IKBLC Peña Room A/V Event Guide

For Lecture Recordings

*Adapted from the Peña Room Instructions for AV System*

There are two touch-screen control panels on the wall. The left one is the main control panel to turn the projector on and off and to decide how you wish to use the system. The right touch screen is for Zoom only.

You will need to start the system in Conference Mode through the left touch screen before you can use Zoom

  1. If the left touchscreen is black, tap it to activate.
  2. Push “Conference Mode” to lower the projector.

“Start a Conference”

    1. This will start the projector and connect to the Zoom system.
    2. Select the ‘Content’ you wish to share through Zoom (if any):
      • HDMI (wired laptop/tablet connection from podium)
      • Air Media (wireless connection to laptop/tablet, follow instructions on screen)
      • Room PC. You will need a CWL to log in to the computer.
    3. Join an existing Zoom meeting (BLUE BUTTON) and enter the Meeting ID and Passcode of the Zoom meeting created for the event. To share, please make sure you have host privileges or request them from the meeting host. This is the preferred option for hybrid events as it makes recording and saving recordings easier. The other option is to start a Zoom meeting (ORANGE BUTTON).
    4. Microphones:
      • There are 3 microphones available to use in the Peña Room.
      • 1 x lapel mic
      • 2 x hand mics
      • The microphone controls are located on the control panel. See “Mics” tab at the bottom.
      • To switch to “Handheld Mic 2,” you will need to rotate the section that you hold the mic with counterclockwise until you can pull it back and see the power button. You can now switch the mic on and close the casing up again. Please don’t forget to switch off the mic later.
    5. Available controls while in a meeting (right control panel)
      • ‘Mute/Unmute’, ‘Start/Stop Video’, ‘Start/Stop Sharing’
      • ‘Start/Stop Recording’ Link will be sent to the creator of the meeting.
      • ‘Change View’ (Gallery View, Active Speaker View, or Thumbnail View). Some views aren’t available to choose until enough participants are connected.
      • ‘Switch Camera’ (Instructor Camera or Audience Camera)
      • ‘Camera Control’ (adjust camera shot using arrow buttons, zoom +/- buttons and presets)
      • ‘Manage Participants’ (tap on individual to ‘Pin Video’, ‘Spotlight’, ‘Rename’ etc.)
        • These controls will depend on your status (host or attendee)
    6. Available controls on the left control panel:
      • “Content” see above.
      • Overall speaker volume. See fader in the top-left corner.
      • Microphone levels. See the “MICS” tab at the bottom.
    7. Recording the Zoom Meeting (via laptop)
      • Record the meeting on the host’s device or through the ‘Start/Stop Recording’ control. In both options, links will be sent to the creator of the meeting.
      • Save to the Cloud for ease of sharing. You can save to your local device for direct editing, but ensure you have storage space available before doing so.
      • Ensure the audio is turned on and the volume is turned up on the right-hand panel so the audio can be heard over Zoom.
      • If the host or any other participants have Zoom open on their personal devices, ensure their sound is turned completely off and that they are muted on Zoom to avoid feedback. The only audio should be through the microphones in the room.

For Hybrid Events

  • 2-Way Communication with Online Attendees (via laptop)
    • For a hybrid event, those listening over Zoom will only hear what is spoken into the microphones. The presenter must speak into a microphone at all times and may have to pass a handheld microphone around to hear audience questions and comments.
    • Ensure the audio is turned on and the volume is turned up on the right-side panel so the audio can be heard over Zoom.
    • If the host or any other in-person participants have Zoom open on their personal devices, ensure their sound is turned completely off and that they are muted on Zoom to avoid feedback. The only audio should be through the microphones and speakers in the room.

Shutdown System

Please press RED BUTTON on left control panel at the end of your session and END on the right control panel if you’re still connected to a meeting.