In this new series, AV Truth, we go beyond the polished showroom and dive into what really happens on AV job sites.

Each article will spotlight a different aspect of system integration, sharing real-world challenges, honest lessons, and the “why didn’t anyone tell me this earlier?” moments that every AV pro encounters.

We begin with one of the most requested spaces in any project, THE MEETING ROOM. 

Let’s face it, setting up a meeting room isn’t about hanging a display or plugging in a mic.
It’s about understanding the human side of technology:

• Where do people naturally sit?
• How do they actually speak and listen?
• What do they expect when they walk in and blindly press “Start meeting?”

Most of the time, they don’t care what brand you use. They just want it to work immediately, silently, and not require additional assistance.

In this edition of AV Truth, we’ll explore the three most overlooked elements that can make or break a meeting room experience, along with one common clash point that AV teams keep running into.

You’ll walk away with practical insights you can apply on your next project, whether you’re designing the space, managing the integration, or just trying to make sure your meeting doesn’t start with, “Can you hear me now?”

The 3 Most Overlooked Aspects in Meeting Rooms

• Sightlines: That high-end PTZ camera is worthless if the first row of laptops blocks every face. And don’t get me started on whiteboards in camera zones!
• Cable Logic: We love wireless... until it fails. Then, users look for a cable, and the ports are behind the screen or inside a locked AV rack. If they have to ask where to plug in, we’ve failed.
• Speaker Zones: Microphones don’t follow floor plans; they follow human behavior. It’s not about where the mic should go on paper; it’s about where people actually talk.

That person leaning back in the corner chair? They’re now part of your noise floor.

Common Clash Point: AV vs. IT

Everyone wants “just one cable!” USB-C, HDMI extenders, DisplayPort, wireless, BYOD-pick your flavor.

But unless AV and IT sit down early and agree on what success looks like, someone will be ordering adapters at midnight before handover.

One Fix That Changed the Game

At @MaktabiTech  , we work on high-impact meeting spaces where ease of use is just as critical as performance. In several recent projects, we noticed a pattern: users struggled to control the room from a single fixed location, especially during presentations.

So, we made a simple but effective change:
We added two small Extron 3.5” Pro Touch panels, strategically distributed around the room, not in the rack room and not just by the door, but in places where the audience naturally gathers or interacts.

The result?
Support requests dropped dramatically.

Why? Because people reach for control where they need it, not where we assume it belongs.

Final Thoughts

The truth is meeting rooms aren’t technical spaces. They’re emotional spaces.

People walk in to pitch ideas, close deals, solve problems, or argue through strategies.
If the AV system gets in the way, even for 30 seconds, the trust is broken.

So next time you're designing a room, ask yourself, “Is this room ready for how people behave, not just how I want them to behave?”

And finally, what AV truths do you have regarding meeting rooms? Share in the comments below!