{"id":7922,"date":"2023-10-19T15:28:55","date_gmt":"2023-10-19T20:28:55","guid":{"rendered":"https:\/\/integracionav.com\/video-conferencing-system-for-your-company\/"},"modified":"2026-09-25T08:08:05","modified_gmt":"2026-09-25T13:08:05","slug":"video-conferencing-system","status":"publish","type":"post","link":"https:\/\/integracionav.com\/en\/video-conferencing-system\/","title":{"rendered":"Video Conferencing Systems for Companies: Types, Equipment, and How to Choose"},"content":{"rendered":"<p>A video conferencing system for companies is the set of camera, microphones, audio processor, screen, codec, and control that connects a room with Microsoft Teams, Zoom, or Google Meet. It&#8217;s chosen based on the number of seats, the platform the company already uses, and who will manage the rooms.<\/p>\n<p>At Integraci\u00f3n AV we&#8217;ve designed, programmed, and maintained these systems since 2006 for companies in Bogot\u00e1, Medell\u00edn, and the rest of Colombia. This guide explains what equipment a system includes, what setups exist, and how to choose. If what you need is the full room, with acoustics, furniture, and automation, see <a href=\"https:\/\/integracionav.com\/en\/solutions\/video-conference-rooms-bogota-medellin\/\">video conference rooms for companies<\/a>.<\/p>\n<p>In short<\/p>\n<ul>\n<li>The platform (Teams, Zoom, or Meet) is licensed per user; the system is the equipment installed in the room.<\/li>\n<li>There are three setups: a room dedicated to one platform, a BYOD room with the user&#8217;s own laptop, and a mixed room.<\/li>\n<li>The number of seats determines the camera and microphones; everything else is built around those two.<\/li>\n<li>Remote management and support decide how much it costs to run the rooms once they&#8217;re installed.<\/li>\n<\/ul>\n<h2>What a video conferencing system includes<\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"1024\" src=\"https:\/\/integracionav.com\/wp-content\/uploads\/2026\/07\/solution-salas-juntas-detail.avif\" alt=\"\" srcset=\"https:\/\/integracionav.com\/wp-content\/uploads\/2026\/07\/solution-salas-juntas-detail.avif 1024w, https:\/\/integracionav.com\/wp-content\/uploads\/2026\/07\/solution-salas-juntas-detail-300x300.avif 300w, https:\/\/integracionav.com\/wp-content\/uploads\/2026\/07\/solution-salas-juntas-detail-150x150.avif 150w, https:\/\/integracionav.com\/wp-content\/uploads\/2026\/07\/solution-salas-juntas-detail-768x768.avif 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<p>A room system isn&#8217;t a big webcam. Every component does a specific job, and all of them are configured to work together, so the meeting starts with one button and sounds complete on the other end.<\/p>\n<p>The exact scope is defined during the technical site visit. These are the six components we review in every project.<\/p>\n<dl>\n<dt>Camera<\/dt>\n<dd>Full HD at minimum, 4K in large rooms. From a medium room up, automatic framing \u2014 which detects how many people are present and adjusts the shot \u2014 and optical zoom are worth having.<\/dd>\n<dt>Microphones<\/dt>\n<dd>Table, ceiling, or array, depending on the table size. They need to cover every seat, not just the center.<\/dd>\n<dt>Audio processor (DSP)<\/dt>\n<dd>Cancels echo, removes feedback, and levels voices so the remote participant hears everyone at the same volume.<\/dd>\n<dt>Screens<\/dt>\n<dd>One for remote participants and, in medium and large rooms, another for shared content. Size is calculated by viewing distance.<\/dd>\n<dt>Codec or room computer<\/dt>\n<dd>The equipment that runs the platform and sends the room&#8217;s audio and video into the meeting. It can be dedicated equipment or the user&#8217;s own laptop.<\/dd>\n<dt>Control and presentation<\/dt>\n<dd>A touch panel starts the meeting and selects the source. For cable-free screen sharing we work with Mersive Solstice, for which we are a <a href=\"https:\/\/integracionav.com\/en\/mersive-solstice-distributor-colombia\/\">distributor in Colombia<\/a>.<\/dd>\n<\/dl>\n<p>Technical note<\/p>\n<p>Digital zoom just enlarges pixels; optical zoom brings the image closer with no loss of detail. In medium and large rooms, it&#8217;s the camera spec that most changes what the remote participant sees.<\/p>\n<h2>Three system setups: dedicated, BYOD, or mixed<\/h2>\n<p>The first decision isn&#8217;t the brand, but how the meeting will start. That determines which computer runs the platform and how much work the room leaves for the IT team.<\/p>\n<table>\n<thead>\n<tr>\n<th scope=\"col\">Aspect<\/th>\n<th scope=\"col\">Dedicated room<\/th>\n<th scope=\"col\">BYOD<\/th>\n<th scope=\"col\">Mixed room<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<th scope=\"row\">How the meeting starts<\/th>\n<td data-label=\"Dedicated room\">From the room panel, with the room account&#8217;s calendar<\/td>\n<td data-label=\"BYOD\">The user connects their laptop by USB or wirelessly<\/td>\n<td data-label=\"Mixed room\">From the panel, or with a guest&#8217;s laptop<\/td>\n<\/tr>\n<tr>\n<th scope=\"row\">Which platform it uses<\/th>\n<td data-label=\"Dedicated room\">Just one per room: Microsoft Teams Rooms, Zoom Rooms, or the codec manufacturer&#8217;s own<\/td>\n<td data-label=\"BYOD\">Whatever is on the organizer&#8217;s laptop<\/td>\n<td data-label=\"Mixed room\">The company&#8217;s on the room equipment, and any other from a laptop<\/td>\n<\/tr>\n<tr>\n<th scope=\"row\">When it&#8217;s worth it<\/th>\n<td data-label=\"Dedicated room\">Daily-use rooms with internal meetings and a shared calendar<\/td>\n<td data-label=\"BYOD\">Small rooms or meetings with clients who bring their own platform<\/td>\n<td data-label=\"Mixed room\">Corporate rooms hosting both internal and external meetings<\/td>\n<\/tr>\n<tr>\n<th scope=\"row\">What it requires from IT<\/th>\n<td data-label=\"Dedicated room\">Room accounts, room licenses, and centralized updates<\/td>\n<td data-label=\"BYOD\">Little administration, but the room depends on each laptop<\/td>\n<td data-label=\"Mixed room\">Both, with a setup that keeps them separate<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>In the projects we design, the decision comes down to two questions: which platform the company uses, and who organizes most of the meetings. Those answers define the room equipment before we choose brands.<\/p>\n<h2>What system fits each room size<\/h2>\n<h3>Small room, 2 to 6 seats<\/h3>\n<p>A video bar with a wide-angle camera and built-in microphones. Works as BYOD or as a dedicated room with a compact computer.<\/p>\n<h3>Medium room, 6 to 14 seats<\/h3>\n<p>A PTZ camera with automatic framing and optical zoom, table or ceiling microphones, and an audio processor.<\/p>\n<h3>Large or boardroom-style room<\/h3>\n<p>Over 14 seats: a speaker-tracking camera, ceiling microphones, zoned audio, and two screens.<\/p>\n<p>Acoustics matter as much as seat count: a room with glass and a hard floor needs treatment before adding equipment. We cover the full room design in <a href=\"https:\/\/integracionav.com\/en\/solutions\/video-conference-rooms-bogota-medellin\/\">video conference rooms for companies in Bogot\u00e1 and Medell\u00edn<\/a>.<\/p>\n<h2>Brands we integrate video conferencing systems with<\/h2>\n<p>The brand is chosen per project and on technical merit. We integrate codecs and room systems from <a href=\"https:\/\/integracionav.com\/en\/cisco-videoconferencing-rooms\/\">Cisco and Poly<\/a>, conferencing and control systems from <a href=\"https:\/\/integracionav.com\/en\/crestron-video-conferencing\/\">Crestron<\/a>, Shure microphones, and Sony and Laia cameras.<\/p>\n<p>We are Cisco and Poly distributors, Microsoft Teams Rooms and Zoom Rooms partners, Crestron Master Gold and a Crestron Service Provider, and we hold AVIXA&#8217;s CTS certification. That lets us combine equipment from several brands in one system and program it so the user operates it with no help.<\/p>\n<h2>What to evaluate before choosing the system<\/h2>\n<h3>Compatibility<\/h3>\n<p>With the company&#8217;s platform, with users&#8217; laptops, and with the equipment already in the room that can be reused.<\/p>\n<h3>Security<\/h3>\n<p>Dedicated room accounts, up-to-date manufacturer updates, and equipment on a network separate from users&#8217; own.<\/p>\n<h3>Remote management<\/h3>\n<p>Monitoring the status of cameras, microphones, and panels to diagnose a failure without going up to the room.<\/p>\n<h3>Scalability<\/h3>\n<p>The same standard across every room and site, so users find the same experience everywhere.<\/p>\n<h2>How we implement a video conferencing system<\/h2>\n<ol>\n<li><strong>Assessment<\/strong>We visit the rooms, measure, check the network and acoustics, and identify equipment that can be kept.<\/li>\n<li><strong>Design<\/strong>We define the system setup, the equipment, and where each piece goes, with drawings and diagrams before installation.<\/li>\n<li><strong>Programming and installation<\/strong>We install and program the control so the meeting starts with one button on the company&#8217;s platform.<\/li>\n<li><strong>Training and support<\/strong>We hand over the room working, train users and IT, and leave support in place with agreed response times.<\/li>\n<\/ol>\n<h2>Frequently asked questions about video conferencing systems<\/h2>\n<details open>\n<summary>\n<h3>What is a video conferencing system?<\/h3>\n<\/summary>\n<p>It&#8217;s the equipment installed in a room so several people can join a remote meeting: camera, microphones, audio processor, screen, a codec or computer that runs the platform, and a control to operate it. The platform, such as Teams, Zoom, or Meet, is the software; the system is what makes that software work for a group.<\/p>\n<\/details>\n<details>\n<summary>\n<h3>What&#8217;s the difference between a room with Microsoft Teams Rooms and just connecting a laptop?<\/h3>\n<\/summary>\n<p>In a room with Teams Rooms, or Zoom Rooms, the room&#8217;s equipment runs the platform and the meeting starts from the panel, with no laptop needed. In a BYOD room, the user connects their laptop and the meeting runs on it. The first is more stable for daily use; the second is more flexible for meetings on outside platforms.<\/p>\n<\/details>\n<details>\n<summary>\n<h3>How much does a video conferencing system for companies cost?<\/h3>\n<\/summary>\n<p>It depends on the room size, the setup chosen, the camera and audio the space requires, and how much existing equipment can be reused. We don&#8217;t publish prices because every room is different. After the technical site visit we deliver a proposal with scope, schedule, and support model.<\/p>\n<\/details>\n<details>\n<summary>\n<h3>Can the equipment the company already has be reused?<\/h3>\n<\/summary>\n<p>Yes, when it&#8217;s in good condition and compatible with the setup chosen. During the assessment we check screens, cameras, microphones, and cabling, and only replace what doesn&#8217;t meet the requirements. Sustainability starts with not replacing what still works.<\/p>\n<\/details>\n<h2>Let&#8217;s Design Your Company&#8217;s Video Conferencing System<\/h2>\n<p>During the technical consultation we review your rooms, the platform you use, and the equipment that can be reused. From there we prepare a proposal with scope, drawings, schedule, and support.<\/p>\n<p><a href=\"https:\/\/integracionav.com\/en\/contact\/\"><br \/>\nRequest a Technical Consultation<br \/>\n<\/a><br \/>\n<a href=\"https:\/\/api.whatsapp.com\/send?phone=573003548936\" target=\"_blank\" rel=\"noopener\"><br \/>\nMessage us on WhatsApp<br \/>\n<\/a><\/p>\n<p>Bogot\u00e1 and Medell\u00edn \u00b7 <a href=\"tel:+573016569858\">+57 301 656 9858<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>What a video conferencing system includes, the three setup types, and how to choose one by room size.<\/p>\n","protected":false},"author":5,"featured_media":7573,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[34],"tags":[42],"class_list":["post-7922","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","tag-sistema-de-videoconferencia"],"acf":[],"_links":{"self":[{"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/posts\/7922","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/users\/5"}],"replies":[{"embeddable":true,"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/comments?post=7922"}],"version-history":[{"count":4,"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/posts\/7922\/revisions"}],"predecessor-version":[{"id":8960,"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/posts\/7922\/revisions\/8960"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/media\/7573"}],"wp:attachment":[{"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/media?parent=7922"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/categories?post=7922"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/integracionav.com\/en\/wp-json\/wp\/v2\/tags?post=7922"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}