Video conferencing systems for UK meeting rooms and boardrooms

A video conferencing system is the certified camera, microphones, speakers, display and touch console that let a meeting room join Microsoft Teams, Zoom, Google Meet or Webex calls in one touch. Installed, the equipment for a huddle room typically costs £3,000 to £8,000, a meeting room £8,000 to £20,000 and a boardroom £25,000 to £60,000+. We design, install and support them across the UK.

Jump to: equipment by room size · compare platforms · installation process · boardrooms · ballpark your rooms · choosing an installer

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Enabling Hybrid Meetings That Feel Real

Effective virtual collaboration is about more than just cameras and mics. It's about creating a meeting environment where everyone, in the room or remote, feels present, heard and engaged. We help you choose the right combination of camera, audio and display, and then integrate it smoothly into your meeting workflow and infrastructure.

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Video conferencing equipment by room size

The equipment a video conferencing room needs is decided by how many people sit in it and how far the back row is from the camera, not by the platform. These are the specifications we install most often in the UK; the same kit runs Teams Rooms, Zoom Rooms or Google Meet with a licence and firmware choice.

Room	People	Camera and compute	Microphones and speakers	Display and control	Installed cost
Huddle room	2 to 5	All-in-one video bar: Logitech Rally Bar Mini, Poly Studio X30, Yealink MeetingBar A20, Neat Bar	Built into the bar	One 55" display, touch console (Logitech Tap, Neat Pad, Poly TC10)	£3,000 to £8,000
Meeting room	6 to 12	Larger bar or PTZ camera: Logitech Rally Bar, Poly Studio X52 or X70, Neat Bar Pro, Cisco Room Bar Pro	Table microphone pods or one ceiling microphone (Shure MXA920, Sennheiser TCC2)	One 65" to 75" display or dual, touch console, scheduling panel	£8,000 to £20,000
Boardroom	12 to 20+	Room PC or codec with multi-camera tracking: Logitech Rally Plus with Sight, Poly Studio E70, Cisco Room Kit EQ	Ceiling microphone arrays, DSP (Q-SYS, Biamp, Shure), distributed ceiling speakers	Dual 75" to 86" displays or LED wall, Crestron or Q-SYS control, acoustic treatment	£25,000 to £60,000+

Quick reference: bar + display + console for huddle rooms; bar or PTZ + mics + dual displays for meeting rooms; room PC + cameras + ceiling mic arrays + DSP for boardrooms. The full video conferencing equipment checklist covers network and licences too, and the certified lists are kept per platform: certified Teams Rooms hardware and certified Zoom Rooms hardware.

Video Conferencing Technologies

Explore the technologies that power seamless video collaboration experiences.

Centralised Control & Management

From room-booking integration to remote monitoring and firmware updates, our solutions give your IT team the tools they need to manage conferencing systems.

Platform-Certified Room Systems

Whether you use Microsoft Teams, Zoom, Google Meet or a multi-platform approach, we deploy systems certified for your service to ensure consistent performance. Certified room systems guarantee compatibility, reliability, and optimal user experience with your chosen collaboration platform.

Professional-Grade Cameras, Microphones & Speakers

High-resolution HD/4K cameras, auto-framing, beam-forming microphones and full-range audio ensure remote participants don't feel like second-class attendees.

Manufacturer partners

Platinum partner status with the manufacturers below gives us direct trade pricing and manufacturer-backed technical support on every project.

Teams Rooms, Zoom Rooms, Google Meet or Webex?

Pick the platform your people already use every day; the room should match it. Most organisations standardise on one native platform and use direct guest join for the others.

Platform	Best for	Typical certified hardware	Room licence
Microsoft Teams Rooms	Microsoft 365 organisations; the most common choice in UK offices	Logitech, Poly, Yealink, Neat, Lenovo, Crestron	Basic free for up to 25 rooms; Pro about £36 per room per month
Zoom Rooms	Zoom-first businesses and mixed-platform clients	Logitech, Poly, Yealink, Neat	About £45 per room per month
Google Meet hardware	Google Workspace organisations and schools	Logitech, Poly and Google Series One	£200 per device per year
Cisco Webex Rooms	Cisco estates, contact centres and regulated sectors	Cisco Room Bar, Room Kit and Board	Set by your Cisco agreement; confirmed at survey
Bring your own device	Ad-hoc spaces and guests on any platform	USB camera bar or speakerphone with a display	None; users join from their own laptop

Ballpark your video conferencing rooms

Enter how many rooms of each size you need. A free site survey turns this into a fixed price.

Huddle rooms2 to 5 people

Meeting rooms6 to 12 people

Boardrooms12 to 20+ people

Platform and licence

4 rooms, supplied and installed

£22,000 to £56,000

plus about £144 a month for Teams Rooms Pro licences

Excludes support contracts and building works. Larger rollouts are phased in waves to keep rooms in use.

Get an exact price: book a free site survey

Video conferencing installation: process and timeline

A huddle or standard meeting room is installed and commissioned in one day, a boardroom in 2 to 4 days, and multi-site rollouts run in regional waves of 5 to 15 rooms a week. Video conferencing installation is run from our South East head office by our own project managers and engineers, with vetted partner engineers in the main commercial centres; the London team covers the City, Canary Wharf and the West End for video conferencing and Teams Rooms installation in London.

Step	What happens	Typical time
1. Site survey	Room size, back-row distance, acoustics, daylight, power and network points checked in person; fixed-price design and equipment list issued.	1 to 2 hours per room
2. Platform and tenant preparation	Teams, Zoom, Meet or Webex resource accounts and licences, firewall ports and QoS agreed with your IT team; hardware pre-staged in our workshop.	1 to 2 weeks lead time
3. Installation	Displays, bar or cameras, microphones, speakers and console fitted; cables managed and tested; RAMS issued beforehand and out-of-hours slots available.	1 day (huddle or meeting room), 2 to 4 days (boardroom)
4. Commissioning	Devices signed in and enrolled in the platform's management portal, audio tuned to the room, test calls to Teams, Zoom and Webex guests.	Same day
5. Handover and support	30 to 45 minutes of user training per room, admin documentation, installation report, then remote monitoring under a written SLA.	Same day

Quick reference: survey, tenant prep, install, commission, hand over; 1 day per huddle or meeting room, 2-4 days per boardroom. Wider projects (control, audio, signage) run under our AV installation services.

Video conferencing for boardrooms

Boardroom video conferencing is a different engineering problem from a meeting room: a 6 to 9 metre table, 12 to 20 seats, executives who will not tolerate a dropped call, and often a divisible or multi-purpose space. The build moves from a single bar to separate components, and the budget moves to £25,000 to £60,000+.

Audio first. Ceiling microphone arrays (Shure MXA920, Sennheiser TCC2) with a DSP (Q-SYS, Biamp, Shure) and distributed ceiling speakers, so every seat is heard and the far end sounds like the room.
Cameras that follow the conversation. Multi-camera speaker tracking (Logitech Sight with Rally, Poly Studio E70, Cisco Quad Camera) rather than one wide shot of a long table.
Dual displays or an LED wall. People on one screen, content on the other, sized for the back row (a 6 metre table needs 86" displays or a 110" to 138" LED wall).
A control system. Crestron or Q-SYS touch panel for the platform join, sources, lighting and blinds, programmed so the chair can run the room without IT.
Acoustic treatment. Panels or ceiling rafts to bring reverberation under 0.6 seconds; without it the microphones amplify the echo.
Interoperability. Native Teams, Zoom or Webex with direct guest join to the others, plus a wired or wireless laptop input for anything else.

The component list and cost band are set out in what the best AV for a boardroom is, and boardrooms sit within our wider boardroom AV systems work alongside meeting rooms and huddle spaces.

Choosing a video conferencing installer: what good looks like

Platform-neutral advice. A recommendation based on the platform your people already use, not the one the supplier resells.
Certified hardware only. Devices on the Microsoft, Zoom, Google or Cisco certified lists, so firmware and support are guaranteed.
A site survey before the quote. Room size, back-row distance, acoustics and network checked in person, because they decide the camera and microphones.
Interoperability planned. Direct guest join or interop gateways set up so your rooms can join clients' Teams, Zoom and Webex calls.
Information security taken seriously. ISO 27001 certification and a clear plan for resource accounts, firmware and network access.
A written support SLA. Remote monitoring and an on-site response time for critical faults (4 hours is a sensible bar).

See our accreditations or compare Teams Rooms and Zoom Rooms in more detail.

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Video Conferencing FAQs

How much does a video conferencing system cost in the UK?

A small huddle-room VC kit (camera bar, single display and table mic) typically starts at around £3,000 to £8,000 supplied and installed. A standard 6 to 12 person meeting room with certified Microsoft Teams Rooms (MTR) or Zoom Rooms hardware is usually £8,000 to £20,000. Larger boardrooms with PTZ cameras, ceiling mics, dual displays and DSP audio range from £25,000 to £60,000+. Costs vary by brand (Logitech, Poly, Yealink, Neat, Cisco), room size and whether the system is native, BYOD or appliance-based. We provide fixed-price quotes after a short discovery call.

Which video conferencing platforms do you support?

We design and install certified rooms for Microsoft Teams Rooms (MTR), Zoom Rooms, Google Meet hardware and Cisco Webex Rooms. We also configure Bring Your Own Device (BYOD) setups using USB or Bluetooth peripherals so any laptop and platform can join a meeting from the room. Most modern rooms run native Teams or Zoom on certified appliances, with the other platforms supported via direct guest join, Microsoft CVI or interoperability gateways.

Which hardware brands do Strive AV install?

We are vendor-agnostic and partner with the leading certified manufacturers: Logitech, Poly, Yealink, Neat, Cisco, Microsoft Surface Hub, Crestron, Lenovo, Jabra and Q-SYS. The right brand depends on room size, your video platform, IT management requirements and budget. For Microsoft Teams Rooms we install Android-based MTR appliances (Logitech, Poly, Yealink, Neat) and Windows-based MTR (Lenovo, HP, Crestron) where richer dual-platform support is needed.

What is the difference between native MTR/Zoom Rooms and BYOD video conferencing?

A native room runs a certified Microsoft Teams Rooms or Zoom Rooms appliance permanently in the room, so meetings start with one tap from the room calendar and the experience is consistent for every user. BYOD uses USB or Bluetooth-connected camera, microphone and speaker peripherals so users join meetings from their own laptops on any platform. Native rooms offer the most reliable, supportable experience for booked meetings; BYOD is cheaper and more flexible for ad-hoc spaces. Many UK organisations deploy a mix.

What Microsoft 365 licences do I need for Microsoft Teams Rooms?

Each MTR device requires a Microsoft Teams Rooms Pro or Teams Rooms Basic licence assigned to a dedicated resource account. Teams Rooms Pro (around £36 per room per month) is recommended for most UK deployments and includes intelligent audio/video, room analytics, advanced management and Teams Premium meeting features. Teams Rooms Basic is free for up to 25 rooms but lacks pro-level management. We help you size licensing during the design phase.

How long does a video conferencing room installation take?

A standard meeting-room installation is typically completed in one day, including mounting the display, cabling, certified camera and microphone install, room PC or appliance configuration, network and Microsoft 365 enrolment, and 30 to 45 minutes of user training. Boardrooms with multiple cameras, ceiling microphones and DSP audio usually take 2 to 4 days. Multi-site rollouts are scheduled in waves to minimise disruption to your business.

Do you offer support contracts and finance for video conferencing?

Yes. Our UK-wide AV support contracts include proactive remote monitoring, firmware management, Microsoft Teams admin centre alerts, 4-hour response options and on-site engineer visits. We also offer leasing and AV-as-a-Service so you can bundle hardware, licensing, installation and support into a single monthly operating cost, useful when refreshing multiple rooms or moving capex to opex.

Can you certify or upgrade our existing video conferencing rooms?

Yes. We carry out room audits to assess your existing displays, cameras, microphones, network and acoustics, then provide a fixed-price upgrade path to bring rooms up to certified Microsoft Teams Rooms or Zoom Rooms standard. Common upgrades include replacing legacy USB cameras with certified PTZ or AI-tracking cameras, adding ceiling microphones for larger rooms, installing acoustic treatment and migrating ad-hoc BYOD setups onto a managed MTR or Zoom Rooms platform.