Board Room A/V Reference Guide

Question

How do I use Board Room A/V Equipment?

Answer

The following reference guide explains how to utilize boardroom A/V technology.

The Board Room now has new A/V switching and touchpad controls for meetings taking place in the room.  The Touchpad will allow you to select/control your meeting A/V settings.

Room Layout

The Board Room tables are located in a fixed position and have 12 stations, each equipped with desktop PC’s (located in the locked panel below the tables – not accessible), monitors/keyboards/mouse.  Station #1 is the PC closest to the right (south) side of the room (exterior door/windows), and station #12 is closest to the left (north) side of the room (cabinets/countertops).  The main entrance on the west wall is considered the back of the room and the east wall with the new Sierra College “S” logo behind the desks is the front of the room. Four large display monitors are mounted on the walls – two on the back (west) wall and two on the front (east) wall.

The room has two video cameras; #1 is the default use camera mounted on the back wall facing the front desks, and #2 is the camera mounted on the right side of the room by the windows.

Station Controls

Each Station of the Board Room tables has a Desktop PC and monitor/keyboard/mouse, a charging station and  three (3) buttons which control what is displayed on the station’s monitor

• Button 1 labeled“PC” allows the display to act as a monitor for the station’s desktop PC
• Button 2 labeled “Presenter” will copy the display being shown on the wall-mounted monitors
• Button 3  labeled “HDMI” will allow users to connect  a laptop to use the monitor at that station as an extended display.

Note:  Station #12 has  the only designated HDMI feed to  present to the wall-mounted monitors as Presenter.

Note: USB ports next to each station are for charging purposes only

Touchpad/Control Pad

The touchpad Control Panel is on the desk at station #12.  There is also a wireless keyboard and mouse at that station to run the room PC in the rack.  It uses the large-screen room displays.  There is no need to stand at the rack anymore unless the wireless keyboard and mouse have problems.

Touch the Control Panel to activate the touchpad controls.  The Home screen will display four Preset Configurations as shown below.  If they are not displayed, you can press the Home icon and it will bring you back to the home screen (the currently selected preset will be highlighted).

The four presets for meeting room configurations are as follows:

1. Board Meetings
   1. Desk microphones are on,
   2. Room ceiling microphones  are on with the exception of the row above the board table, which are off
   3. Room speakers will amplify all microphones within the room subtly.
   4. Camera#1is on by default for Zoom.
   5. Podium/Lectern microphones is on for presenter.
2. Strategic Council Meetings
   1. Desk microphones are muted.
   2. All room ceiling microphones are ON.
   3. Room speakers will amplify all microphones within the room subtly.
   4. Camera #1 is on by default for Zoom.
   5. Podium/Lectern microphone is on for presenter.
3. Senate Meetings
   1. Same as Strategic Council for now (future programming options)
4. Management Team Meetings
   1. Same as Strategic Council for now (future programming options)

From within any of Control Panel meeting presets you can control microphones and monitors individually.  You can also alter the volume level for the room speakers.  Changing these levels will not re-program any of the presets, so you can always press Home and return to one of the preset defaults.

Podium (Lectern)

The Podium can be connected in either the center of the room or the floor connector closest to the sink area.  Both connections will function identically using three connection points – power, microphone (3-pin) and  a floor mat that connects into the floor 5-pin connector which will auto-sense someone standing on the mat and switch room video to camera #2.  When the mat is not in use the camera switches back to camera #1.

NOTE: USB ports on lectern are for charging only.

NOTE: HDMI and display ports will allow video to broadcast to the in-room monitors in the same manner as Station #12.

NOTE: When moving lectern, be careful to maneuver around floor plugs and ports. The speaker-side of the lectern has more clearance than the other sides.