When you need to see the people you're meeting with, but don't necessarily need to be in the same room with them, you're looking for video conferencing services - a set of technologies that work together so that you and another person, or even fifteen other people, can see and talk simultaneously. It's the next best thing to having someone across the table from you.
Video Conferencing Services - How the Technology Works
Video conferencing services differ from other types of conferencing with the inclusion of video. It's this difference that you'll spend the most time with when choosing a service provider and researching offerings. Understanding what technology is needed - and what it means - is your first step toward making sure that you get exactly the service you're looking for.
Starting at the core of your video conferencing service, the system begins with hardware or software that compresses audio and video in real time. You should look for a higher compression rate - up to 1:500 can be achieved, which makes conferencing run more smoothly. Compressed audio and video information is carried digitally in the form of packets through your digital network. The actual network will depend on whether your service is internet video conferencing or telephone-based video conferencing. If you are working from a telephone system, an audio modem will be involved.
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Video Conferencing Equipment
Beyond this behind-the-scenes technology, you'll be looking at more obvious pieces of equipment. Here's the basic breakdown, and what you should look for:
Video Input: Most video conferencing services are run through the Internet, and require a webcam of some kind. If you're working with a telephone company, you'll use a video camera instead - this is usually provided as part of the system - so you'll want to ask about the cameras offered. When choosing a webcam for your service, look for a camera that offers face tracking, which is great when only one person is hosting the conference. All-around, you'll want to look for cameras that offer advanced color graphics, and if you've got the money for it, a technology called "Right Light". It will make things much easier and more professional.
Video Output: You will be able to choose between using a large computer monitor, a television screen, or a projector. There is no "best" answer here. Your choice should be a balance between cost, size, and ease of use with the system you're running.
Audio Input: In a word, microphones. You'll want to invest in a microphone that has the ability to pick up the voices of all participants, but cancel out unwanted noise as much as possible (like paper shuffling). A single microphone that can connect to your computer system or the audio modem being used through your telephone system will work best in most situations. If you have only a few participants hosting the conference and your setup will allow it, you might consider several small microphones that can be clipped on each participant. This will cancel out any background noise, and ensure that everyone gets heard.
Audio Output: Usually, this means speakers. They will always be connected in some form to the computer system or telephone your conference is working with. When purchasing speakers, take into consideration the size of space they have to sit in. If they're too large, you'll have a difficult time placing and working with them. Too small, and they won't carry across a room. Always look for speakers that you can try before you buy. You need the highest sound quality you can afford, and the only way to know for sure that you're getting it is to take the time and test them.
Finally, the video conferencing service itself is key to the success of your event. Take the time to talk to at least 4 or 5 providers so you can compare their offers. Start by submitting a free request for video conferencing quotes and we'll match you to leading providers in your area.
