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.

When Should You Bring in an AV Consultant?

If you're planning an upgrade to your office, conference rooms, or studio space, chances are AV (audiovisual) technology is part of the picture. But figuring out what you actually need—and how to get it done right—can be tricky. That’s where bringing in an AV consultant makes a real difference. So when's the right time to loop one in?

Here are a few key moments to consider:

1. At the Start of a New Office Build or Renovation

If you're planning to build out or renovate your office space, it's the perfect time to bring in an AV consultant. Working alongside your architect, general contractor, and IT team, we can help ensure the AV needs are considered from day one—before drywall goes up or electrical gets locked in. Early planning avoids costly changes later.

2. Before You Call an Integrator

AV integrators sell and install equipment—but their solutions may be limited to the products they carry. Bringing in a neutral consultant first means you’ll get unbiased advice based on what’s best for your space, not what’s on the sales floor. We help you define your needs clearly, so you can compare apples to apples when the quotes come in.

3. When You’re Not Sure What You’re Looking At

Ever received a quote that feels like a different language? You're not alone. If you don’t know whether you’re being upsold—or under-prepared—an AV consultant can translate the jargon, evaluate proposals, and make sure you're getting the right solution at the right price.

4. If Your Last Project Didn’t Go Smoothly

Maybe your last install ran over budget, took longer than expected, or ended in tech that didn’t work the way your team needed. These are all signs that you’d benefit from expert guidance next time. We don’t just plan—we stay involved to help keep projects on track.

5. When You Want to Avoid Surprises

AV projects often involve multiple vendors, timelines, and moving parts. Having someone on your side—who understands the tech and the business side—helps you avoid surprises and ensures the final result actually supports the way your team works.

Final Thoughts

Bringing in an AV consultant isn’t just for big-budget projects. Whether you’re setting up one conference room or building a new HQ, it’s about making sure your investment is smart, scalable, and stress-free.

Need help figuring out where to start?
Let’s talk—our only job is to make AV clear and manageable for you.