Using the PC in Conference Room B
Introduction
Welcome to the guide for setting up and hosting meetings in Conference Room B. This room is equipped with advanced audio and video capabilities that are controlled from an in room tablet and a dedicated computer. Follow these steps to ensure you are able to successfully share your screen in the conference room.
1. Setting Up the Room
1.1 Arrive Early
Arrive at the conference room 5-10 minutes before the meeting starts to allow time for setup.
If a presentation is involved, ensure means of accessing presentation slides via a USB drive, OneDrive, Google Drive, email, etc..
USB drive is the quickest way to access slides on the Conference Room PC.
There is a USB hub on the bottom right of the mounted TV monitor at the front of the room that is directly accessible via the Conference Room PC.
1.2 Power on the Room Equipment
Locate and wake up the conference room tablet:
There is a dedicated tablet that manages the conference room audio and video capabilities within the space
The tablet is to the left of the mounted TV monitor on the inside wall. Wake the tablet up by tapping the touch screen.
To detach the tablet from the charging mount on the wall, tap the Detach Button located on the bottom navigation control list. It looks like a ▲ (triangle) with a line under it. Once it moves away from the wall, grab the tablet and pull it towards you off the mount.
To use the conference space with the dedicated local PC, please click the Workstation icon labeled “Dedicated PC” (image below).
Activate and wake up the workstation:
Now that you have chosen and activated the dedicated workstation, use the wireless keyboard and mouse located on the window sill to wake the workstation from sleep (image below).
Once the Windows login screen appears, choose the “Guest” account and click “Sign-in”. It may take a minute or two for the system to load into the Guest accounts home environment.
2. Start a meeting
2.1 Host a meeting with a presentation (no video conferencing)
Files can be accessed remotely via logging into specific application or service, such as: OneDrive, Google Drive, e-mail, etc...
As noted above, using a portable USB drive is the quickest way to access slides on the Conference Room PC. There is a dedicated USB adapter on the bottom right side of the mounted display for easy access to files via a USB or alternative portable drive.
2.2 Host or join a virtual meeting:
Most commonly used video conferencing software (Zoom, Teams and Webex) are already installed on the Conference Room PC.
Open one of the video conferencing apps and start or join the meeting using a link or a meeting ID + code. You can also login to these apps if needed.
3. End the Meeting
3.1 Sign out of Guest user account:
Please sign out of the “Guest” account to ensure all files, logins and remaining data is wiped and removed from the computer.
Users are unable to Power Down the Conference Room PC.
3.2 Shutdown the Room Equipment:
Click the “Shutdown“ button on the top right corner of the tablet and then click the “End Meeting“ button.
This is a critical step, so please do not forget to do it.
Place/Dock the Tablet back in the area it was detached from and push it back into the wall until it clicks.
3.3 Clean Up:
Ensure the conference room is left clean and organized.
Remove any materials or personal items.
4. Troubleshooting
4.1 Common Issues
No Audio: Check connections, volume levels, and microphone settings on the tablet and computer.
Check that the PC and the video conferencing app are using the TesiraFORTÉ device for the speakers and microphones.
No Video: Verify the input source and check the connections between the computer and the display.
If the issue is still not resolved, please restart the PC and then restart the room equipment by shutting down the tablet and starting it again.
4.2 Contact Support
If issues persist, contact the IT support team for assistance at ihcit@umd.edu.