(n) Geisel AV Standards: Large Classroom / Group Learning Room User Guide

User guide for the Geisel AV large classroom and group learning room system (Vail 118, Vail 710, Kellogg 200). Covers screen sharing, hybrid conferencing, hardware and Zoom recording, speech reinforcement, Wacom stylus annotation, whiteboard camera sharing, advanced routing, assistive listening devices, and room display overview.

⚠️ Technology emergency? Call 603-646-5123 and press 0.

Rooms covered by this guide: Vail 118, Vail 710, Kellogg 200
Upgrades planned: Kellogg 100 (Summer 2027), Vail 120 (Summer 2028, tentative)
Not covered by this guide: DHMC Auditoriums — contact DHMC Conference Services: 603-650-5739 (Mon–Fri 8am–4:30pm) or AV Tech: 603-727-2492 or kathy.m.marcotte@hitchcock.org

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Large Classroom / Group Learning Room Features

These rooms support wired and wireless screen sharing, hybrid video conferencing, meeting and session recording, touch/stylus annotation, speech reinforcement, whiteboard camera sharing, and advanced multi-source routing — all controlled from two touch panels at the presenter location.

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Jump to what you need

I want to... Show My Screen Use the Classroom Computer Use the Whiteboard Run a Conference Use Privacy Mode Record My Session (Hardware Recorder) Record My Meeting (Zoom) Amplify My Voice Annotate During a Presentation Advanced Routing: Comparative Mode

Room reference The Two Touch Panels Room Displays — What's Where Assistive Listening Devices (ALDs) Other Platforms Before You Leave

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The Two Touch Panels

The room has two touch panels. Each controls a different part of the system.

AV Touch Panel Controls what's displayed in the room and all room-level functions. Select your source — Laptop, Class Mac, Zoom, or Whiteboard Blank All Displays — hides the projected image without affecting the meeting or recording Enable Camera & Microphone Privacy Mode In Room Sound — up/down arrows control in-room program audio volume for all sources including wireless share Speech Audio — adjust microphone volume for in-room voice amplification Advanced Options — access comparative mode, confidence monitor routing, camera controls, and recorder controls Power — shuts down the system when you're done Help — displays a QR code linking to this guide

Zoom Rooms Touch Panel Controls the Zoom meeting. Start or join a meeting End the meeting Record via Zoom Meeting volume control Camera controls Use this panel for all Zoom meeting controls — do not run the meeting from your personal device.

Volume: The AV touch panel's In Room Sound controls program audio for all sources — including HDMI, Class Mac, and wireless share. Use In Room Sound as your primary volume control. The Zoom Rooms touch panel also has a volume control for Zoom meeting audio. If sound from a Zoom meeting isn't responding, try the Zoom Rooms touch panel.

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I Want to Show My Screen

No meeting required for either option.

Option A — Wired (HDMI) An HDMI cable with USB-C adapter is available at the lectern. Connect the HDMI/USB-C cable to your laptop On the AV touch panel, tap Laptop to select the source and turn on the system Note: The system does not turn on automatically when you plug in — you must select the Laptop source on the AV touch panel.

Option B — Wireless (Zoom App) On the AV touch panel, tap Zoom — a Zoom Info popup will appear providing wireless share instructions and camera controls. Use the Zoom Rooms touch panel for all call controls. Tap the X to dismiss the popup. Open the Zoom app on your laptop and click Share Screen Enter the sharing key shown in the upper right of the room display Note: The room may detect your device automatically via ultrasonic proximity — if so, no key entry is needed.

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I Want to Use the Classroom Computer

The room has a Class Mac at the lectern available for all presenters. No login is required — move the mouse or tap any key to wake it from screensaver.

1. On the AV touch panel, tap Class Mac to display it on the room screens

A USB port is available at the lectern for thumb drive file transfer. A Logitech Spotlight remote is on the lectern surface — always ready, no pairing needed. It advances slides and offers pointer options.

Note: Touch and stylus annotation are available when the Class Mac is the selected source. See I Want to Annotate During a Presentation.

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I Want to Use the Whiteboard

The room has a physical whiteboard. Selecting the Whiteboard source routes the room camera to a preset that zooms in on the whiteboard surface — whiteboard content is shown on all room displays and shared to remote Zoom participants. Using the whiteboard in this mode ensures that all participants, whether in the room or joining remotely, can follow along equally.

1. On the AV touch panel, tap Advanced Options > Whiteboard
2. The camera will automatically move to the whiteboard preset
3. Write on the whiteboard as normal — content appears on all displays and in the Zoom meeting if one is active

Remote participants will see the whiteboard via the camera preset. For best visibility, write clearly and use high-contrast markers.

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I Want to Run a Conference

Use the Zoom Rooms touch panel to start or join your meeting. The room's camera and microphone handle the rest for remote participants.

1. On the AV touch panel, tap Zoom — a Zoom Info popup will appear providing wireless share instructions and camera controls. Use the Zoom Rooms touch panel for all call controls. Tap the X to dismiss the popup.
2. On the Zoom Rooms touch panel, tap New Meeting to start, or Join to enter a meeting ID and passcode
3. To share your screen with remote participants, open the Zoom app on your laptop and click Share Screen — this is the preferred method and avoids audio feedback with the room's speakers
4. If you join the meeting from your personal device instead, join without computer audio and with your microphone off to avoid feedback

Note: Connecting via HDMI shows content on the room screens only — remote participants cannot see it. Use the Zoom app to share with remote participants.

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

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I Want to Use Privacy Mode

Privacy Mode isolates the room from remote participants and the hardware recorder without ending the meeting. Use it any time you need to go off-camera — side conversations, breaks, or sensitive in-room discussions.

Tap Enable Camera & Microphone Privacy Mode on the AV touch panel. An audible prompt will play and the touch panel border will flash red. While active:

• Remote participants and the hardware recorder see a privacy graphic instead of the room's camera feed and content
• All room microphones are muted to the far end — the room can still hear remote participants
• Audible reminders play every 90 seconds while Privacy Mode is active

Tap Disable Camera & Microphone Privacy Mode on the same panel when you're ready to resume.

Note: If you also muted the Zoom Rooms touch panel while in Privacy Mode, you will need to manually unmute it after disabling Privacy Mode.

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I Want to Record My Session (Hardware Recorder)

The room has a dedicated hardware recorder that records camera feeds and screen content simultaneously. It is accessible under Advanced Options > Recorder Controls on the AV touch panel. Recording indicators — signs at the front, rear, and outside of the room — will display Recording when active, and an audible announcement will play.

Scheduled recording

Submit a recording request in advance using the Hardware Recording Request form. Scheduled recordings automatically flow into the course's Canvas and Panopto sites.

Unsure if your session is scheduled for recording? On the AV touch panel, tap Advanced Options > Recorder Controls to check. If your event is listed, select it and tap Start Now to begin. If your event is not listed, use ad-hoc recording below or record via Zoom instead.

Ad-hoc recording

No advance request needed — you can start a recording at any time from the AV touch panel.

1. On the AV touch panel, tap Advanced Options > Recorder Controls
2. Tap Start Ad-Hoc
3. Select a duration — 30, 60, or 90 minutes
4. Tap Stop Recording at any time to end early

Note: Ad-hoc recordings cannot be started if they conflict with a previously scheduled recording session. If you start an ad-hoc recording, the AV team will reach out to your department to share the content. ⚠️ Flag for follow-up: confirm AV team responsibility for routing ad-hoc recordings to the correct course.

Recording signs in the room and outside the door will display "Recording" while active. An audible announcement plays when recording starts and stops.

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I Want to Record My Meeting (Zoom)

Zoom recording is user-initiated through the Zoom Rooms touch panel and records whatever is shown on the Zoom meeting screen. You must be in an active Zoom meeting to record. The recording status is visible in the Zoom interface on the room display.

1. On the AV touch panel, tap Zoom
2. Start or join a meeting on the Zoom Rooms touch panel
3. Tap Record
4. Enter your email address when prompted
5. Tap Stop Recording when done

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

If the Record button is unavailable in an existing meeting, ask the host to enable recording for participants.

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I Want to Amplify My Voice

These are large spaces — please use a microphone to ensure everyone in the room can hear you clearly, and so that remote participants and recordings pick up your voice. Using a microphone provides an equitable experience for all participants.

Adjust all microphone levels using the Speech Audio fader on the AV touch panel.

Note: Students are introduced to the boundary microphones during orientation. Boundary mics and ALDs are located on the AV credenza at the front of the room.

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I Want to Annotate During a Presentation

The lectern is equipped with a Wacom Cintiq Pro 27 touch display and Wacom stylus. Touch and stylus input are only active when Class Mac is the selected AV source — annotation is not available when any other source (Laptop, Zoom, Whiteboard) is active.

✅ Wacom stylus — use for annotation Stored in the tray on the side of the display. Best choice for precise annotation and drawing.

• Works in all applications when the AV system is on
• Works in PowerPoint slideshow mode, Acrobat, Chrome, and the desktop

☝️ Finger touch — use for navigation Reliable for scrolling, clicking, and navigating alongside the stylus.

• Works in all applications when the AV system is on

One rule before you start

The AV system must be on before you enter PowerPoint slideshow mode. Mapping is set at the moment you enter slideshow — if the AV system is off at that point, neither touch nor stylus will map correctly.

If this happens: press Escape to return to editor mode, confirm the AV system is on and Class Mac is the selected source, then re-enter slideshow mode.

If mapping is still off after confirming AV is on

Go to File → Page Setup and set the slide size to 16:9. This is a one-time fix per file.

Tip: Need to set up your slides without showing them to the room? Use Blank All Displays on the AV touch panel — do not turn the AV system off.

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Room Displays — What's Where

The room has several displays serving different purposes.

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Advanced Routing: Comparative Mode

Comparative Mode lets you route two different sources to different display groups simultaneously. A common use case is showing your laptop on the main displays while the Class Mac is shown on a secondary display — useful for comparing content or running two sources at once.

Display groups are pre-defined and shown in the advanced routing page on the AV touch panel. Each touch panel includes a room layout diagram indicating which displays belong to which group. The last selected source will automatically route to the confidence monitor / Local lectern monitor (Wacom), but this can be overridden by selecting a source directly for that group.

1. On the AV touch panel, tap Advanced Options
2. Use the room layout diagram to select which source routes to Group A and Group B displays
3. The confidence monitor / Local lectern monitor (Wacom) will follow the last selected source automatically, or select a source for that group directly to override
4. To return to standard routing, select a source from the main source selection page

Need help setting up comparative mode? Contact the AV team — we're happy to walk you through it.

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Assistive Listening Devices (ALDs)

These rooms are equipped with ALDs and headphones and are Auricast enabled. ALDs are located on the AV credenza at the front of the room alongside the boundary microphones. If your device supports Auricast, you can connect directly without a dedicated ALD unit.

For more information, questions, or to set up a consultation regarding AV equipment, email us or submit a consultation request. For more information about accessibility at Geisel, please contact the Geisel Office of Academic Advising & Accessibility (GOAAA).

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Other Platforms

New meetings can only be started via Zoom. Teams and Webex meetings can be joined from the home screen or via a calendar invite. In all cases, select Zoom on the AV touch panel first.

• Microsoft Teams — appears on the Zoom Rooms home screen when invited to the room calendar; one tap to join
• Webex — dedicated button on the Zoom Rooms home screen; useful for Dartmouth Health connections

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Before You Leave

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