In today’s hybrid work environment, seamless communication is non-negotiable. Whether you’re outfitting a small huddle space or a large boardroom, the right video conferencing equipment ensures every voice is heard and every participant is seen — without technical disruptions.
The challenge? Choosing the right setup for your space without overspending on unnecessary features. The wrong system leads to wasted budgets, frustrated teams and inefficient meetings.
At DGI, we help businesses avoid these pitfalls with expert guidance on selecting cost-effective, high-quality video conferencing solutions. Below, we break down the best technology options by room size, ensuring your team gets the most out of every meeting.
Small Rooms (1–4 People): Compact & Efficient Solutions
The Challenge
Small spaces often suffer from poor camera angles, audio dead zones and overcomplicated setups that make meetings feel disconnected.
The Solution
For huddle spaces, all-in-one devices with intelligent framing and clear audio ensure effortless collaboration. Bring your own device (BYOD) setups are also an effective cost-saving option, reducing software license expenses while maintaining flexibility.
Recommended Equipment
- Neat Board 50 — 50” touchscreen for video conferencing and collaboration
- Neat Bar Generation 2 — Ultra-HD camera and microphone system, optimized for small spaces
- Logitech Rally Bar Huddle — Compact, AI-powered video bar with built-in mic and speaker
- Crestron Videobar 70 — High-performance video bar with advanced audio processing
Pro-Tip
Touch-enabled boards can double as room controllers, or an additional touch panel can be added for more control.
The Result
Small rooms feel just as connected as larger spaces, ensuring clear video, natural conversations and easy collaboration.
Medium-Sized Rooms (5–6 People): Smart & Scalable
The Challenge
Mid-sized rooms require wider camera coverage, integrated audio and a system that adapts to different meeting styles.
The Solution
Using intelligent video bars, touch-enabled displays and expandable audio solutions, medium-sized rooms can support both hybrid and in-person meetings without sacrificing quality.
Recommended Equipment
Logitech Rally Bar — High-quality camera, microphone and speaker in one unit
Neat Bar Pro — AI-powered video bar with adaptive participant framing
Crestron Videobar 70 — Mid-room optimized version with enhanced speaker clarity
Neat Board Pro — Large, touch-enabled display that serves as both a collaboration tool and controller
Poly Studio X52 — Designed for mid-sized spaces with AI-driven voice and video enhancements
Biamp Parlé VBC 2800 — Superior microphone and speaker bundle with auto-voice tracking
Pro-Tip
Medium rooms also allow for additional integrated audio solutions to complement these all-in-one devices, ensuring every voice is captured clearly.
The Result
Meetings flow seamlessly, ensuring all participants — remote or in-person — feel engaged and included.
Large Rooms (7–15 People): High-Quality Coverage & Audio Balance
The Challenge
In large spaces, audio clarity and camera coverage become critical. Inconsistent microphone pickup and poor framing can make remote participants feel left out.
The Solution
Using pan-tilt-zoom (PTZ) cameras, microphone expansion kits and scalable audio solutions, large rooms become fully immersive, capturing every conversation and moment.
Recommended Equipment
- Neat Bar Pro With Neat Center and Neat Pad — Microphone expansion for clear audio across the room
- Logitech Rally System — Speakers, microphones, AI-powered camera, controller and CPU for a complete solution
- Biamp TesiraFORTÉ X 400 – Large Meeting Room Bundle — Exceptional audio solutions in simplified packages for Zoom or Teams Rooms
- Shure MXA920 Ceiling Array Microphone — Beamforming microphone for crystal-clear sound capture
- Sennheiser TeamConnect Ceiling 2 — Innovative microphone that seamlessly integrates into large conference room spaces by replacing a ceiling tile
- Crestron Flex — Enterprise-grade conferencing with intelligent tracking and audio balancing
- 1 Beyond Camera — PTZ camera that automatically tracks speakers for dynamic conversations
Pro-Tip
Combine multiple One Beyond Cameras with Automate VX for seamless, professional speaker tracking. Plus, Neat Boards with Companion Mode provide an enhanced dual-display experience. Companion Zoom Room mode with a neat board extends the display and camera experience for larger spaces.
The Result
Large rooms feel natural and interactive, eliminating the barriers between in-person and remote participants.
Very Large, Flexible Workspaces (15+ People): Maximum Clarity & Engagement
The Challenge
Auditoriums, training rooms and multi-use spaces demand scalable solutions that adapt to both formal presentations and collaborative discussions.
The Solution
By integrating immersive tracking cameras, multiple microphones and advanced control systems, large-scale meetings become engaging, professional and inclusive of all participants.
Recommended Equipment
- Neat Board With Companion Mode — Dual-display experience for presentations and video feeds
- Shure MXA910 Ceiling Array Microphone – Beamforming microphone for full-room audio capture
- Sennheiser TeamConnect Ceiling 2 — Optimized for large, acoustically challenging spaces
- 1 Beyond Camera — AI-driven PTZ camera that automatically tracks speakers
- Crestron Flex — A comprehensive, scalable video conferencing system
- Biamp Bundles for Larger Rooms — Designed for integration, flexibility and expansive audio coverage
The Result
Whether it’s a keynote presentation, town hall or large hybrid meeting, everyone feels connected, engaged and heard.
Setting Up Your Meeting Spaces
Step 1: Standardize Your Conference Room Setup
The Challenge: Having different equipment in every room creates inconsistencies, confusion and wasted time.
The Solution: Standardize your technology to ensure a seamless experience across all spaces. This minimizes learning curves, improves scheduling efficiency and reduces barriers to user adoption.
The Result: Employees can walk into any meeting room and start a call with confidence — no troubleshooting required.
Step 2: Choose Trusted Brands for Long-Term Success
The Challenge: With so many manufacturers, how do you know which brands are reliable?
The Solution: Work with trusted brands such as Neat, Logitech, Poly, Crestron, Shure and Sennheiser — companies known for high-quality engineering and long-term support. DGI partners with these brands to ensure your investment is future-proof, scalable and reliable.
Step 3: Work With DGI for a Stress-Free Implementation
At DGI, we don’t just recommend equipment — we create end-to-end conferencing solutions that work seamlessly across all your spaces.
Here’s how we help:
- Consultation: We assess your space, budget and needs.
- Installation: Our team sets up and integrates your system.
- Support: We provide ongoing training and technical assistance.
With DGI as your guide, your meetings will be stress-free, efficient and built for success. Ready to get started? Contact us to discuss your conference room equipment needs today.
