Conference Room Features and Operations

Transcription

1 Conference Room Features and Operations

2 Introduction The Rio Texas Communications Department has equipped our conference rooms with equipment and software to make presentations and video conferences as reliable and easy to use as possible. Due to the differing configurations in the conference room, each space has a slightly different setup. This guide is designed to: 1. Help you select the right room for your meeting. 2. Know the capabilities of each room. 3. Understand the general operation of each room. 4. Help you share information with outside presenters who may be using the room. Prior to meetings that will require audio visual support, please consult this guide. We don t want you or your guests to be surprised. We are happy to work with you or your presenter in advance to deal with any clarifications or requests. Dealing with these ahead of time reduces stress on you, your guests, and the communications team. Overall Guidelines for All Conference Rooms 1. All rooms have built-in computers, either PC or Mac with Microsoft Office Suite installed. 2. We recommend external presentations be brought on a flash drive to be loaded on our equipment. 3. Users wishing to use their own equipment will be connecting their machines via a VGA cable. 4. We do not have the capacity to amplify sound from external computers connected via VGA. 5. Please do not attempt to alter the configuration of the AV equipment in any way. This means plugging or unplugging any cables or moving any equipment. 6. Please test the operation of the equipment prior to the start of your meeting. 7. Please report any problems or needed repairs to the communications department as soon as possible. 8. Please do not remove any audio visual equipment from a conference room. 9. Please read and understand the operating instructions before attempting to use the equipment. If you need help or training, please contact the Communications Department. Special Circumstances We realize that special circumstances arise. We are here to help. Let us know as soon as possible what you need or are trying to do and we will do our best to make it happen. Just send an to media@riotexas.org. Support We are here to help. If you will need assistance setting up for a meeting, please let us know at least 48 hours in advance. If you have an outside presenter who will be using a presentation, please have the files submitted to us at least 48 hours in advance. Training We are happy to offer training on any of the conference room equipment. Whether you have a meeting coming up or just want to get familiar with the operation of the rooms, we would be glad to take the time to show you around.

3 Room Configurations and Operating Instructions Community Room Presentations: VGA Projector with Built-In Screen 1 Windows PC with Microsoft Office (PowerPoint, Word, Excel, Etc.) Apple TV (For screen sharing from Apple Devices) VGA Connection for Laptops (Note adapters for HDMI, Displayport or other connections may be available with advance notice.) Amplifier and Ceiling-Mounted Speakers for audio available from Windows PC and Apple TV (not available for VGA Connection) Video Conferencing: Zoom installed on PC Ceiling Voice-Array Microphone Amplifier Ceiling-Mounted Speakers Logitech Camera C930e mounted for full room coverage. Notes: This is an excellent room for larger group gatherings.

4 Community Room Startup Instructions 1. Turn on overhead projector using remote found in AV closet 2. Lower screen using switch located next to AV closet 3. Turn on PA power 4. Turn on PC Power 5. Choose input source using controller on left side of AV closet. Options are: PC, Apple TV, VGA 6. Log into Windows using password: community 7. Apple TV connection instructions will display on screen. 8. Volume can be adjusted using label knobs on PA in AV closet

5 Bishops' Room Presentations: 55 Class Flatscreen Display 1 Mac with Microsoft Office (PowerPoint, Word, Excel, Etc.) Apple TV (For screen sharing from Apple Devices) VGA Connection for Laptops ( Note: adapters for HDMI, Displayport or other connections may be available with advance notice.) Video Conferencing: Zoom installed on Mac Yamaha Sound with two microphone pods on table. Logitech Camera mounted to cover conference table Notes: This is currently the best room available for video and sound.

6 Bishops' Room Startup Instructions 1. Turn on power for flatscreen display 2. Input can be selected using display remote. Options are: Mac Mini, Apple TV, VGA 3. Apple TV connection instructions will display on screen. 4. Mac Mini should already be powered on. Click wireless mouse or keyboard to awaken (In the rare event that the Mac Mini is off, the power button is located on the back right-hand corner.) 5. No password is necessary for Mac Mini 6. Power on the Yamaha speaker below the TV. The light should glow green. 7. Volume for presentations and conferencing can be controlled using the volume controls on the Yamaha speaker.

7 Training Room Presentations: 55 Class Flatscreen Display 1 Windows PC with Microsoft Office (PowerPoint, Word, Excel, Etc.) VGA Connection for Laptops (Note adapters for HDMI, Displayport or other connections may be available with advance notice.) Video Conferencing: Zoom installed on PC Logitech P710e Speakerphone located in center of table Logitech C 920 Camera mounted to cover conference table (Due to differing room configurations, the camera may or may not be able to cover all participants.)

8 Training Room Startup Instructions 1. Turn on power for flatscreen display using remote or controls to the right of television 2. Input can be selected using display remote or controls to the right of television. Options are: PC or VGA 3. Turn on PC Power 4. Log into Windows using password: umc Turn on Logitech Speakerphone using power button

9 Treasury Conference Room Presentations: 55 Class Flatscreen Display 1 Mac with Microsoft Office (PowerPoint, Word, Excel, Etc.) VGA Connection for Laptops ( Note: adapters for HDMI, Displayport or other connections may be available with advance notice.) Video Conferencing: Zoom installed on Mac Yamaha Sound with one microphone pod on table. Logitech C930e Camera mounted to cover conference table

10 Treasury Conference Room Startup Instructions 1. Turn on power for flatscreen display using remote Input can be selected using display remote. Options are: Mac Mini, VGA 2. Mac Mini should already be powered on. Click wireless mouse or keyboard to awaken (In the rare event that the Mac Mini is off, the power button is located on the back.) 3. No password is necessary for Mac Mini 4. Power on the Yamaha speaker below the TV. The light should glow green. 5. Volume for presentations and conferencing can be controlled using the volume controls on the Yamaha speaker.