’s no universal setup that works for everyone. That’s why choosing the right mix of hardware, software, and room design is essential, especially as organizations look to evolve existing spaces or deploy their first purpose‑built hybrid collaboration environment.

Exploring Video Conferencing

What is a Video Conferencing System

 A professional video conferencing system connects cameras, microphones, speakers, displays, and content‑sharing tools into one solution that lets people meet and collaborate in-person or remotely. It brings together high‑quality video, clear audio, and easy content sharing so hybrid meetings feel natural and consistent.

While laptops and phones can handle simple video calls, professional systems deliver the reliability, security, and room‑ready performance organizations actually need. Crestron solutions unify all the core elements – control, audio, video, and UC platform integration – so every meeting space works the same way and scales easily across an entire building or campus.

 

Core Components: Video Conferencing Hardware and Technology

The technology and equipment needed for a professional system vary depending on the users' needs and the different spaces being used. However, some foundational devices are essential to video conferencing:

  • Internet connections: A good internet connection is required to communicate with others in remote areas, especially while streaming video. According to a study by the University of Chicago, most video conferencing platforms require an average of 1-2 megabits per second (Mbps) of download bandwidth and 0.75-1.4 Mbps of upload bandwidth for a single video call.
  • Wired vs. wireless: Do you want people to enter your conference space and physically plug into the system, or would you prefer a seamless wireless interaction? You can go both routes; however, there are some notable benefits to going wireless.
  • Conferencing software: A few trusted unified communications platforms offer the features and functionality for almost any type of video call. The most popular of those are Microsoft Teams, Zoom, and Google Meet® software.
  • Cameras: At least one camera is required for video conferencing. Most laptops and phones have these built into the hardware. However, external webcams and professional video conferencing cameras work as well, with features like speaker tracking and auto-framing for more high-definition video calls.
  • Microphones: Again, most PCs have a built-in microphone that works great. These can be upgraded with higher-quality external microphones ranging from noise-canceling headset microphones to in-ceiling microphones for conference rooms.
  • Speakers: For a single user, a simple pair of headphones or built-in laptop speakers may get the job done. But for group conferencing in larger rooms, you’ll need to consider room speakers. These can vary from built-in ceiling speakers to more flexible solutions such as Crestron Flex Pods for spaces that may change from meeting to meeting.
  • Displays and projectors: Video conferencing requires displaying the video on a screen. This is especially helpful for larger group conferences and when sharing informative documents. In most smaller rooms, a simple wall-mounted LED display will suffice. For much larger spaces like lecture rooms or conference halls, projectors are far superior to ensure the content is large enough to see.

By combining the technologies and equipment listed above, you can create the foundation of your professional video conferencing system. Depending on your room size and layout, you may even be able to kill three birds with one stone and opt for an all-in-one solution. The Crestron Videobar 70 all-in-one collaboration bar combines cameras, microphones, and speakers into one product.

Designing Confidence: Tools That Help You Close
Designing Confidence: Tools That Help You Close
Designing Confidence: Tools That Help You Close
Designing Confidence: Tools That Help You Close
Designing Confidence: Tools That Help You Close
Designing Confidence: Tools That Help You Close

Types of Video Conferencing Systems

Different types of system applications may call for additional hardware and software.

Here are the main types of applications and the different equipment associated with each:

  • Desktop video conferencing: This is the simplest form of video communication, requiring the least equipment, planning, and configuration. All you need is a laptop or PC with a webcam. You may need to install additional video conferencing software as well. But once the software is configured, you can conference with nearly anyone worldwide, including individuals and large groups.
  • Room-based conferencing (Conference room systems): This is the most traditional approach to video conferencing. In this scenario, there is typically a conference room designated for the video conferencing system. This room will contain all the technologies outlined in the section above.
  • All-in-one bars: These are single, easily deployable devices packed with everything you need to create premium hybrid experiences. All-in-one bars feature built-in cameras, speakers, and microphones for easy installation. This solution is ideal for small to medium spaces.
  • BYOD/BYOM setups: BYOD room solutions offer a simple way to bring hybrid meeting capabilities to smaller spaces where you may not want to deploy a full conferencing solution.
  • Flex space systems: These are modular systems where the different components (microphones, speakers, control interfaces) are not installed in a fixed location. This allows users to reconfigure the room layout to serve different meeting requirements from traditional conference table setup to u-shaped table design to more of a lecture-style training room.
  • Mobile conferencing: Our smartphones provide an endless toolbox of features, including popular applications like Microsoft Teams and Zoom software. These mobile apps allow users to join hybrid meetings on the go. It’s not uncommon to see a colleague join a team meeting from the driver’s seat of their car. However, be warned, recent legislation has outlawed conferencing behind the wheel.
  • VR video conferencing: Virtual reality companies are investing more in conferencing applications to create collaborative virtual spaces where users can use unique avatars to show up in a more fun and engaging way. The most popular of these systems is typically self-contained in the hardware, which includes a headset and hand controllers. Once the user logs into the conferencing application, they can talk, listen, and present information.

While these applications are possible, traditional conference rooms are still the most popular. Most users will use a desktop conferencing solution or an in-room setup.

When it comes to both of those types of systems, Crestron provides a complete end-to-end solution for video conferencing. From large meeting spaces to conference rooms or small huddle spaces and BYOD scenarios, Crestron specializes in creating flexible room solutions to power your video conferencing needs with one touch.

Benefits of Professional Video Conferencing Systems

Meeting the higher standards of professional systems provides users with several notable benefits.

Enhanced remote collaboration

According to May 2025 data by Gallup, 51% of the U.S. workforce is on a hybrid working status, while 28% are exclusively remote. Even 10 years ago, it would have been difficult to imagine many workers having access to the right tools to collaborate well enough remotely. Fortunately, there have been numerous innovations in collaboration technology in recent years.

Now, it is possible to host interactive virtual meetings in real-time with several people located in different geographical areas through many popular video collaboration solutions such as Microsoft Teams® , Zoom®, Slack®,  Cisco® Webex®, and other software platforms. These web-based unified communications platforms use screen-sharing capabilities to enable users to share working documents with any-sized group, present content, and even perform live edits while receiving peer feedback.

And with new technologies coming into play, collaboration is enhanced further with features like automatic speaker framing and group framing to increase meeting equity among all members.

Increased productivity and efficiency

Most major professional video conferencing platforms have added features to help users stay productive most efficiently. For example, Microsoft Teams® and Zoom® software use their own self-contained file storage solution. When users share a file, the system stores it natively so it can be easily recalled later without leaving the platform. Many of these platforms also offer other built-in features such as calendars, chats, and other applications, allowing users to do multiple tasks within one solution.

On the hardware side, professional systems are becoming more user-friendly. Features like one-touch meetings and occupancy sensors remove friction from the physical meeting experience, saving the user time and hassle.

Additionally, companies with hybrid and remote work policies have been shown to use fewer resources (like office space, utilities, and recruiting services), which leads to greater overall efficiency. Even if output stays the same, productivity rises because companies are doing more with less. According to the U.S. Bureau of Labor Statistics’ Productivity Program data in October 2024, “A 1 percentage-point increase in the rise in the percentage of remote workers is associated with a 0.08 percentage-point increase in total factor productivity (TFP) growth.”

Cost savings of video conferencing

While the initial costs of professional video conferencing equipment might feel like a big investment, the overall savings are hard to ignore over time. You might be surprised at the long-term affordability when compared to cheaper components. According to a study from Global Workplace Analytics, if people with remote-friendly jobs worked from home just half the time, U.S. companies could save up to $665 billion a year — or about $13,000 per employee. The cost savings of these systems come from:

  • Reduced travel expenses with remote dial-in
  • Reduced travel time allows employees to redirect time to projects
  • Reduced facility costs — with more remote workers, the need for more physical facilities decreases
  • Purchase less equipment over time — more reliable system components that last longer
  • Pay for less system servicing — better support and assistance to solve problems that do arise

How AI is Transforming Video Conferencing

Tools like Microsoft® Copilot® software and Zoom® AI Companion are pioneering how AI is utilized in hybrid collaboration. These platforms interpret conversations, generate insights, and automate follow-ups. These are the features that employees are growing to expect as they experiment and get more comfortable with AI tools in their personal lives. For these conferencing systems to use AI effectively, they need access to high-quality, real-time data from the meeting space itself.

As Brad Hintze, EVP of Marketing at Crestron, said on the AV Nation podcast,

“We are the eyes and ears in a room to bring [AI] into the room.”

 AV systems — microphones, cameras, and sensors — are now edge devices that capture the context AI needs to function. This includes who’s speaking, what’s being said, and how people are interacting.

Eric Snyder, CTO of CTI, emphasized the importance of input quality:

“The better data you can get to the cloud services, the better experience is happening and the more the AI can do.”

In short, better AV = smarter AI.

Crestron is advancing this edge-first approach with solutions like Automate VX and 1 Beyond camera systems,  For example, Visual AI built in to Automate VX auto-frames and reframes the speaker, freeing meeting participants to move around the room naturally as they speak. These systems process video and audio locally, enabling faster response times and enhanced privacy. This on-the-edge processing can be used in tandem with cloud platforms like Microsoft and Zoom to create a hybrid architecture that delivers a more secure, scalable, and intelligent video conferencing experience.

In his CIO Review article, Brad Hintze writes:

“Think about the places in your organization where the latest information is generated — conference rooms, lecture halls, and huddle spaces.”

These spaces are where AI can deliver the most value — but only if the collaboration systems are ready to capture that mission-critical in-room data.

Crestron’s AI Readiness Guide makes the case that collaboration technology is now a critical infrastructure system. It’s not just about enabling meetings — it’s about preparing your organization to fully leverage AI.

The takeaway is clear: AI is only as smart as the systems feeding it. Investing in high-quality collaboration systems is foundational to building an AI-ready enterprise.

 

How to Choose the Right Video Conferencing Solutions

If you’re considering upgrading your video conferencing equipment or need to start new, it’s best to speak directly to a systems integrator about your needs. These professionals understand the latest trends, technology, and equipment available in the market, and know what it takes to install it and what it will cost.

However, if you want to get a good idea of what to expect before speaking with a professional systems integrator, here are some things you may want to consider:

  • Application: What is the system being used for? Team huddles? Training sessions? Lecture capture? Live streaming? Hybrid collaboration?
  • Scalability: How will your needs change in the next three to 10 years? Will you hire more employees who will need access to these systems? Are you going to hire more remote talent who won’t be using your facilities as much?
  • Compatibility: If you already have equipment in your conference rooms that you’d like to integrate into a professional system, ensure anything you add is compatible with your current gear. If you’re starting with a brand-new system, make sure the brand you choose has a reputation for integrating well with other brands in case you want to add more later.
  • Security: When video conferencing for business, you’ll likely be sharing a lot of confidential information. You need to ensure your conference systems are secure. Look for equipment with security protocols such as AES Encryption, TLS, 802.1X Authentication, or SSH Network Protocol. These are all common security protocols used to protect your privacy and data. You can learn more about these here.
  • Ease of deployment: Are you hoping to deploy the system yourself? You may want to explore simpler all-in-one systems or plug-and-play devices. For more complex deployments, the best option is to work with a professional systems integrator.
  • Intuitive user interface: Your system should be easy for anyone to use. Imagine a guest coming into your office space to give a presentation. They have never been to your office before. They should be able to get their presentation up quickly and easily and running on your systems.
  • Software options: Do a little homework on the different conferencing software platforms that are available. Which ones have all the features your teams will need? Which ones integrate well with the hardware? Which ones integrate with other software platforms that may be important to your teams? All these questions are important when deciding on a unified communications platform.
  • Hardware brand reputation: It’s always a good idea to go with a well-trusted brand name. While lesser-known brands may save you money upfront, they may also cost you more in service visits and repairs down the line.
Executive Boardroom at Chin Hin Group Berhad
Executive Boardroom at Chin Hin Group Berhad
Classroom at Pace Univerity
Classroom at Pace Univerity
Training Room at L’Oreal’s Belgium office
Training Room at L’Oreal’s Belgium office

Case Studies and Real-World Applications

Chin Hin Group Berhad

Chin Hin Group Berhad transformed its new Kuala Lumpur headquarters into a hybrid‑ready environment powered by Crestron video conferencing technology. The organization deployed Crestron systems certified for Microsoft Teams® Rooms with one‑touch meeting launches, intelligent cameras with speaker tracking, and integrated control of lighting and motorized curtains to streamline collaboration. Crestron DM NVX® AV‑over‑IP platform distributes content across multiple meeting spaces, supporting seamless hybrid presentations and trainings. These upgrades resolved previous challenges of platform fragmentation and enabled more consistent, efficient connectivity across the enterprise.

Pace University

Pace University standardized its learning environments with Crestron Flex and DM NVX® technology to support high‑quality hybrid learning and video conferencing. Classrooms feature Crestron touch screens for intuitive control, allowing faculty to launch Zoom Rooms® sessions, share content, and manage in‑room AV with ease. Crestron AirMedia® technology and 1 Beyond intelligent video cameras further enhance the experience by enabling wireless presentation and responsive, automated camera tracking. Together, these solutions create consistent, reliable video‑enabled learning spaces across all campuses.

L’Oréal Belgium

L’Oréal Belgium outfitted its Brussels Quatour headquarters with a Crestron intelligent video ecosystem designed to support frequent hybrid meetings. The space incorporates the Crestron DM NVX® AV‑over‑IP platform and 1 Beyond cameras with Visual AI to deliver high‑quality video, smooth speaker tracking, and immersive conferencing experiences. Noninvasive, architecturally integrated technology enables collaboration across meeting rooms, training spaces, and flexible work areas without disrupting the aesthetic. With Automate VX multi‑camera capabilities, remote participants receive clear, properly framed views that enhance engagement.

Future Trends in Video Conferencing

We’ve already seen how fast these technologies can innovate over the past few years. And now that the train is rolling, it’s not showing any signs of slowing any time soon. So, what can we expect to see for future trends? While we can’t know for sure, a few trends on the rise might give us some insights.

Automation

Automation technology is beginning to spark many innovative ways to enhance the video conferencing experience. Crestron is on the leading edge with new camera technology to increase meeting equity. It’s been a game-changer for many organizations looking for a better way to maintain high levels of collaboration and inclusion in hybrid or remote situations.

More AI

We’ve just scratched the surface of integrating AI into video conferencing. Every day presents new opportunities to uncover potential integrations to ease the deployment of AV systems, enhance monitoring, and enhance reporting on system data.

Video conferencing in virtual reality

The technology for virtual meeting solutions is here now. However, user adoption has yet to take off. At first glance, VR video conferencing comes off as a bit gimmicky. But for those seeking a more immersive, creative, interactive, and fun way to increase remote team collaboration, it might be a good idea to dig deeper into VR conferencing.

Mobile video conferencing enhancements

We’ve all been on a video conference with a team member calling in from the driver’s seat on their way to pick up their kids from school. While we don’t condone participating while driving, it shows the power and flexibility of our mobile devices to keep us connected to our teams, no matter where we are. It’s not a stretch to imagine those mobile video conferencing tools continually getting better features and enhancements. Possibly universal integrations with vehicle displays, or maybe the opposite route — safety features to shut down your conference if driving is detected.

Room Design Guides for Hybrid Collaboration

When planning a new AV or control system, the best first step is partnering with a qualified integrator who can translate your vision into a reliable, buildable solution. To help you begin the conversation, we offer free downloadable design ideas that illustrate proven room layouts and system architectures.

Among the most relevant solutions is the Conference Room for Microsoft Teams® platform, which provides downloadable bubble diagrams, system designs, and CAD files to help you understand how a complete video conferencing system comes together, from displays and signal routing to BYOD connectivity and camera placement.

The page also highlights Crestron Flex video conferencing solutions, which showcase standardized system architectures for hybrid collaboration spaces of all sizes. These resources illustrate how Crestron Flex systems unify room control, audio, video, and content sharing into a consistent user experience across meeting rooms.

Together, these design ideas give stakeholders a simple way to visualize a finished system, understand the technology behind it, and build confidence in the investment, making them excellent tools for securing leadership buy‑in early in the planning process.

 

Frequently Asked Questions

What are the main video conferencing software platforms?

There are a number of different video conferencing software platforms available. Some of the most recognizable are Zoom Rooms®, Microsoft Teams, Google Meet, Skype®, and Cisco® Webex® software platforms. While these options serve as viable video conferencing solutions, they each offer different features and integrations with other services.

What is the difference between a virtual meeting and video conferencing?

The terms virtual meeting and video conferencing are often used interchangeably. However, there are some key differences. A virtual meeting implies more than simply face-chatting via video. A virtual meeting leverages other features and tools such as screen sharing, file sharing, text chatting, and more to enable more collaboration than a simple video conference.

Is Zoom a video conferencing system?

Zoom software is considered a unified communications platform. It Users joining hybrid meetings from a single PC can use Zoom as a video conferencing tool. However, in larger and more complex spaces where multiple users are collaborating, Zoom operates as their UC platform while certified professional video conferencing equipment is used to capture the in-room participants with audio and video peripherals.

What is the difference between video calling and conferencing?

Video calling is a tool that gives one person the ability to directly contact another person through a direct line. A video conference allows a host to create a virtual meeting space with a unique identification number that can be accessed by multiple participants at once.

What is the difference between VoIP and video conferencing?

VoIP is a system designed for voice communication by transmitting audio over a network. Video conferencing utilizes audio, video, and other features such as chat, file sharing, screen recording, and more.

What is the difference between a webcam and a conference camera?

Most standard webcams have lower resolution than a professional conference camera. Conference cameras can also utilize more technology to enhance the meeting experience, such as speaker tracking, auto-framing, auto-switching, and group framing.

What is the price of video conferencing equipment?

Video conferencing equipment can vary drastically in price depending on brand and application. It is best to speak with a professional system integrator to determine what equipment is required for your specific space and how much that will cost.

What equipment do I need for a Zoom meeting?

Anyone can participate in a meeting using Zoom® software on a smartphone, PC, or similar devices. Some devices may require you to download the Zoom application; however, you can usually join a Zoom meeting from a web browser as well.

What is the best video conferencing equipment for Microsoft Teams?

To ensure the best video conferencing experience using the Microsoft Teams® platform, it is best to use only systems and peripherals certified for Microsoft Teams Rooms. Visit Microsoft's website for a full list of certified products.

Crestron can help you find the right video conferencing solution for you. From small huddle spaces to large conference rooms and event halls, our solutions can be scaled to meet all your needs. Our technology is used as the backbone in many organizations around the globe, including X (formerly Twitter) headquarters, the University of Notre Dame, University of Southern California, PUMA’s headquarters, and more.

Speak with our sales support team today!

featured products

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Automate VX

Automate VX employs multiple optical zoom cameras and voice-activated switching to ensure remote participants enjoy a clear, crisp view of everyone in the room and in-person participants never have to think about where to look to follow the conversation.

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1 Beyond Cameras

Crestron is introducing a new line of 1 Beyond™ cameras, each designed to perfectly capture every participant in the room — even those up to 60 feet away from the lens.

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SIGHTLINE

Crestron Sightline is a unique combination of intelligent video, audio, and control that delivers a more immersive and inclusive hybrid meeting experience.

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