A video conference room setup has several costs: equipment, installation, recurring software and ongoing support. There is no single reliable price without knowing the room and requirements. Compare complete proposals so a cheap-looking kit does not conceal important missing work.
List the one-off work
Include displays, cameras, microphones, speakers, a controller or host computer, mounts and cabling as needed. Add network preparation, installation, configuration and testing. Reusing equipment may reduce costs, but only when it is appropriate and compatible.
Include recurring costs
Check room licences separately from individual user subscriptions. Ask about support, maintenance and replacement arrangements. Request current pricing, tax treatment and contract terms from the supplier rather than treating an online headline as a complete quotation.
Use a transparent example
Suppose a planning exercise allows £900 for equipment, £300 for installation and £150 for network work. The one-off total is £1,350. These are illustrative figures, not market quotations. Recurring charges and any applicable tax must be added separately.
Compare the type of room
Physical Teams Rooms or Zoom Rooms equipment serves people gathered in a venue. A VR meeting room serves participants through headsets. OowOah’s published meeting price is £12.99 per simultaneous headset space per month, with compatible headsets purchased separately. They are different investments, so compare around the work rather than the shared word “room”.
| Illustrative allowance | Amount |
|---|---|
| Equipment | £900 |
| Installation and configuration | £300 |
| Network work | £150 |
| One-off example total | £1,350 |
| Subscriptions, support and tax | Assess separately |
Official references, checked 16 October 2026: Microsoft Teams Rooms, Zoom Rooms.
Related guide: What Is the Best Online Meeting Platform?.