Video Conferencing Systems

Conference System Buying Guide 2026

Video conferencing has become an indispensable part of everyday working life!

With a wide selection of webcams, video collaboration devices, video conferencing systems, microphones, speakers and other meeting accessories, you will find everything you need to equip your meeting room perfectly.

With our collaboration systems, you can equip, expand and upgrade your meeting room in no time.

Whether you have a large meeting room, want to equip your staff room or are designing a huddle room – you will find the right product with us.

In today's modern business world, video conferencing is becoming increasingly popular, and above all it should meet the following criteria

• Straightforward
• Effective
• Cost-efficient
• High-quality

What is a video conferencing system?

Whether you call it a video conferencing system, collaboration solution, meeting room system or video chat system – all these descriptions serve the same purpose!

If you are looking for a way to hold video conferences, meetings, web conferences or conventions without complicated installations, then you are looking for a video conferencing system.

The best-known providers are: celexon, Aver, Kindermann, Logitech, Barco and many more. The list is almost endless, and more and more companies are jumping on the bandwagon.

Every conference room demands modern technology!

Possible functions:

• Presentations in various formats
• Image and sound reproduction
• Compatibility with various output media (monitor, projector, display, video wall, tablet, smartphone etc.)
• Audio transmission to PA systems
• Wireless data transmission, e.g. from a PC, laptop or desktop to a display or projector
• Voting systems
• Connection to digital signage systems
• Room control – lighting control, air conditioning etc.
• Integration of telephone systems
• Room booking system
• And much more…

Video conferencing systems can do so much more than simply record a video and transmit it to another location.

In most cases, a conference room system is simply used for real-time transmission of data between two or more participants. These systems therefore enable several people to communicate, even when they are in different places.
Compared with a telephone conference, which only lets you hear each other's voices, here you can see each other too, which improves understanding and makes it easier to tell voices apart, especially in large groups.
For example, if you are in a telephone conference with 4 people at the same time, you usually have the problem that it is hard to make yourself understood, because you cannot visualise your ideas and suggestions – a video conferencing system is the ideal solution.

You hear each other, see each other and can show each other your presentations. With a practical split screen, you see all participants at the same time and never miss any content again.

In summary, a video conferencing system is the technological set-up/infrastructure with which a conference or meeting room is equipped – in other words, the technology needed to hold a high-quality video conference. This includes not only hardware solutions but also the software required to transmit video conferences.

Areas of application

The areas of application are more widespread than you might think, because it is not just a system for holding conferences. It can also be a useful everyday aid in other rooms.

• Large conferences
• Virtual meetings
• Business meetings
• Home office/remote working
• Online training
• Lectures at universities or colleges
• Product presentations
• Medical applications
• Staff interviews
• And many other areas

Imagine, for example, that you receive an application from a candidate who lives several hundred kilometres away – save yourself the cost and effort of bringing the person to you just to get a first impression.
Arrange a video conference for an initial interview and get a picture of your applicant.

Advantage:

• No travel costs
• Easy pre-selection
• Little time required
• First impression not just from the voice
• Applicants can start a video call from a smartphone

Or do you want to allow your employees to work from home? Then simply integrate your home-office staff into your meetings via video chat, so that external employees don't miss any discussion and can be involved in all decisions and processes

Advantage

• More flexibility for employees and employers
• Participation in video conferences even from far away
• No costs for a workplace in the office

The most common everyday use is probably involving external staff, business partners or potential customers. Simply present your projects via video chat and interact directly with the other party without having to travel long distances.

Advantage:

• Saves time and money
• Straightforward communication
• Spontaneous meetings are now possible

What systems are available?

When transmitting data via a video conferencing system, it is important to have the most powerful system possible as a foundation. This is defined by the bandwidth available for transmission, because too little bandwidth results in jerky transmission.

Various systems provide the foundation. Below, we introduce the different types of system:

Room systems

Many companies rely on so-called all-in-one solutions that contain all the components needed for high-quality transmission. The range here is very wide: from smaller systems for 5–10 people to entire conference rooms with more than 20 people, a lot is possible easily with a room solution.

These high-end solutions are sometimes also referred to as telepresence and place particular emphasis on high-quality communication. They create a realistic conversational atmosphere that gives you the feeling of sitting right next to each other. This effect is achieved by large, high-resolution displays transmitting the image, combined with brilliant audio transmission, to deliver a convincing overall experience.

Rollabouts and set-top systems

These systems are also called compact systems and usually only require a standard display device (display, monitor, tablet, screen…) plus a suitable internet connection with sufficient bandwidth. Easy installation is particularly important here, which also enables mobile use, for example.

Turn any room into a meeting room with these mobile communication systems.

Wireless systems

With a wireless presentation system, you can retrofit your meeting room in just a few steps, similar to rollabouts and set-top systems.

Avoid unwanted cables on the meeting and conference table and bring order and flexibility to your meeting environment. With a wireless collaboration or presentation system, pay particular attention to transmission, as not all systems can transmit Full HD quality, for example. You will always find detailed information on this with the product or in the data sheets. Here too, our expert advisers will be happy to help with advice and support.

Desktop solutions

Conferencing is a popular term in the world of video conferencing and covers all conference systems designed for an individual workstation.

These systems are installed directly on the PC/laptop and enable video chats between two people. However, the number of users is limited, as the display area is usually small and the audio and video transmission options are more restricted than with large video conferencing systems.

Software solutions

The basis for a software solution is already built into most laptops and monitors – a built-in camera and suitable speakers. All that is missing is the right microphone, which is usually already provided by the connected headset.

Many large providers offer their own chat systems, such as Google with Hangouts, which combine video chat, chat and telephony. A distinction is made between on-premise software, which is installed permanently on the computer, and cloud video conferencing software solutions such as Hangouts. These solutions are often available free of charge, but then with limited functionality.

These solutions are very attractive on the cost side, but offer fewer options and reach fewer viewers. An interesting solution for many companies is Skype chat, for example, which many businesses already use for communication.

BYOD & collaboration

What is BYOD?

BYOD, or Bring Your Own Device, has become indispensable in the world of video conferencing, as more and more people want to join a presentation with their own devices.

You no longer need to log in to unfamiliar devices – you can connect your laptop, PC, tablet or smartphone directly to the conference. Stop carrying notepads or endless sticky notes to meetings – with a BYOD-capable system, you no longer need them.

How does BYOD work?

When you hear BYOD, collaboration is part of it and is hard to imagine doing without. These trending topics are the ultimate when it comes to the office of the future. There are many different ways to collaborate, and BYOD systems make it easiest.

BYOD integrates every presentation participant into the video conference in whatever way is possible for that participant. For example, if you only have a smartphone to hand, you have the same options as someone with a laptop in front of them.
Give all viewers the opportunity to take part in your video conference. For this, you need a video conferencing system with extensive connectivity.

What do collaboration and BYOD stand for?

Although the core of collaboration tools and solutions is often software-based, it only makes sense to use them in combination with certain hardware or hardware components.
After all, collaboration essentially means people working together in projects, groups or teams, supported by electronic media.

BYOD (Bring Your Own Device), on the other hand, means the ability to integrate mobile devices into the networks of companies or schools, universities, libraries and other institutions.

Originally it was mainly a private matter, but nowadays this option is becoming increasingly popular with professional devices too. According to a survey carried out in 2016 in Germany, France, the UK and the USA by the research company Vanson Bourne, 82 percent of office workers surveyed bring their own device to meetings and expect to be able to take part immediately without having to download anything or register anywhere. This figure is likely to have risen over time!

But what seems very common and simple at first glance is unfortunately often far from "obvious" in practice. A simple attempt to connect a tablet or laptop you have brought along with collaboration and presentation tools in a conference room or boardroom, in order to simplify communication, often causes problems and costs the whole team valuable time and nerves.
This is where video conferencing systems come in – when choosing your new system, pay attention to compatibility and connection options. You will also find further selection criteria here.

If you have any questions, please feel free to contact our trained expert advisers and find the optimal solution.

What are the advantages of a conference room system?

The advantages of a conference room system are easy to summarise and, depending on location and application, are decisive in choosing which system you want to use.

• Flawless communication processes
• Modern technologies - globalised working environment
• Straightforward communication with business partners, customers, departments or employees
• Save travel costs
• Speech intelligibility
• Cost-efficient
• Optimisation of business processes
• Improved communication processes
• Effectiveness - increased productivity
• Optimised use of resources - cost-efficient
• Efficient teamwork - collaboration across locations
• Flexible online meetings and online training
• More efficient project and crisis management

How do I choose the right video conferencing system?

If you want to purchase a video conferencing system, you should think about which existing applications are to be replaced or connected. It always makes sense to find a holistic solution. According to the UCC strategy (Unified Communications & Collaboration), there is both the opportunity and the need to unify different collaboration tools, telephone conference systems or video conferencing systems so that business processes are improved and accelerated.

Several points are decisive here:

• Do I need a camera? If so, what resolution should it have?
• Do I only need audio transmission? If so, how many participants should be able to speak?
• Do I need to be able to share a screen flexibly? If so, would dongles connected to each screen make sense?
• Which type of system do I want? – read more about the possible system types here

Depending on the application, many selection criteria can play a role – we will be happy to help you find the ideal products for your room. You will also find a lot of information in the descriptions of our products.