The Top 5 Conference Room Mistakes & How To fix Them

Putting Your Best Foot Forward

A modern conference room can make or break communication within your company. Whether it’s hosting client calls, team meetings, or hybrid work sessions, your AV setup determines how clear, productive, and stress-free those moments are.

At HoneySonic, we’ve helped dozens of Bellevue businesses design professional, reliable conference spaces. Along the way, we’ve seen the same setup mistakes again and again — and most of them are completely avoidable.

Here are the top five mistakes people make when setting up a conference room, and how you can fix them before they cost you time and money.

1. Ignoring Room Acoustics

You can have the best microphones and speakers in the world — but if your room sounds like a cave, no one will hear clearly.
Hard surfaces like glass walls, tile floors, and bare ceilings cause sound reflections that make voices echo or distort.

Fix it:
Add acoustic panels, rugs, or sound-dampening materials. Even a few well-placed treatments can drastically improve clarity. We often install discreet acoustic solutions that blend with your design aesthetic while improving intelligibility.

2. Using Consumer Gear for Professional Meetings

We get it — a $99 webcam from the big box store looks tempting. But when you’re presenting to clients or executives, image and sound quality matter. Consumer devices aren’t built for professional environments.

Fix it:
Choose enterprise-grade gear designed for conference rooms: PTZ cameras, beamforming microphones, and integrated displays. HoneySonic installs business-class video conferencing systems that integrate seamlessly with Zoom Rooms, Microsoft Teams, and Google Meet.

3. Skipping Cable Management and Connectivity Planning

Nothing ruins a sleek boardroom faster than a jungle of cables running across the table. Worse, poor cable management leads to signal issues and safety hazards.

Fix it:
Plan your connectivity from day one — HDMI, USB-C, Ethernet, and power — and use in-table connection boxes and hidden conduits. We specialize in clean, cable-free installations that keep your workspace polished and professional.

4. Forgetting About Lighting

Harsh overhead lighting can wash out faces on camera, while dim or uneven light makes participants look like they’re in a cave. The result? Fatigue and poor visibility during video calls.

Fix it:
Use a mix of soft, diffused lighting and adjustable LED fixtures. We often recommend tunable white lighting systems that can adapt for video calls or presentations — creating a bright, flattering environment.

5. Not Considering Ease of Use

Even the best AV setup is useless if no one knows how to use it. Overcomplicated systems lead to downtime, frustration, and endless “Can anyone get this to work?” moments.

Fix it:
We design user-friendly systems that launch meetings with a single button press. Whether it’s a touch panel or voice control, the goal is simple: no stress, no tech headaches — just reliable performance every time.

Partner with a Local AV Expert in Bellevue, TN

If you’re planning or upgrading a conference room in Bellevue TN, HoneySonic can help you design a system that’s reliable, intuitive, and future-ready.

We handle everything — from acoustic design and cabling to professional-grade video conferencing integration — so you can focus on what matters most: communication.

Call HoneySonic today to schedule a consultation or request a quote.

Bonus Tip:

Ask about our Conference Room Optimization Package — we’ll audit your current setup and recommend affordable upgrades to improve performance, aesthetics, and usability.