Videoconferencing Hardware/Software Recommendations

Videoconferencing environments range from desktop videoconferencing, through small conference rooms and classrooms, to large auditorium environments. For the larger installations, equipment such as plasma displays, projectors, and sound systems will vary depending on the application. Academic & Research Technologies staff should be consulted to help design the system. Below we have approximate costs for various pieces of equipment and software that we recommend.

Desktop Videoconferencing

Polycom PVX videoconferencing software runs on Windows XP operating systems either on a desktop, laptop or an Intel Mac OSX computer using BootCamp. Polycom PVX 8.0.x software is approximately $125.

A camera will be needed as well. On some newer XP laptops and all Intel Macbooks, the built-in camera is sufficient. If an external USB camera is needed, the Logitech Orbit MP ($125) and the Logitech Fusion ($100) have proven to be of good quality for desktop videoconferencing.

A headset and microphone is recommended to provide high quality audio and to eliminate any echoes from using built-in microphones on the web cameras. We recommend Plantronics headsets such as the .Audio 470 which can be folded for travel or the .Audio DSP400 as a regular headset and microphone. These range between $40 and $70.

Windows XP computers should have at least 2GHz and 1GB of memory (more is better!). Intel Mac computers should be at least 2GHz with 2GB of memory.

For more information, see our Desktop Videoconferencing document. We are currently investigating desktop videoconferencing on Intel Mac computers using Parallels and Windows Vista computers.

Conference Rooms and Small Classrooms

We recommend one of these videoconferencing codecs depending on your needs. Before making a purchase, you should contact us to discuss and understand the differences between these videoconferencing systems. Please note that plasma displays or projectors and audio systems will need to be considered when looking into videoconferencing systems.

• LifeSize Team HD $8,000
• LifeSize Room HD $12,000
• Polycom VSX 7000s $7,000
• Polycom VSX 8000 $12,000

Academic & Research Technologies has recently been using and recommending LifeSize units because they support high definition videoconferencing and improved data sharing capabilities while still being compatible with all of the lower quality videoconferencing units. The Polycom PVX 7000s is a good unit, costs less than the LifeSize units, but does not support HD. Polycom does have a HD capable unit on the market, but it is considerable more money that the LifeSize units at this time.

The LifeSize Team and Room units support a direct connection from a laptop (VGA connector) and supports H.239 data sharing. The unit comes with a high quality wired microphone array that also acts as a telephone conferencing unit. While the Team only supports a single HD camera and display, the LifeSize Room unit supports 2 HD cameras and 2 displays.

The Polycom VSX 7000s unit supports two cameras (one is integrated into the videoconferencing unit and the other is option that can be remotely mounted). This device does not support the direct connection of a computer. It requires an optional device called a Visual Concert in order to send data. Another option is adding the Polycom VTX conference phone (approx. $1000) that replaces the normal wired microphone.

Large Classrooms and Auditoriums

Large classrooms and auditoriums usually require a rack mounted codec and sophisticated audio equipment with room speakers and echo canceling equipment. They typically have at least two cameras (an instructor camera and a student camera), and feature two or more displays (perhaps one plasma to show a view of the remote site, one to show a view of the local site, and a projector to display data (e.g. PowerPoint)).

The LifeSize Room unit, while not rack mountable, is a good choice. Again, it has HD capabilities, improved data sharing and a high quality microphone array with conference phone features built in and the ability to directly connect a computer are major advantages. It supports two cameras (although it comes standard with one camera).

The Polycom VSX 8000 is the rack mount version of the Polycom VSX 7000s. It supports two cameras (one is optional) and neither of which are mounted on the codec.

With large room videoconference integration, a touch screen control system to operate the equipment is a must. Academic & Research Technologies has standardized on Crestron control systems to handle equipment operation in order to improve the videoconferencing experience by eliminating complex system menus and redundant remote controls. Typical installations have a control mounted on the podium with an additional wireless control for supported videoconferences.

Approximate Room Costs

• Small to Medium sized conference rooms (between 4-15 people) ranges from $12,000 up to $26,000
• Plasma display - $4000
• Videoconferencing unit - $7,000 to $12,000
• Facilities costs (power, data, cable path) range between $3,000 up to $10,000 depending on the status/condition of the room

Large classrooms or auditoriums costs are difficult to estimate due to the additional equipment requirements, room size, facilities and AV vendor integration costs. A recent project for an upgrade to an auditorium, which was already equipped with videoconferencing, was around $60,000. So, you can see that with the larger rooms the costs are significantly higher.