Instructions for Using the Multipurpose Seminar Room

This room supports five different connection methods:

  • HDMI
  • Apple TV
  • Zoom Panel
  • ShareLink
  • Lecture Capture

All options allow you to present content on the screens. Choose the one that is most convenient for your needs.

Getting Started

To begin, use the Extron touch panel located on the center wall of the room. Press “Start” to activate the system.

Extron Start Screen

You will then be prompted to select how you would like to use the room. Please consider the following options:

  • Basic Presentation: Use this option if you plan to connect via HDMI, Apple TV, or ShareLink.
  • Lecture Capture: Choose this if you want to record your presentation locally using the room’s built-in recording system.
  • Zoom Room: Select this to launch or join a Zoom meeting using the Poly system in the room.

Room Usage Options

Once you select “Basic Presentation” on the Extron panel, you’ll see the following options:

Basic Presentation Options

HDMI Connection

  1. Connect your laptop to the HDMI input using the provided cable.
  2. Select “HDMI” on the touch panel.
  3. Your content will appear on the main displays.

Apple TV Connection

  1. On your device, swipe down from the top-right corner to open Control Center.
  2. Tap “Screen Mirroring.”
  3. Select the room’s Apple TV from the list.
  4. Select “Apple TV” on the room’s touch panel.
  1. Open a web browser on your device.
  2. Navigate to the ShareLink URL displayed on the room screens.
  3. Follow the on-screen instructions to connect.
  4. Select “ShareLink” on the touch panel.

Option 2: Lecture Capture

The lecture capture system allows you to record your presentation for later distribution.

Lecture Capture Interface

Setting Up Lecture Capture

  1. Select “Lecture Capture” from the main menu.
  2. Connect your presentation device using any of the available methods (HDMI, Apple TV, etc.).
  3. Configure your recording settings:
    • Video quality: Choose between Standard or High Definition
    • Audio source: Select between room microphones or external audio input
    • Recording duration: Set automatic stop time if desired

Starting Your Recording

  1. Press the “Record” button on the touch panel.
  2. You’ll see a recording indicator on the displays.
  3. Present your content normally.
  4. Press “Stop” when finished.

Accessing Your Recording

  • Recordings are saved locally to the room’s storage system.
  • Access files through the “Playback” menu on the touch panel.
  • Recordings can be exported to USB drive or shared via network.

Option 3: Zoom Room

The integrated Zoom Room system provides professional video conferencing capabilities.

Starting a Zoom Meeting

  1. Select “Zoom Room” from the main menu.
  2. The Zoom interface will appear on the main displays.
  3. You can:
    • Join a scheduled meeting: Enter the meeting ID
    • Start an instant meeting: Click “Start Meeting”
    • Call someone directly: Use the directory or dial pad

Zoom Room Features

  • Auto-framing camera: Automatically adjusts to frame participants
  • Room audio optimization: Professional-grade microphones and speakers
  • Content sharing: Multiple ways to share your screen
  • Recording integration: Can record directly to the cloud or locally

Content Sharing in Zoom Room

You have several options for sharing content:

  1. Wired sharing: Connect via HDMI and press “Share” on the touch panel
  2. Wireless sharing: Use the ShareLink system
  3. Direct device sharing: Connect your laptop via USB-C (if available)

Audio and Display Controls

Display Management

  • Screen layout: Choose between single display, dual display, or extended display modes
  • Brightness: Adjust using the lighting controls on the touch panel
  • Resolution: Automatically optimized based on content source

Audio Controls

  • Volume: Use the master volume controls on the touch panel
  • Microphone: Room mics can be muted using the touch panel or physical mute buttons
  • Audio sources: Switch between different input sources (HDMI audio, Bluetooth, etc.)

Lighting Controls

The room features automated lighting that can be controlled through the touch panel:

  • Presentation mode: Dims lights optimally for projection
  • Meeting mode: Balanced lighting for video conferencing
  • Full bright: Maximum lighting for detailed work
  • Custom: Manual control of individual light zones

Troubleshooting

Display Issues

  • No display: Check that the correct input is selected on the touch panel
  • Poor image quality: Ensure your device’s resolution is compatible
  • Color issues: Try different display cables or wireless connection methods

Audio Problems

  • No sound: Check that audio source is set correctly on the touch panel
  • Echo: Reduce speaker volume or ensure participants are not too close to microphones
  • Poor audio quality: Check microphone positioning and room acoustics settings

Connectivity Issues

  • Apple TV not appearing: Ensure your device is on the same wireless network
  • ShareLink not working: Try refreshing the browser and re-entering the URL
  • HDMI not detecting: Try unplugging and reconnecting the cable

System Reset

If you encounter persistent issues:

  1. Press “End Session” on the touch panel
  2. Wait for the system to fully shut down
  3. Press “Start” to restart the system
  4. Contact IT support if problems persist

Best Practices

  • Arrive early: Allow 10-15 minutes to set up and test your technology before important presentations
  • Test audio: Always test microphones and speakers before beginning
  • Backup plans: Have multiple connection methods ready (HDMI cable, wireless, etc.)
  • End your session: Always press “End Session” when finished to reset the room for the next user

For additional support or training on advanced features, contact the IT help desk.