5 Conference Room Setup Fails That Could Be Costing Your Business

When a client walks into your boardroom, they’re not just seeing your business — they’re experiencing it. And nothing kills a pitch faster than a shaky Teams connection, clunky audio, or the dreaded “can you hear me now?” moment. Although conference room AV may appear to be a back-office problem, it actually represents your company.  

At Insight Visual Systems, we've seen firsthand how impactful the right AV setup can be — and how damaging a poor one is.

Here are the top five conference room setup mistakes companies make, and what you should do instead.

1. Using Consumer-Grade Tech in a Professional Setting

The problem:
When money is limited, connecting a webcam and a Bluetooth speaker may seem like a quick fix. But consumer equipment isn’t built for professional use. Echo, lag, and unreliable video quality are all too common — and they have a negative impact on your business.

The fix:
Invest in professional-grade solutions from trusted brands like Poly, Logitech, or Neat. These systems are designed for clear, consistent communication in corporate and educational environments — whether it's a one-on-one Teams call or a 20-person hybrid board meeting.

As a professional audio visual integrator, we recommend making the most of your conference space by considering it a business tool.

2. Ignoring Poor Acoustics (Until It's Too Late)

The problem:
We’ve seen beautifully designed conference rooms with glass walls, high ceilings, and trendy exposed brick — but they can have terrible echo or feedback issues. Poor acoustics sabotage even the best tech setup.

The fix:
Include acoustic treatment as part of your conference room setup strategy and make sure it isn’t an afterthought. This could include wall panels, soft furnishings, or even concealed ceiling baffles to absorb sound. The right microphone technology (like beamforming from brands such as Sennheiser or Shure) can also reduce noise pickup from unwanted directions.

Always conduct a room assessment first — or work with an AV installer near you who can help determine the best solution for your space.

3. No Unified Control System

The problem:
We've all seen it: a meeting that starts 10 minutes late because no one knows which remote does what and which cable to use. Disconnected control systems for displays, audio, and video conferencing can make even the simplest task a technical nightmare.

The fix:
Install a centralised control interface — like a touch panel from QSC or Crestron — that simplifies everything into one, user-friendly dashboard. Set the room up so users can walk in, tap one button, and get the meeting started — on Zoom, Teams, or any other platform.

Smart AV companies are shifting towards this type of “one-touch join” design — because time is money, especially when clients are waiting.

4. Not Planning for Scalability

The problem:
You set up one meeting room that works well… but then another team wants the same functionality. Suddenly you’re piecing together equipment without consistency, leading to a mismatched system with no standardisation or central management.

The fix:
From the start, have scalability in mind. Use standardised room kits and infrastructure that can be replicated across multiple locations or floors. Look for platforms with central management capabilities, so your IT team can support rooms remotely.

Being proactive here can save thousands in reactive support costs, and makes your business far more professional and productive.

5. Skipping Professional AV Integration

The problem:
Relying on internal IT or facilities staff — however competent — often leads to mismatched components, poor cable management, and setups that aren’t optimised for the specific space or use case.

The fix:
Bringing in a qualified audio visual integrator from the beginning makes all the difference. At Insight Visual Systems, we work closely with your team to understand your spaces and goals before designing a bespoke AV solution.

We can also ensure that your system is platform agnostic — ready to support Teams, Zoom, Poly, or other tools without needing to rebuild or rewire every time your strategy changes.

With Insight Visual Systems, you also gain access to ongoing technical support, maintenance, and future-proofing guidance. Whether it’s rolling out updates, expanding to new rooms, or resolving the occasional glitch, we’re there as a trusted partner to ensure your AV setup keeps delivering.

Bonus Tip: Don’t Forget the User Training

Even the best technology can fail without proper onboarding. Include short training sessions or simple user guides for staff. Quick reference guides, short video walk-throughs, or even QR codes placed in the room can offer instant, on-the-spot help — reducing support tickets significantly.

Final Thoughts

In today’s hybrid working world, your meeting spaces are more than just physical spaces — they’re where teams connect. A bad AV experience can quickly disrupt productivity, frustrate users and create the wrong impression on clients.

But with the right strategy and the right partner, your conference rooms can become seamless and reliable environments that support collaboration.

If you're ready to upgrade your meeting spaces or want expert advice on avoiding these common mistakes, speak to the team at Insight Visual Systems. As a trusted AV company in London, we design and deliver tailored AV solutions to organisations across the UK and Europe.