In a world where remote work and hybrid meetings are now the default, businesses are facing a crucial decision: should they hire or buy their video conferencing equipment? With video calls, virtual events, and remote training sessions becoming a daily norm, the tools that support these experiences—cameras, microphones, displays, codecs—have moved from “nice-to-have” to essential. Yet, the method of acquiring them isn’t always straightforward.
Buying offers long-term ownership and convenience, while hiring brings flexibility, access to the latest tech, and often, expert support. The choice depends on a range of factors—your budget, frequency of use, type of usage, and technical capabilities in-house. Below, we break down the top five reasons to consider hiring vs buying, so you can make a decision that’s right for your team and your bottom line.
1. Cost and Budget Flexibility
Hiring is particularly attractive to businesses looking to reduce upfront capital expenditure. Purchasing high-end video conferencing gear—such as integrated room systems, 4K PTZ cameras, and professional audio solutions—can be a major financial commitment, especially for small and medium-sized enterprises. Renting shifts the spend from CapEx to OpEx, allowing for predictable, short-term costs with no long-term financial lock-in.
On the other hand, if your organisation relies heavily on video conferencing every day, the long-term cost of hiring may surpass the initial investment of buying. For businesses with fixed requirements and stable teams, purchasing can be more economical over time. It’s also worth noting that buying may come with tax advantages or depreciation allowances depending on your accounting strategy.
2. Frequency and Duration of Use
Your usage patterns are a major determinant of whether you should hire or buy. If you’re only hosting large-scale virtual events a few times a year—say, annual general meetings, global summits, or training sessions—then hiring makes more sense. It allows you to rent premium gear only when you need it, without worrying about storage, maintenance, or upgrades.
However, for businesses where virtual collaboration is embedded in daily operations, buying equipment can provide a more seamless experience. You’ll avoid the need to book ahead, and your systems can remain permanently installed and integrated with your meeting rooms. Frequent use justifies the investment in ownership, especially if you want a consistent user experience across teams and locations.
3. Access to Latest Technology
One of the most compelling advantages of hiring is access to the latest tech without the risk of obsolescence. Rental providers often carry up-to-date systems that include AI-powered cameras, beamforming microphones, and multi-platform compatibility. This is particularly beneficial for companies wanting to experiment with emerging tools or adapt to evolving remote work strategies.
Buying, in contrast, can lead to locked-in setups that may fall behind within a few years. With technology changing rapidly, what seems state-of-the-art today could become outdated tomorrow. If your business depends on cutting-edge performance or if you regularly update your infrastructure, hiring allows you to stay current without incurring repeated large expenditures.
4. Support and Maintenance
When you hire video conferencing equipment, support is often bundled in. Rental companies usually offer setup assistance, technical support during use, and replacement guarantees if something fails. This is especially valuable for teams without in-house AV expertise or for high-stakes events where every technical glitch matters.
Buying gives you full control but also full responsibility. Any malfunction, damage, or user error becomes your team’s problem. This means you may need to invest in support contracts or dedicated IT resources. If you’re looking for peace of mind and want experts on standby, hiring may save you time and stress—especially for short-term, high-visibility deployments.
5. Scalability and Logistics
Renting is ideal for businesses with fluctuating needs. Whether you’re equipping a temporary office, supporting a roadshow, or running simultaneous events across multiple sites, hiring enables you to scale quickly. You can match your equipment to your project scope—bringing in more when needed, and returning it when you’re done.
Buying makes sense when you have stable, long-term demand that doesn’t change much over time. But it’s less agile. You’ll need to store, transport, and manage the inventory, which adds logistical complexity. If your team works from multiple locations or if you frequently need to adjust your setup, hiring offers the mobility and responsiveness that purchasing can’t match.
Need the Best of Both Worlds? Consider a Hybrid Approach
For many organisations, the smartest solution lies somewhere in between. A hybrid strategy—buying core systems for everyday use and hiring additional equipment for events or temporary needs—can offer the best balance of cost-efficiency, scalability, and performance. This gives you a strong foundation while maintaining the flexibility to scale up when required.
Several AV providers support this model. VideoCentric is one of the top providers of integrated video conferencing solutions in the UK, offering both sales and rental services alongside expert consultancy, training, and support. By partnering with a supplier who understands both sides of the equation, businesses can design systems that evolve with their needs—without being tied to one path.
Making the Smart Call on Your Conferencing Strategy
Deciding whether to hire or buy your video conferencing setup isn’t just a financial decision—it’s strategic. It affects your team’s ability to collaborate effectively, adapt to new demands, and maintain a professional presence in every call or virtual event. The good news is that you’re not limited to one option.
If your needs are variable, short-term, or event-driven, hiring gives you premium tools with flexibility and expert support. If you rely on video daily and want long-term value and control, buying may be the better investment. And if you’re somewhere in the middle, a hybrid strategy could unlock both cost savings and operational agility.
Whichever route you choose, make sure it’s aligned with your business goals and supported by a partner who can help you succeed—today and tomorrow.
