Answer:
There are many ways to set up video conferencing, from high tech to budget. Some companies will even set up rooms with all the equipment set up, but these prove to be very expensive and inconvenience to get too. The best way to video conference is to use a service provider online where the meeting is handled by online servers. The advantages are that you can conference from anywhere just using your laptop or PC, webcam and internet.
Other people that connect to the conference don't need to download any special software, just a computer, cam and internet. The best and most affordable company that I personally use is iWowwe. They will even give you the ability to send video emails for free. They have great support as well in case you have any questions or issues.
Here is a link to a comparison chart that has the top 6 conferencing companies.
Good luck and I'm sure this will be helpful.