DO NOT MOVE THE LECTERN. It contains wired connections to the floor which will break if moved.

Overview

Room Booking for IF-G.07

This meeting room is equipped with in-room presentation facilities by the use of a personal laptop or the installed Windows MDP desktop (Guest or staff login).

Hybrid meeting facility is also provided by the installed Windows MDP desktop only.

Equipment

Lapel microphones – available from reception
Catchbox – available from reception
2 ceiling mounted projectors – projecting onto the front screens.
Wall mounted camera. - Can only be used via the MDP desktop in the lectern
Wall mounted speakers.

Lectern and projectors

Use the lectern touch screen to lower the projector screens. It also controls input from a mobile device (connected to HDMI/VGA cable) and the lectern PC.

  1. Touch any part of the touch screen on the lectern to activate it.
  2. Power on projector of choice by touching desired 'Touch to enable Projector One/Two' button.
  3. Select choice of using built in PC, your own device (LAPTOP), DOC CAM or BYOD.
  4. Connect HDMI or VGA connector (following VGA requirements) to device. Device screen will be displayed on the screen. Connect headphone/audio jack into Laptop when using VGA connector if audio is desired.
  5. Control Audio via + and - to control the volume, and the mute button
  6. After use, press 'POWER OFF' button to power off the projectors in use.

Wall mounted camera

This is affixed to the wall by the large windows and will point to the podium and should be left in this position. The camera automatically turns on when the projector screens are lowered and is used for hybrid meetings via the MDP desktop.

Lapel microphones

These are available to use from reception. The sennheiser microphone contains a rechargeable battery and will be fully charged by reception. Pressing the red button on the side will turn it on/off and the slide button on the top can be used to mute the microphone.

Catchbox

Catchbox is a throwable microphone designed to help audience participation.
The red coloured padded cube houses a wireless microphone that can be tossed across a room or passed from person-to-person crowd surfing-style. The device automatically mutes the sound when flying through the air or if it falls.

  • Catchbox consists of 2 parts, A round oblong module which is housed inside a foam cover.
  • To remove the catchbox module, twist it 90 degrees and pull upward, this motion will misalign the magnets and allow for easy removal of the unit.
  • To turn on the microphone, press and hold the orange button on the catchbox module until a green light appears (the green light also indicates the amount of charge).
  • To turn off the module, press and hold the orange button until the green light disappears.
  • To lock the catchbox module into the foam cover, align the white triangle located at the bottom of the catchbox module and bottom of the cover with each other and push the module into the foam cover. The locking mechanism is composed of two magnets that attract each other when correctly aligned.
  • Catchbox contains a rechargeable battery which will be topped up by reception.

In room presentation

All the above equipment will work when doing a in room presentation/talk.

Hybrid meeting

Due to resolution differences of projectors and the podium PC screen, it is advised that power point presentations (or other) are run outside Microsoft Teams in their own window. In Microsoft Teams select to share a 'window' and select your presentation. This will ensure that the presentation appears in the correct resolution on the large screens.

  • Login to the Windows desktop using your UUN and Active Directory password. (same password as for Office365 email).
  • If you are using presentation material, download it locally from either the cloud (onedrive, or any other web storage) or use the usb ports on the lectern to transfer to the PC.
  • (optional) Right click on an empty part of the desktop, choose display settings, scroll down to the multiple display area and select “extend these displays”. From the pop up select “keep changes”.
  • On podium, switch display to PC. This should only be done after logging into the PC otherwise you may accidentally display your password to the audience.

Conferencing software

The system has been designed to work with Microsoft Teams Web. Other conferencing software will most likely work, however users do so at their own preference.

Use Teams in a browser
https://teams.microsoft.com

DO NOT USE MICROSOFT TEAMS APP FOR HYBRID MEETINGS - REMOTE ATTENDEES MAY NOT HEAR YOU.

For a Hybrid Microsoft Teams meeting ensure the following device settings are applied within Teams.

Audio device: (If not greyed out) USB sound device
Speakers : Extron HDMI (Intel Display)
Microphone: Line (USB sound device)
Camera: Blackmagic design

Once the meeting has finished, close Teams and logout of Windows.

Last reviewed: 
27/11/2024