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When planning the audiovisual equipment for a meeting room, budgets are typically based on the cost of individual components and their installation, including displays, cameras, microphones and video transmission equipment.
However, budgeting should also account for the total cost of ownership. This includes not only purchasing and installation costs, but also maintenance, software and future system upgrades over the equipment's entire service life, for example, a five-year period.
Barco experts identify seven categories of costs that are often overlooked in initial budgets. Here are the key factors to consider when designing and equipping meeting rooms and conference spaces.
Before installing audiovisual equipment, it is important to check the power supply, network connections, cabling and compatibility between devices. If the necessary infrastructure is not in place, additional materials and installation work will increase the overall cost.
When equipping multiple meeting rooms, the selected equipment should first be tested in a single room. For example, Barco ClickShare Conference enables laptops to connect wirelessly to a display and existing videoconferencing equipment. If the installed cameras and microphones are compatible with the selected ClickShare model, they do not need to be replaced, reducing the cost of equipping the remaining rooms.
When assessing costs, it is important to distinguish between third-party software licences and services included with the equipment. For example, ClickShare Hub requires a separate Microsoft Teams Rooms licence when used in a Microsoft Teams Rooms configuration. Meanwhile, the SmartCare programme provides up to five years of service support for ClickShare Conference devices, subject to equipment registration.
When comparing solutions, companies should therefore consider not only subscription costs but also warranty coverage, software update availability and technical support conditions.
Problems connecting laptops, sharing content or starting video conferences require assistance from technical support teams. Troubleshooting, configuration and on-site visits to other offices increase the cost of maintaining meeting room equipment.
Barco XMS Cloud helps reduce the need for on-site technical support. This free, centralised management platform for ClickShare devices allows IT teams to monitor equipment remotely, receive notifications about issues and manage software updates.
Different connection methods and equipment controls can delay the start of meetings. Employees spend time configuring devices or requesting assistance from technical support. When meeting rooms are used daily, these delays add up to a significant loss of working time.
For example, consider 10 meeting rooms, each hosting four meetings per day, with five participants experiencing a five-minute delay at each meeting. Over 22 working days, this amounts to approximately 367 lost person-hours. At an assumed labour cost of $15 per hour, the annual cost would reach approximately $66,000 if the same delays occurred every month.
A consistent connection method reduces meeting preparation time and the need for employee training. For example, Barco ClickShare enables wireless content sharing from laptops. Support for cameras and microphones depends on the specific model and equipment configuration.
Audiovisual equipment connected to a corporate network requires regular software updates and access control. When manufacturers discontinue support for certain devices, additional maintenance or replacement costs may arise.
For companies with multiple offices, centralised management simplifies software version control and helps maintain consistent information security standards. Before purchasing equipment, organisations should check how long software updates will be provided, what the warranty covers and how maintenance is handled after the warranty expires.
With XMS Cloud, IT teams can monitor ClickShare firmware versions, receive update notifications and remotely configure device security settings.
Switching to a different videoconferencing platform, adding cameras or changing the room layout can introduce new equipment requirements. Limited compatibility may mean that existing components have to be replaced during an upgrade.
Compatibility with equipment from different manufacturers helps reduce the cost of expanding meeting room capabilities. For example, Barco ClickShare Hub combines Microsoft Teams Rooms functionality with wireless connectivity for users' devices, providing additional ways to join and conduct video meetings.
Equipment upgrades involve more than purchasing new devices. The budget must also account for removing existing equipment, modifying cable connections, configuring devices and updating technical documentation. Additional costs arise when meeting rooms are unavailable during the upgrade process.
When purchasing equipment outright, companies are responsible for planning its maintenance and eventual replacement. Under a service-based model, some of these activities may be covered by the contract. Before signing an agreement, it is important to review service fees, renewal terms and the conditions for returning or purchasing the equipment at the end of the contract.
Decommissioning equipment also involves additional costs, including technical labour, removing stored data and settings, and arranging for electronic waste disposal. These expenses should be included when planning a meeting room upgrade budget.
Budgets should cover the entire planned service life of the equipment, including installation, licences, technical support, software updates, employee training and future upgrades. For companies with multiple offices, additional costs for on-site technical support and warranty services should also be considered.
When comparing audiovisual solutions, it is important to assess compatibility with existing cameras, microphones and displays. Reusing installed equipment reduces upgrade costs. A lower initial purchase price does not always mean lower operating costs over time.
Sound Creations is the exclusive distributor of Barco professional solutions and Barco ClickShare wireless presentation systems in Central Asia and the Caucasus.
Sound Creations specialists help select equipment for meeting rooms and conference halls, taking into account technical requirements, existing infrastructure and opportunities for future system expansion.
For equipment selection and technical consultations, please contact Roman Dundukin, Barco Brand Manager at Sound Creations.
Email: drb@sc-electronics.com
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