Setting Up the Blackburn Room - AV and Online Meetings
When a request for BBroom meeting support is submitted, we need to check if there is any remote attendee to make sure this is the needed set up. If no remote attendees, then the set up is simple. No need to go through the steps below. It's a matter of using the RoomPC or using a laptop for the meeting.
This instruction below is for online or hybrid meeting with both remote and onsite attendees. The remote attendees join the meeting via Zoom/Teams. The room is equipped with cameras (front and back) and microphones (see setup below) to capture the meeting for the remote attendees via Zoom/Teams. If the meeting organizer does not bring in a laptop, then the “$BR-GUEST” user starts Zoom on the RoomPC and runs the meeting from there. If the meeting organizer brings in a laptop, then they start the Zoom meeting on their laptop. The “$BR-GUEST” user joins the Zoom/Teams meeting as Co-host on the RoomPC and shows all remote attendees on the big screens for the people in the room. Both the host and the co-host can present ppt or documents by using the share screen function in Zoom/Teams.
Microphones
Regarding the Blackburn room setup:
- The Key to BB Room and for the locked cabinet is located on the orange key chain in the server room.
- The two Rode M5 mics and the two XLR cables are located in the Blackburn room locked cabinet.
- The two mic stands are located just behind the sliding door next to the Crestron wall panel.
- Place the two mics on the stands and locate in the middle of the tables/the circle.
They should be placed back to back as each is capable of picking up sound in a 180° range. Having a large distance between them will leave zones without coverage. - Plug the two XLR Cables into channels 3 and 4 on the XLR wall panel directly under the Crestron wall control panel.
- The black cable tape is also located in the locked cabinet, please tape the XLR wires to the floor/carpet as so no one trips over the cables. Best to bring the XLR cable along the floor under the screens and do a 90 degree turn behind the presenter along the left side of the podium and into the oval area
- Once the conference has completed, unplug the cables from the wall XLR port by pressing the eject tab just above each port then pull.
Setting up RoomPC
- On Creston panel, choose RoomPC and then choose Send to Both Screens
- Log in with $BR-GUEST user (password in password file)
- Make sure speaker is set to Crestron2, and microphone is set to DL16S on RoomPC.
- Clicking on the up arrow on the bottom right corner of the taskbar, then right click on the NDI application and select the Front camera. If the NDI application is not started, start it by clicking on the NDI Tools shortcut on the desktop.
- You may have to reorient the camera's position. Launch the camera application “Camera Pan-Tilt-Zoom (PTZOptics App)” on the desktop, choose “front” or “rear” on the main screen, then go to Windows tab, choose Preview. Now you can move the +-<> buttons to adjust the camera position.
- If the meeting organizer brings their own laptop, then they start Zoom meeting on their laptop as host. Their laptop has to be muted on speaker and mic so that it will not interfere with the RoomPC's mic (see Zoom section below for details.)
- After the host launches the Zoom meeting, the logged in user on RoomPC joins the Zoom meeting. The user may have to be granted the Co-host privilege to be able to share screen during the meeting.
Using Zoom on RoomPC
- Login to Room PC with $BR-GUEST user (see above)
- Regarding Zoom, once connected/logged into zoom, press the up arrow for the mic tab. Under the speaker section, select Crestron2, under the mic section select DL16S.
- Test by asking one of us that's not in the room to join the Zoom meeting remotely. The person who joins the Zoom remotely should be able to see the room, hear people talking and see the shared documents.
- Note: sometimes we do not have info on the actual Zoom meeting. For testing we may have to create a test Zoom meeting ourselves.
- When the actual meeting starts, the logged in user on RoomPC joins the meeting as cohost. Make sure the speaker and mic are as specified above.
- Make sure on the laptop that's brought in:
- the mic is muted, disable the mic in Control Panel-Sound
- the sound volume is muted: in Windows 10, click on the sound symbol on laptop-Toggle mute