Room Layouts

The following are basic instructions for three possible room layouts. While not all of the rooms are identical, many of the rooms can be operated in a similar manner.

Room Instructions

The following explains the basic functions of several different types of rooms. Room setups may vary.

Standard Room Instructions

Standard conferencing rooms are typically equipped with a control panel located near the room's entrance. This control panel allows you to choose the input source of your content and controls the screen in the room. These rooms often include a PC, wireless keyboard and wireless mouse as well as a laptop connection point.

To Operate

1. Locate the the control panel (image below)

Control Panel

2. Press the "On" button

Press the On button

3. Select your input source:

  1. PC (in some rooms, this is also referred to as HDMI)
  2. Laptop (in some rooms, this is also referred to as VGA)
  3. iPod (not currently in use)
  4. Tuner (not currently in use)
4. Adjust the volume of the output source via the knob on the control panel (optional)

5. Connect the presentation laptop to the "Laptop" or VGA cable (optional)

Coonect Laptop

6. Bring up your content in the selected input source

7. Verify that your content displays on the room's projector screen or flat screen TV

8. At the end of your meeting, press the "Off" button

Troubleshooting

1. Switching from laptop screen to the conference screen
  1. PC - Once you've connected the room's Laptop or VGA cable to the corresponding connection on your PC, you may need to enter a sequence of keys to display from the laptop's monitor to the conference room's monitor. The key sequence can vary depending on the laptop manufacturer, however is often either: Fn + F3, F4, F5, F8, or F9. Press and hold Fn and one of these keys simultaneously. If one of these key sequences does not work, please consult your laptop manufacturer's website.
  2. Mac - To connect a MacBook to the room's Laptop or VGA cable, you'll need a Mini DisplayPort to VGA Adapter. Connect this to the Mini DisplayPort on your MacBook then connect the room's Laptop or VGA cable to the appropriate end. In most cases, your laptop will "detect" the display. If it does not, go into your System Preferences and click "Displays" within the Hardware menu. On the subsequent screen, click "Detect Displays.
2. Room scheduling
  1. Scheduling of conference rooms is specific to each department.
  2. Please contact unit or departmental administration for more details.
3. Mouse and Keyboard support

Mouse and Keyboard

  1. Additional information and support for the room's wireless devices are available at: http://www.gyration.com/
  2. The first 4 minutes of this video detail how to use this equipment: http://youtu.be/HKdS3JNP7ck
4. For equipment issues, please contact vtc@jhu.edu.

5. For technical support, please dial 5-HELP

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Web Conferencing Room

Web conferencing rooms are furnished with a Polycom video system and display. These rooms facilitate high quality, multi-location conferencing and employ state-of-the-art technologies.

To Operate

1. Locate the iPad controller assigned to the room. You may need to contact an administrator for this resource.

2. Turn on the iPad.

3.Load the Crestron Application.

Load Application

You should see a start screen prompting you to "TOUCH SCREEN TO CONTINUE". Touch the iPad screen

Touch iPad Screen

Select your conference mode:

  1. Presentation (instructions continue on this page)
  2. Web Conference (instructions indexed on this page)
  3. Audio Conference (instructions continue in a new page)


select conference mode

4. Tap Presentation.

5. Select the display that you would like to use.

Select Display

6. Select an input source. Source Options are:
  1. Apple TV (not currently available).
  2. Computer - This is the room's dedicated workstation.
  3. Front Computer - This connects a laptop to the VGA cable at the front of the room.
  4. Back Computer - This connects a laptop to the VGA cable at the back of the room.
  5. No Source.


Select Source

7. Once your input source has been selected, you'll see a confirmation screen. You should now see your content on the display(s) that were selected.>

Confirmation Screen

8. At the conclusion of your presentation, tap Home.

9. On the home screen, tap Exit. This will turn off the room's display.

To Operate

1. Turn on the room's display.

2. Choose the Web Conferece Icon when prompted to select an option.

Web Conferenice Icon

3. Select the display that you would like to use.

Select Display

4. The Video and Audio Control Page.

Video Contol Panel

5. Volume Controls at the bottom center of the screen

  1. Mute
  2.  i. Once in a call, you are able to mute and unmute the speakers.
  3. Volume Up
  4.  i. Turn up the room's speaker volume.
  5. Volume Down
  6.  i. Turn down the room's speaker volume.
6. Camera Controls

You may find that you need to adjust the camera on your end of the call.

This should be done before the meeting has started and content is shared.

  1. Zoom
  2.  i. This will zoom the camera in or out on your end of the call.
     ii. Adjust the zoom level by pressing and holding either the (–) or (+) buttons.
  3. Pan & Tilt
  4.  i. These buttons pan or tilt the camera on your end of the call.
      ii. Use the up, down, left and right buttons to move the camera.
7. Call Controls on the center of the screen allow you to add telephone participants to the webconference

8. Online Meetings

To start the web conference, initiate an online meeting with Microsoft Lync or Adobe connect as you would on your desktop.

For information on getting started with Microsoft Lync click here.

Troubleshooting

1. Room scheduling

 a. Scheduling of conference rooms is specific to each department.

 b. Please contact unit or departmental administration for more details.

2. If you are hosting a meeting with multiple parties, it is easier for them to call you.

3. For equipment issues, please contact vtc@jhu.edu.

4. For technical support, please dial 5-HELP.

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Video Conferencing Room

Video conferencing rooms are furnished with a Polycom video system, iPad controller and display. These rooms facilitate high quality, multi-location conferencing and employ state-of-the-art technologies.

To Operate

1. Locate the iPad controller assigned to the room. You may need to contact an administrator for this resource.

2. Turn on the iPad.

3.Load the Crestron Application.

Load Application

4. You should see a start screen prompting you to "TOUCH SCREEN TO CONTINUE". Touch the iPad screen

Touch iPad Screen

5. This will activate the room's display - either the projector or flat screen TV.

Video Conference Screen

6. Once the system has started, the Home screen will load.

Home Screen

7. Select your conference mode:

  1. Presentation (instructions continue on this page)
  2. Video Conference (instructions continue in a new page)
  3. Audio Conference (instructions continue in a new page)
8. Tap Presentation.

9. Select an input source.

video conference home screen

  1. Source Options:
  2.  1. Apple TV (not currently available).
     2. Computer - This is the room's dedicated workstation.
     3. Front Computer - This connects a laptop to the VGA cable at the front of the room.
     4. Back Computer - This connects a laptop to the VGA cable at the back of the room.
     5. No Source
  3. Volume Options
10. Once your input source has been selected, you'll see a confirmation screen.

Confirmation Screen.

11. At the conclusion of your presentation, tap Home.

12. On the home screen, tap Exit. This will turn off the room's display.

Troubleshooting

1. Room scheduling

 a. Scheduling of conference rooms is specific to each department.
 b. Please contact unit or departmental administration for more details.

3. For equipment issues, please contact vtc@jhu.edu.

4. For technical support, please dial 5-HELP.

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