Meeting Room 2218 A/B - A/V Support and Use

The following article provides some steps for using the meeting room for hybrid events, recording team calls, and a general overview of the A/V equipment available for use. This room can be booked for meetings or events through Waterloo Works room booking forms.

\uD83D\uDCD8 A/V Overview

This meeting room has been outfitted with podiums and audio visual equipment to facilitate in person/hybrid meetings, recording Teams calls, and hosting events.

1. TC 2218 A/B is equipped with two podium desks. Podium A controls cameras and microphone settings for the entire room until split; at this point podium B activates and controls meeting room B.

2. Presenter and audience cameras are available when using the entire room, or within meeting room A when the rooms are split.

3. Room microphones, a lapel microphone, and a wireless handheld microphone are available to record or transmit audio.

4. There is one dedicated A/V laptop located on Podium A for use. Podium B is not equipped with a dedicated laptop and requires a device for use (additional A/V laptops can be loaned through CEE Technical Services).

\uD83D\uDCD8 Using the Microphones

1. Podium A must be turned on and connected to the A/V laptop via the provided HDMI and USB cables to use the microphones and cameras available in the meeting room.

2. Volume for each microphone can be adjusted using the podium presenter screen. Microphones are labelled in accordance with the associated volume sliders and mute controls. Room microphones can be used to capture multiple speakers (using multiple microphones may cause feedback).

3. If the lapel or handheld microphones are not transmitting audio, ensure they are turned on, unmuted within the presenter screen, and that their volume has been adjusted.

4. Room microphones are not available when the room is split. Podium B does not have associated room microphone settings as a result.

\uD83D\uDCD8 Using the Cameras

1. Presenter and audience cameras are available for use through Podium A. They can be enabled and disabled through the USB Cam option on the podium presenter screen.

2. Select the USB Cam option to adjust the positioning of the cameras. There will be a directional input pad that can be used to adjust the focus of the cameras. The positioning and output of the cameras can be seen by starting a test Teams meeting.

3. When hosting a Teams meeting using this space, audience and presenter cameras cannot be used simultaneously. One of the above options can be disabled as preferred within USB Cam settings.

4. Cameras are not available for use through Podium B. If recorded hybrid meetings are conducted simultaneously when splitting rooms, reach out to CEE Technical Services to arrange alternatives for recording.

\uD83D\uDCD8 Hosting Hybrid Events

1. Connect the A/V laptop or a personal device via HDMI to the podium system in use (Podium A unless splitting room).

2. Within Teams, select settings > devices and ensure that the Microphone, speaker, and camera display the “itms-audio-tc-2218A” option within the drop down menu. This will route sound, microphones, and video through the podium. Ensure the device settings match those below.

3. Use the make a test call option within settings or call another staff member to ensure video and sound is transmitting properly.

4. Once confirming with a test call, you can begin the meeting through Teams and participants will be able to hear the microphone inputs and see the camera output.

\uD83D\uDCD8 Recording Teams meetings

1. The microphones and cameras within the room will work as input sources for teams when the A/V laptop is connected. This can be used to facilitate recording meetings by hosting a Teams meeting and using the record feature.

2. Once the meeting has begun and you have ensured A/V equipment is working properly using the steps above, begin the recording.

\uD83D\uDCD8 Splitting the Room

1. Meeting room TC 2218 is outfitted with the ability to host multiple hybrid events.

2. The room can be split into sections A/B with a centrally located divider. Both sections of the room have A/V support for microphones and projector displays through the installed podiums.

3. Podium A will control the A/V equipment in section A when split, allowing podium B to be used for A/V equipment in section B. When split, the speakers in the room will be independently controlled by each podium.

4. Room microphones are not available while the room is split.

5. When split, camera options are not available within room B. Alternatives can be arranged for recording multiple meetings simultaneously if required.