Why Your Conference Room Tech Keeps Letting You Down
And What You Can Do to Fix It for Good
We’ve all been there. You walk into a meeting room, ready to present or collaborate — and something doesn’t work. Maybe the screen won’t turn on. Maybe no one can hear the person on the other end of the call. Maybe it takes ten minutes just to figure out how to share your screen.
It’s frustrating. It’s unprofessional. And it happens way more often than it should.
So why does conference room tech so often fall short — even when the equipment is “new” or “top-of-the-line”?
Let’s break it down.
Common Reasons Conference Room Tech Fails
1. It Wasn’t Designed Around Your Actual Workflow
Most AV systems are built around equipment lists — not people. If the integrator or vendor didn’t fully understand how your teams use the space, the system may technically “work,” but won’t work for you.
Do you need to jump into quick video calls? Run hybrid training sessions? Host external client presentations? If those needs weren’t clearly defined, the gear probably won’t match the use case.
2. There’s No Standardization
If every conference room has a slightly different setup, no one knows how to use any of them confidently. This leads to frequent support calls and wasted time.
A good AV consultant helps define consistent user experiences across rooms, so your team feels comfortable walking into any space.
3. Overly Complicated Interfaces
Touch panels, remote controls, and switching systems often overwhelm users with too many options. If it takes a cheat sheet or IT intervention to start a meeting, the design missed the mark.
AV setups should feel invisible. Simplicity is a feature — not a compromise.
4. Poor Installation or Missing Components
Sometimes the right gear is specified but installed poorly. Other times, key accessories like control cables, adapters, or DSP tuning are skipped altogether — often to “save cost” during install.
The result? A system that’s technically complete but practically unusable.
5. No Ongoing Support or Documentation
Conference room systems need more than just a good install — they need lifecycle support. Without documentation, training, or access to help, even a solid system can become a liability over time.
How a Consultant Helps Fix the Problem
Bringing in an AV consultant doesn’t mean starting from scratch or replacing everything. It means getting expert insight on how your systems should support your work — and where they’re falling short.
Here’s how we help:
Evaluate your spaces and existing systems to find the real friction points
Define use cases and workflows that should drive the design (not just gear lists)
Recommend upgrades or changes that make your spaces consistent, intuitive, and reliable
Coordinate with integrators to make sure everything is installed and functioning as intended
Advocate for you — ensuring you're getting the right solution, not just a sale
Real-World Results
In many cases, we’ve helped clients:
Cut down support tickets related to AV by over 50%
Standardize systems across locations so users feel confident in any room
Avoid costly change orders by catching design issues early
Increase usage of meeting rooms that were previously underutilized due to tech frustration
Don’t Let AV Get in the Way of Good Work
Technology should make meetings easier — not harder. If your teams are still struggling with unreliable or confusing AV setups, the issue probably isn’t the gear itself. It’s the strategy behind it.
Need help making sense of your AV setup?
We’d love to take a look and help you get it right. Let’s talk.
What’s the Difference Between an AV Consultant and an Integrator?
If you’re managing a project that involves audio visual (AV) technology — whether it’s a new conference room, a training center, executive boardroom, or a large auditorium — you might have come across two terms that sound similar but mean different things: AV consultant and AV integrator. Knowing the difference can help you make smarter decisions and get the results you want without the usual headaches.
Let’s break down what each role does, how they work together, and why you might need one or both for your next AV project.
What Is an AV Consultant?
Think of an AV consultant as your project’s strategic advisor. Their job is to understand your business goals, figure out what you need from your AV system, and design a solution that fits those needs — all while keeping your budget and timeline in mind.
What Does an AV Consultant Do?
Needs assessment: They start by talking with you and your team to understand how the space will be used and what your goals are.
System design: Using their expertise, they design a tailored AV system that fits your requirements — whether it’s video conferencing, sound reinforcement, digital signage, or all of the above.
Technology recommendations: They advise on the best products and technologies to meet your needs, without pushing specific brands unless it truly fits your project.
Documentation and specs: They create detailed plans and technical documents that outline the system’s components and how everything should work.
Project management support: Some consultants also help oversee the project to ensure it stays on track and the design is followed (we do).
In short, AV consultants help you make informed decisions by translating your business needs into a clear AV plan. They’re your guide from concept to completion.
What Is an AV Integrator?
Once the plan is in place, that’s where an AV integrator steps in. Integrators are the hands-on team who take the consultant’s design and make it a reality. They install the equipment, configure the system, and make sure everything works seamlessly.
What Does an AV Integrator Do?
Equipment procurement: Integrators often handle ordering the equipment needed for your system, sometimes working with multiple manufacturers.
Installation: Their team installs speakers, displays, projectors, control panels, cabling, and all the other hardware.
System programming: They configure the AV system software and control interfaces to meet your needs.
Testing and troubleshooting: Before handing over the project, integrators thoroughly test the system to make sure everything runs smoothly.
Training and support: They often provide training for your staff on how to use the new system and offer ongoing technical support.
Think of AV integrators as the skilled builders and technicians who bring the consultant’s design to life.
Why Are Both Important?
Some companies try to hire just one or the other, but in many cases, working with both an AV consultant and an integrator brings the best results.
Avoid costly mistakes: A consultant ensures the design matches your goals and budget from the start. Without one, you risk buying the wrong equipment or creating a system that doesn’t fit your needs.
Better project management: Consultants can help manage timelines and quality, while integrators focus on technical execution.
More transparency: Having both roles can provide checks and balances, ensuring the project stays on track and within budget without potentially being upsold.
Long-term value: A well-designed and professionally installed AV system is easier to use, maintain, and upgrade.
In some cases, an integrator may offer consulting services, but independent consultants bring impartial advice and a wider perspective on technology options.
How to Choose the Right Partner for Your AV Project
Understand your needs: Are you looking for strategic guidance, hands-on installation, or both?
Check experience: Look for consultants and integrators with a track record in your industry or project type.
Ask about collaboration: The best outcomes happen when consultants and integrators work closely together.
Consider your budget: Sometimes hiring both might seem more expensive upfront, but it can save money over time by avoiding mistakes.
Final Thoughts
Understanding the difference between an AV consultant and an integrator is key to a smooth and successful AV project. Consultants bring the vision and plan, while integrators handle the technical work to make that vision come alive. Working with the right experts means you’ll get a system that truly fits your needs, is easy to use, and lasts for years to come.
Need help making sense of your AV options? We’d love to chat.