Hybrid Meeting Setup
The instructions below are old instructions for when our lab meetings used to be hybrid. But a lot of is applicable to any hybrid meeting.
Time and Place
Fall 2023
Mondays from 3:00 to 4:15
William James Hall 1050, Zoom link for people connecting remotely.
Snedeker Lab Meeting is in the same room from 1:45-3:00
TODO:
Add instructions about switching from Zoom Mode to In-Person Mode (or vice versa) during the meeting.
Several days before the meeting
Contact the speaker:
zoom or in person?
If in person, own or lab laptop?
Ask to come/connect 10 minutes before to test.
Do people need to know something special about the meeting?
Do we have a different room?
Is it a DUNC meeting?
Is it an everybody-on-Zoom meeting?
One day before the meeting
Remind the presenters to come 10-15 minutes early for testing.
If the presenter is using their own laptop - remind them to bring the charger.
30 minutes before the meeting starts
If this is a DUNC meeting, skip this section and go to DUNC
Many things will depend on whether the presenter is presenting over Zoom (Zoom Mode) or in person (In-Person Mode).
We need a laptop to show remote participants' faces - the Faces Laptop. In Zoom Mode, the same computer will be used to show the presentation making it the Presentation Laptop. In the In-Person mode, the presenter's laptop (either their own or lab-provided) will become the Presentation Laptop.
Avoid feedback. For that, the Presentation laptop will run Zoom with the mic and the speakers unmuted. No other device should have either unmuted. It will need to be connected to the A/V system to use the projector and the room speakers, and to the wedge mic - to pick up voices anywhere in the room. The wedge mic uses a type-A usb port, so you'll need a type-c hub.
Bring:
Laptop (with charger!).
Type-c hub (in Zhenya's top drawer).
Fish-eye lens (top drawer of the grey computer cabinet).
Wedge mic (if not in the same drawer then behind the iPad on the eye-tracking table).
Phone (check that it is charged!).
(optional) Phone holder (wooden one on Zhenya's desk)
(if the presenter needs a laptop) A second laptop (with charger!, in the computer drawer)
Hardware.
Make sure that:
The projector is on (touch display on the metal box with cables).
The Faces Laptop is plugged in in the front facing the audience.
HDMI and mic in the type-c hub connected to the Presentation Laptop.
(optional) The phone is in the holder.
The Presentation Laptop is where the presenter is going to use it and it is plugged in.
The mic is near the laptop and it is facing the audience.
Software:
Join the meeting on all devices (1-2 laptops, phone)
On the Faces Laptop:
Turn the screen sharing on.
On the Presentation Laptop:
Open the audio settings menu ("^" near the mic muting button -> Audio Settings...)
Set audio to "Crestron" and the mic - to "system".
Run audio and mic tests.
On the phone:
Open the "participants" tab - you'll use it to admit and mute participants.
On the Presentation Laptop:
Ask the presenter to set up display mirroring and display arrangement as they want it (System Preferences -> Displays -> Arrangement)
With the presenter:
Ask them to share their presentation on Zoom.
If they are going to play audio - let them test it.
Check if you can hear them on the phone. Turn down the volume to avoid feedback.
Finally:
Ask the presenter to unmute themselves if they are muted.
Turn the Faces Laptop so that it faces the audience.
DUNC (15 minutes before start)
Everyone is on Zoom except for people working in room 112 (room with Lilli, lab tech, RAs). These people will sit around the table and have Zoom on the tv screen.
Bring:
phone+charger[+phone stand] to handle the waiting list
laptop + charger + type-c dongle
wedge mic
keyboard to unmute using space bar
fish-eye lens
Do:
laptop-charger-socket
laptop - DND + mute slack for an hour
type-c dongle-laptop
mic-dongle
turn tv on, connect to dongle
zoom in dual window mode, put presenter on tv, grid and controls on laptop, mute, put the lens on
test sound and mic
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