Video conferencing refers to a process in which groups of people or individuals in two or more distant locations harness the power of telecommunication technology to facilitate face-to-face online conference communication. Videoconferencing facilitates real-time timely communication. But being able to provide seamless and lag-free video conferencing with high-quality crystal clear images requires specific hardware, special network protocols, high-quality internet connection, and expertise. Makers of the hardware and software systems spend a fortune in developing and producing these systems. As such, the systems are prohibitively expensive for most medium and small-scale enterprises. Buying such equipment may be impossible for entrepreneurs in this category, or it may make no sense to buy a teleconferencing system that will not be used on a daily basis.
As such, the only viable solution lies in hiring the required systems from video conference equipment rental service providers. Video conferencing equipment on rent is often within the reach of small entrepreneurs because hiring is cheaper than buying the systems. The video conferencing rental equipment can be available for rental for as little as one day, a week, or a month. The video conferencing equipment hire option is affordable and convenient because the video conference rental company offers technical support for installation, testing, actual use, and the removal of the hired system. But before deciding to hire such equipment you have to consider various factors so as to choose the right video conferencing equipment lease provider. Here are insights and tips that will help you ensure that you consider the most important factors when get video conferencing equipment on rent.
The Number of Conference Attendees
Will you conference on a one-on-one basis with individuals, or do you plan to include the whole board with members from different towns, states, or countries? The video conferencing hardware required to take pictures and capture sound effectively for a whole boardroom differs from the simple webcam solution on a monitor. In addition, you have to consider whether you will be communicating with one party at a time or different parties simultaneously. All these factors determine the kind of system you will choose to hire based on system specifications.
The Provision of Technical Support
Does your staff understand how to use teleconferencing hardware and software? For most small and medium entrepreneurs the most likely answer is, No. Therefore, there is a high likelihood that you may need the video conferencing hire service provider to provide a technical team of experts to oversee the installation of the systems, their testing, actual use, and the final removal of the systems from the site. Apart from providing technical support, such services ensure that you don’t become liable for any damages because the service provider will handle all the technical aspects of the system and its use. Additionally, the provided experts can offer pre-event supervision and advice on how to choose and use particular teleconferencing systems. In this case, the all-in-one systems like ezTalks conference room solutions is quite suitable because of the all-in-one design without need for technical supervision.
The Necessity of High-Quality Multimedia Capacity
Video conferencing equipment on rent needs to have the capacity to aid in real-time transmission and sharing of supplemental materials such as pre-made videos, presentations, graphs, charts, and pictures. These materials are essential in conveying your point in a conference. Pointing a camera at the screen of a projector may not convey your information accurately or clearly, when compared to the actual sharing of the files. This implies that you should choose a video conferencing system that allows you to integrate such materials directly into the video call so that the rest of the parties in the video conference can receive the content.
Locations of Attendees and the Seamless Syncing of their Equipment
Location may seem not to matter because internet connectivity allows you to link to anyone who may be anywhere. But there are factors to consider such as the differences in system technical specifications for hardware and software, internet connectivity, and differences in time zones. If your hardware and software is not compatible with that of your attendees, it may be impossible to sync communication and the sharing of content. Therefore, it’s wise to ensure that your system and those of your attendees are compatible for seamless communication to be possible.
HD-Quality of Videos
Jitter, latency, and poor quality of pictures are some of the visual elements that your clients may use to judge the video conferencing effect and the quality of your presentation. Business video conferencing needs high-quality or medium HD videos. If computer connections are included, the systems may enable you to automatically adjust the quality of your videos at the end-points in real-time. Video quality often declines in scripted or single-threaded solutions. But this challenge can be overcome by using variable bit-rate encoding or end-to-end parallel processing. Therefore, choose systems that will offer you the best video quality, especially, for sales and client conferencing.
Integrated Tools of Collaboration
Nowadays, hd video conferencing and collaboration may engage multiple parties who can share a keyboard, annotate, and interact with the shared content. Therefore, successful video conferencing systems should provide a comprehensive interaction akin to an in-person meeting. It is thus ideal to display shared content in its original quality and rich text format instead of presenting it as screen captures. Therefore, there is a need for tools that can allow activities such as media sharing, white-boarding, electronic handouts, and annotations on live applications as well as any other applications that can facilitate a productive conference.
Ease of Use
Currently, anything that involves more activities than clicking on a link can be deemed as an obstacle. You should seek for more intuitive systems that have user interfaces, which follow familiar office applications so as to be easy to use for new personnel who may not be conversant with the systems. Such simplicity also makes the adoption of such systems fast and easy.
The expenses going into the video conferencing hire exercise can be high. As such, it’s prudent to ensure that you don’t spend more than your meeting can bring in. In order to achieve this, you should be able to shop widely to find the best offers from service providers. Shopping around is the only way to know where and when to get the best-priced deal.
Selecting the ideal video conferencing solutions for your business can be a challenge. There are numerous solutions offered in the market. But they are all meant to serve specific needs. However, if you take time to determine your specific video conferencing needs, and precisely what you want to achieve, you can get a perfect solution that will help you to achieve success.