Video Conferencing
Video conferencing room setup is the difference between a meeting room people book and one they avoid. Foxnet Securitas designs, installs and commissions conference room AV that works natively with Zoom, Microsoft Teams and Google Meet, across everything from a single two-person huddle room to a 200-seat townhall space, with field teams in 15+ Indian cities. We treat the room as a system rather than a shopping list: the camera has to see everyone, the microphones have to hear the quiet person at the far end of the table, the display has to be readable from the back row, and the network underneath has to carry the call without the jitter that turns a discussion into an argument about audio.
What we deliver
- Complete conference room AV installation covering displays or projection, cameras, microphones, loudspeakers, codecs or room compute, control, cabling and furniture integration, commissioned against a documented room specification.
- Native room systems for Microsoft Teams Rooms, Zoom Rooms and Google Meet hardware, built on certified device ecosystems so the platform vendor supports the combination rather than leaving you to prove which component failed.
- Camera strategy chosen per room size — fixed wide-angle with auto-framing for huddle spaces, speaker tracking and multi-camera switching for boardrooms, and PTZ or optical-zoom cameras with preset recall for townhall and auditorium spaces.
- Microphone design matched to the room's geometry and ceiling: table boundary microphones, ceiling arrays with beam steering, or wireless handheld and lapel units for large-format sessions, all with echo cancellation and noise suppression tuned on site.
- BYOD and USB-C connectivity so a visitor can walk in, connect one cable and use the room's camera, microphones and display on whatever platform their own organisation runs, with power delivery to keep their laptop charged.
- Room scheduling panels at the door, integrated with Microsoft 365 or Google Workspace calendars, showing availability, allowing on-the-spot booking and releasing rooms that were booked but not occupied.
- Townhall and all-hands AV, including line-array or distributed loudspeaker coverage, presentation switching, camera positions for stage and audience, confidence monitors and a streaming or recording feed for people joining remotely.
- Network readiness for video conferencing, covering bandwidth calculation per room, QoS marking and switch queuing, wired uplinks in preference to WiFi for fixed rooms, and validation against jitter, latency and packet-loss targets before handover.
- Standardised room templates across an estate so every location behaves the same way, plus training, quick-reference cards at the table and AMC cover for the rooms once they are in daily use.
How a Foxnet deployment works
- Site survey and requirement capture. We measure each room, record seating layout, ceiling height, glazing, HVAC noise and lighting, confirm which platform the organisation runs and how meetings actually happen — mostly remote, mostly in-room, or genuinely hybrid — and identify rooms that need acoustic work before any equipment can help them.
- Design and BoQ. You receive a room-by-room specification with display size against viewing distance, camera field of view and framing behaviour, microphone coverage plot, loudspeaker layout, signal flow diagram, control and scheduling design, network and power requirements, and a line-item bill of quantities per room type.
- Installation and commissioning. Mounts, displays, cameras and speakers are installed, cabling pulled and terminated, room compute enrolled on the platform tenant, DSP configured and gain-structured, echo cancellation and auto-framing tuned with people in the room, and a test call run to a remote participant who confirms what they can see and hear.
- Handover, training and documentation. You receive as-built drawings, signal flow diagrams, DSP configuration files, an asset and licence schedule and a signed room-by-room test report. Users get short floor-walk training on joining, sharing and BYOD; IT gets administrator training on room management and monitoring.
- AMC and ongoing support. A typical engagement structure covers preventive visits, firmware and platform update management, remote monitoring where the room platform supports it, replacement of failed peripherals, re-tuning after a fit-out change, and support for townhall events where a technician attends on the day.
Room tiers, cameras and meeting equity
Four room tiers, four different problems
Most estates need three or four standard room designs, repeated. Getting the tiers right is what keeps the estate maintainable and the cost sensible, because a huddle room specified like a boardroom wastes money and a boardroom specified like a huddle room simply does not work.
| Room tier | Typical size | What the design turns on |
|---|---|---|
| Huddle room | 2–6 people | All-in-one video bar with a wide field of view and auto-framing, single display, one cable to join, no rack. Simplicity beats capability at this size. |
| Medium meeting room | 6–14 people | Video bar with extension microphones or a small DSP, dual display for content and people, touch console on the table, wired and BYOD share paths. |
| Boardroom | 14–30 people | Speaker-tracking or multi-camera switching, ceiling or table microphone arrays with a proper DSP, distributed loudspeakers, acoustic treatment, room control and scheduling. |
| Townhall / auditorium | 50–200+ people | PTZ cameras with preset recall for stage and audience, wireless microphones with an RF plan, line-array or distributed speakers, presentation switching, confidence monitors, stream and record. |
Camera strategy by room size
In small rooms the camera problem is coverage: a wide field of view, typically 120 degrees or more, with auto-framing that tightens the shot to the people actually present so remote participants are not looking at an empty table. In medium and boardroom spaces the problem becomes attention — who is speaking, and can the far end tell. Speaker tracking, driven by microphone array beamforming or on-camera audio location, cuts to the person talking; multi-camera setups add a front-of-room camera for the people opposite and a rear camera for the presenter at the display. In townhall spaces the problem is reach, which is where PTZ cameras with optical zoom and stored presets earn their place: a stage wide, a lectern close-up and an audience shot, recalled by an operator or by an automation rule rather than framed on the fly.
Hybrid-meeting equity as a design goal
Meeting equity means a remote participant can follow, contribute and be taken as seriously as someone in the room. It is a design outcome, not a feature you buy. It requires that every in-room voice reaches the microphone at usable level, which is a microphone coverage and reverberation problem before it is a codec problem; that faces are individually framed rather than presented as a distant row, which is what auto-framing and per-person framing modes address; that content and people appear on separate surfaces so remote attendees are not forced to choose; and that the in-room display shows the remote gallery at a size where facial expression is legible from the far end of the table. Rooms that fail equity fail quietly — people simply stop dialling in and start asking for the meeting to be moved.
Technical specifications and standards
The reference points below are the ones we design against. Standards and certification programmes are attributed to the bodies and vendors that publish them; what is applied to your rooms is confirmed at design stage.
| Area | Reference point | Why it matters |
|---|---|---|
| Platform certification | Devices carrying Microsoft Teams Rooms certification, Zoom Rooms certification or Google Meet hardware listing, as an equipment attribute published by the platform vendor | Certified combinations get firmware, management portal support and a clear escalation path; uncertified ones leave you arbitrating between three vendors. |
| Video transport | HDMI 2.0 for short runs; HDBaseT over Cat6/Cat6A for extended runs to roughly 70–100 m; AV-over-IP where the estate is large or matrixed | Long HDMI runs are the most common single point of failure in meeting rooms; extension technology is chosen at design, not improvised on site. |
| Audio networking | Dante audio networking or AES67 where multiple rooms, DSPs and microphone arrays must share a transport | Networked audio makes combinable rooms and townhall overflow practical without re-cabling every time the layout changes. |
| BYOD connectivity | USB-C single-cable connection carrying video, USB peripherals and power delivery, with HDMI plus USB-A fallback at the table | Visitors and partners bring their own platform; a room that only works for your tenant fails half the meetings held in it. |
| Display sizing | Furthest viewer no more than roughly 4× to 6× the display height for detailed content; 55–65 inch typical for huddle, 75–98 inch or dual for boardrooms, projection or LED for townhall | A screen too small for the room is the cheapest mistake to make and the most expensive to correct after fit-out. |
| Bandwidth per room | Roughly 2–4 Mbps for 1080p group video, 4–8 Mbps where dual-stream content and 1080p people share the call, more for 4K room systems and live streaming | Bandwidth is budgeted per concurrent room, not per site headline speed; townhall streaming is sized separately again. |
| Network quality targets | One-way latency under roughly 150 ms, jitter under about 30 ms, packet loss under 1%, as published in the major platforms' network guidance | Nearly every complaint about "bad video conferencing" is a network measurement problem that can be proven or disproven in an afternoon. |
| Quality of service | DSCP marking of EF for audio and AF41 for video, honoured end to end through switch queues and the WAN edge, with wired uplinks preferred for fixed rooms | QoS marked at the endpoint but ignored by the switch achieves nothing; the policy has to exist on the infrastructure as well. |
| Scheduling panels | PoE-powered door panels bound to a resource mailbox via Microsoft Graph or Google Calendar, with check-in and auto-release rules | Ghost bookings, not room shortage, are usually why an office feels short of meeting rooms; auto-release recovers real capacity. |
| Room acoustics | Reverberation control and background noise from HVAC treated as design inputs, with acoustic echo cancellation and noise suppression configured in the DSP | A glass-walled room with a hard ceiling will sound poor with any microphone; the room has to be fixed, not the equipment budget. |
Where we deploy
Foxnet Securitas delivers video conferencing solutions across India with field teams in 15+ cities, including Delhi NCR, Noida and Gurgaon, Mumbai, Pune, Bangalore, Hyderabad, Kolkata, Chennai and Ahmedabad. Multi-city clients get a standard room catalogue rather than a different experience in every office: the same tier definitions, the same peripherals, the same touch console layout, the same naming convention for resource mailboxes and the same support path. When a user travels between offices they should not have to relearn how to start a meeting, and IT should not have to support nine variants of the same room.
The brief varies by sector. IT/ITES and fintech clients push volume — dozens of huddle and medium rooms, a strict platform standard and tight expectations on room uptime. Manufacturing clients need one good boardroom at head office and rugged, simple rooms at plant locations where the network is thinner and the ambient noise is higher. Healthcare and education clients weight the townhall and lecture end of the range. Government and BFSI clients often need on-premise recording, controlled streaming and clarity about where meeting content is stored.
A representative example is our work at Infravision in Noida, covering conference room and townhall AV — a project that combined day-to-day meeting rooms with a large-format space for all-hands sessions, which is the combination most growing organisations end up needing. Where the requirement is really about sound quality in a large or acoustically difficult space rather than the video call itself, see Sound Technology; boardroom DSP, loudspeaker design and acoustic treatment usually sit alongside a video conferencing room setup rather than inside it.
Indicative investment
Conference room AV installation cost is driven by room tier and count, not by brand alone, and platform licences sit outside the hardware figure. The numbers below are indicative ranges only — actual pricing depends on site survey, published so you can build a realistic budget before going to procurement.
Indicative ranges by room tier
| Tier | Typical scope | Indicative supply and installation |
|---|---|---|
| Huddle room | All-in-one video bar, 55–65 inch display, wall mount, BYOD cable, basic room compute | ₹1.5 lakh – ₹5 lakh per room |
| Medium meeting room | Video bar with extension mics, dual 65–75 inch displays, touch console, scheduling panel, room PC or appliance | ₹5 lakh – ₹12 lakh per room |
| Boardroom | Speaker-tracking or dual cameras, ceiling microphone arrays, DSP, distributed speakers, control system, acoustic treatment | ₹12 lakh – ₹40 lakh per room |
| Townhall / auditorium (up to 200 seats) | PTZ camera positions, wireless microphone system, line-array or distributed audio, presentation switching, confidence monitors, streaming and recording | ₹25 lakh – ₹1 crore+ |
Indicative unit-level ranges
| Line item | Indicative range |
|---|---|
| Certified all-in-one video bar | ₹70,000 – ₹4,50,000 by room size and tracking capability |
| PTZ camera with optical zoom and preset recall | ₹1,20,000 – ₹6,00,000 per position |
| Ceiling microphone array with beam steering | ₹1,50,000 – ₹5,00,000 per unit |
| Room compute appliance and touch console | ₹90,000 – ₹3,00,000 per room |
| Room scheduling panel | ₹35,000 – ₹1,20,000 per door |
| Professional display, 75–98 inch | ₹1,50,000 – ₹9,00,000 by size and panel grade |
What moves the number up or down
Cost rises with speaker tracking and multi-camera switching, ceiling microphone arrays instead of table units, dual or LED displays, control systems, acoustic treatment, combinable rooms with movable partitions, streaming and recording, and any requirement to work around a completed interior fit-out. Cost falls where rooms are standardised into a small number of repeated tiers, where an all-in-one bar can replace a discrete DSP chain, where existing displays and cabling are sound, and where AV containment and conduits are agreed with the interior contractor before ceilings close. Platform licences — Teams Rooms, Zoom Rooms or the Google equivalent — are recurring and usually procured directly by the client's IT team.
AV AMC is quoted separately from the capital cost. Annual maintenance contracts in this market are commonly priced as a percentage of installed system value, typically in the region of 8–15% per annum depending on whether the contract is comprehensive (spares included) or non-comprehensive (labour and visits only), how many rooms and cities are covered, and whether event-day standby support for townhalls is included. We quote AMC at design stage so total cost of ownership is visible from the start.
Frequently asked questions
How much does a video conferencing room setup cost in India?
A huddle room with an all-in-one video bar and a single display typically falls between ₹1.5 lakh and ₹5 lakh, a medium meeting room between ₹5 lakh and ₹12 lakh, and a boardroom with speaker tracking, ceiling microphones and DSP between ₹12 lakh and ₹40 lakh. Townhall spaces up to 200 seats start around ₹25 lakh. These are indicative ranges only and firm pricing follows a site survey.
Does the room work with Zoom, Microsoft Teams and Google Meet?
Yes. We deploy rooms natively on Microsoft Teams Rooms, Zoom Rooms or Google Meet hardware, using devices that carry the relevant platform certification, and configure a BYOD path over USB-C so a visitor can run any other platform through the room's camera, microphones and display. Many clients standardise on one platform for room compute and rely on BYOD for everything else.
How much bandwidth does a video conferencing room need?
Budget roughly 2 to 4 Mbps per room for 1080p group video, and 4 to 8 Mbps where high-quality content sharing runs alongside it, multiplied by the number of rooms in concurrent use rather than the total room count. Quality matters as much as capacity: aim for latency under about 150 ms, jitter under 30 ms and packet loss below 1%, with QoS applied on the switches.
What camera should a large conference room or townhall use?
Small rooms need a wide-angle camera with auto-framing so the remote side sees people rather than furniture. Boardrooms benefit from speaker tracking or a second camera covering the presentation end. Townhall and auditorium spaces need PTZ cameras with optical zoom and stored presets for stage, lectern and audience, because framing from a distance is a zoom problem that no wide-angle fixed camera solves.
What is hybrid meeting equity and how do you design for it?
Meeting equity means remote participants can hear, be heard, see faces clearly and contribute as easily as people in the room. We design for it with microphone coverage that reaches every seat, acoustic treatment where the room is reverberant, per-person or auto-framing so faces are legible, a separate surface for content and people, and a display large enough that the remote gallery reads from the far end of the table.
Do we need room scheduling panels outside each meeting room?
They pay for themselves in offices where rooms are booked and then not used. A panel bound to the room's resource mailbox in Microsoft 365 or Google Workspace shows real-time availability, allows booking on the spot, requires check-in and releases the room automatically when nobody arrives. In most offices the complaint about a shortage of rooms turns out to be a ghost-booking problem rather than a capacity problem.
Related services
- Sound Technology — boardroom DSP, loudspeaker design, acoustic treatment and auditorium audio; the adjacent buy for any room where intelligibility matters.
- IT Infrastructure — structured cabling, switching, PoE and QoS-capable networks that every conferencing room depends on.
- Public Addressing — if you need life-safety announcements and zoned mass notification rather than meeting audio, that is a different system.
- Visitor Management — pre-registration and check-in for the external attendees who walk into those meeting rooms.