(n) Geisel AV Standards: Large Conference Room User Guide

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This room is equipped with a Q-SYS AV system with a dedicated display, auto-framing camera, and room microphone, controlled through two touch panels. It supports wired and wireless screen sharing, hybrid video conferencing across multiple platforms, and session recording.

Jump to what you need

What This System Can Do

  • Share your screen — connect via HDMI at the table or lectern, or wirelessly through the Zoom app
  • Run a conference — start or join meetings on Zoom, Microsoft Teams, or Webex using the room's built-in system, with a dedicated camera and microphone for remote participants
  • Schedule ahead — invite the room via Outlook so your meeting appears on the display with one-tap join
  • Use Privacy Mode — block the camera and mute the microphone to remote participants without leaving the meeting
  • Record your session — record via the room's Zoom system; the recording is sent to your email when complete
  • Connect to legacy systems — dial SIP or H.323 addresses for older VTC hardware

The Two Touch Panels

This room has two touch panels that work together.

The AV touch panel controls how content is presented in the room. Use it to:

  • Select your source (Laptop-Table, Laptop-Lectern, or Zoom)
  • Blank All Displays — cuts the projected image on all displays without ending your source or affecting the meeting. Does not mute the microphone or block the camera from remote participants.
  • Enable Camera & Microphone Privacy Mode — isolates the room from remote participants (see I Want to Use Privacy Mode)
  • Power — use the Power button to shut down the system when you're done
  • In Room Sound — use the up/down arrows to adjust audio for all sources in the room. Use this for HDMI sources. If sound isn't responding, the Zoom Rooms touch panel also has its own volume control for meeting audio.

The Zoom Rooms touch panel controls the meeting itself — starting, joining, ending, recording, and all other conferencing controls.

I Just Want to Show My Screen (No Meeting)

No meeting or conferencing required for either option.

Option A — Wired (HDMI)

Connect the HDMI cable to your laptop. There are two connection points:

  • Table — use the cable at the table where infrastructure is installed
  • Wall/Lectern — use the cable connection point near the display

Then select the matching source on the AV touch panel:

  • Laptop-Table — when connected at the table
  • Laptop-Lectern — when connected at the wall/lectern

Note: If the display is off when you connect, it will turn on automatically.

Option B — Wireless (Zoom App)

  1. Open the Zoom app on your laptop
  2. Tap Share screen from the Zoom home screen
  3. If prompted, enter the room code displayed on the room's display
  4. Select Zoom as the source on the AV touch panel

Note: The room code prompt appears if the room is not detected automatically via ultrasonic proximity.

I Want to Schedule a Meeting in Advance

The easiest way to run a Zoom meeting is to invite the room via Outlook so it appears automatically on the display — no typing a meeting ID when you arrive. Inviting the room also books the room's calendar and the reservation will appear on the room scheduler panel outside the room.

  1. In Zoom or Outlook, create your Zoom meeting with dial-in details
  2. Add the room's calendar address to your Outlook invite as a required attendee
    Example: building.room@cloud.dartmouth.edu — use your specific room's calendar address
  3. Paste the Zoom meeting info into the invite body so the room can read it
  4. When you arrive, the meeting appears on the display 10 minutes before start — one tap to join

I Want to Run a Conference

The room has a built-in Zoom Rooms system with a dedicated camera and microphone. Use the Zoom Rooms touch panel for all meeting controls — starting, joining, ending, and recording. Do not run the meeting from your personal device.

Starting or joining a meeting

  1. On the Zoom Rooms touch panel, tap New Meeting to start, or Join to enter a meeting ID
  2. Remote participants will see and hear the room via the dedicated camera and microphone

Sharing your content to remote participants

To show your screen to remote participants, use the Share Screen button in the Zoom app on your device. This is the preferred method — it keeps your device's audio and microphone off, avoiding feedback with the room's built-in mic and speakers.

  1. Open the Zoom app on your laptop
  2. Click Share Screen — the room's Zoom meeting picks it up automatically

Alternatively, you can join the meeting from your personal device, but if you do, join without computer audio and with your microphone off. If you join with audio enabled, it will cause feedback with the room's microphone and speaker system.

Note: Connecting via HDMI displays content on the room screens only — it is not visible to remote participants.

If you are unable to share your screen, the meeting host may need to enable screen sharing for participants.

I Want to Use Privacy Mode

Privacy Mode isolates the room from remote participants without leaving the meeting. Use it during side conversations, breaks, or sensitive in-room discussions.

Enable Privacy Mode from the AV touch panel. An audible prompt will play when Privacy Mode is activated. It does two things simultaneously:

  • Camera — replaces the live feed with a holding graphic. Remote participants cannot see into the room; the meeting stays active.
  • Microphone — cuts audio from the room to remote participants. In-room conversations are not transmitted. The room can still hear the far end.

Disable Privacy Mode from the same touch panel when you're ready to resume.

I Want to Record My Meeting

Recording is handled through the Zoom Rooms system. You must be in an active Zoom meeting to record.

To start a new meeting and record

  1. On the Zoom Rooms touch panel, tap New Meeting
  2. Tap Record on screen
  3. Enter your email address when prompted
  4. Tap Stop Recording at any time to end

To record in an existing meeting

  1. Tap Join and enter the meeting ID
  2. Tap Record on screen
  3. Enter your email address when prompted
  4. Tap Stop Recording at any time to end

Your recording will be sent to your email automatically when processing is complete.

Note: If you do not see the Record button, confirm you are in an active meeting started from the room's Zoom Rooms touch panel. If you joined an existing meeting and the Record button is unavailable, ask the meeting host to enable recording for participants.

Other Platforms

Teams and Webex meetings can be joined directly from the room — either via a calendar invite or from the home screen. Note that new meetings can only be started using the room's built-in Zoom system.

Microsoft Teams

Teams meetings invited to the room calendar appear on the home screen just like Zoom — one tap to join. Works for any Teams meeting, including those hosted by external organizations.

Webex

A dedicated Webex button appears directly on the home screen. Particularly useful for connecting with Dartmouth Health and clinical systems that run on Webex.

Legacy VTC (Polycom, Cisco/Tandberg)

Older video conferencing hardware can be reached by dialing their SIP or H.323 address from within a Zoom meeting.

Dartmouth Health Collaboration

DH uses both Teams and Webex, and both are supported from this room without any additional setup. Join from the home screen or accept a calendar invite.

The Camera

The camera handles framing automatically — no controls needed. When your meeting starts, it detects everyone in the room and frames the shot to fit the group. If someone walks in or the group shifts, it adjusts on its own.

There are no manual camera controls in this room. Auto-framing is always active.

Turning Off the System

When you are done, power down the system using the Power button on the AV touch panel. This shuts off the displays and puts the room back to a ready state for the next user.

Note: Do not simply walk away — powering down properly ensures the system is ready for the next session and avoids leaving displays on unnecessarily.

Before You Leave the Room

What you did What to do before leaving
Shared your screen via HDMI Disconnect the cable
Recorded a meeting Check your email — the recording will be sent there automatically
Finished with the room Tap Power on the AV touch panel to shut down the system

Questions or Need Help?

Phone 603-646-5123 (M–F, 7:30am–4:30pm)
Emergency (mid-session) 603-646-5123, press 0
Email geisel.av.support@dartmouth.edu
Submit a ticket dartgo.org/geiselav
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