Setting up Hybrid Meetings in iSchool Conference Rooms
If you are using one of the rooms in either iSchool building which is equipped with the A/V equipment needed for a Hybrid meeting, then this guide will provide step-by-step direction on the arrangement of devices necessary to produce the best results and address outstanding issues such as echoing audio, forgotten passwords, and more. This article also includes a ton of links to similar helpful resources.
Hybrid using ONLY the Built-In Computer
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If you are using a teleconferencing program for a hybrid meeting (e.g., Zoom), you must use the built-in computer to access the room mics and cameras.
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Log into the built-in computer following the instructions for How to use the control panel (Room 4035, 4165, 5116) or How to use the control panel (Multi-Purpose Room) and How to use the built-in computer.
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Open the teleconferencing software and log into the meeting.
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If you are the meeting host (per Zoom), you can log into the Zoom app on the built-in computer and find the meeting in "upcoming meetings."
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You can access your calendar by going to https://outlook.office.com/calendar and logging in with your NetID and AD password.
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You can access your Zoom meetings via your laptop or other device and find the meeting ID to enter in.
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Once in the meeting, follow the instructions for Conference Room Hybrid Audio and Conference Room Hybrid Video.
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Confirm with participants that they can hear and be heard.
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If there is a presenter in the room and they are not seated, it is a good idea to hand the remote for the video camera to a participant so that they can track the movements of the presenter.
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Hybrid using both Laptop and Built-In Computer
You can log into the meeting through both the built-in PC and your laptop so that the built-in PC is handling audio/video for the call and you can use your own laptop to actually run the meeting. Please follow the documentation on Joining Zoom from multiple devices before starting.
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Follow the instructions above to connect the built-in computer.
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Log into the same Zoom meeting from your laptop.
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To prevent feedback and echos, do not join audio and/or mute yourself on Zoom and turn volume off on your laptop.
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Now you can host the meeting