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Forum style meetings

Hosting a multi-participant meeting

Meetings

When hosting a meeting you should use the wall mounted camera. When using this camera you should not ordinarily record the session:

Under most circumstances the University's policy on video/audio recording does not allow the recording of meetings and stipulates that the recording of audience members should be avoided.

Turning on the screen(s)

To turn on the screens use the Crestron control panel located on the AV cabinet - if the system is off, use the power button on this panel to start the hardware. If the system is on but the screens are blank then touch the reselect your preferred input to wake the screen(s).

The Crestron panel will show several input icons for you to select from. Under normal circumstances select the Teams device option and then use the Microsoft Teams device to present/broadcast your meeting - see the Teams Room documentation for general information on how to use this, however this room has additional meeting options detailed below.

If anyone in the room will be presenting a video clip in the Teams session, they are advised to use the ethernet socket, rather than relying on WiFi, to ensure that your video plays back smoothly on in the in-room screens.

Joining the meeting

If you invited the room to the meeting in advance then the meeting should appear in the list on the left of the Teams control panel (on the AV cabinet). Select the meeting to start the session. For ad-hoc meetings, either add the room win-cowey1@ndcn.ox.ac.uk to the meeting or select 'Use Room Audio' on your device and choose Cowey 1 from the listed rooms.

See the Teams Room documentation for more details.

Selecting the WALL Camera

The room has two cameras which can be switched between by touching the camera icon on the Teams Room panel whilst joining or during a meeting and selecting from the list of cameras provied.

Unfortunately it is currently technically impossible to name these cameras differentially, so please use the preview image to determine which is the correct choice.

Meetings not using Teams

The Teams Room hardware installed in this location is capable of joining a Zoom or WebEx meeting. See the Teams Room page for details.

If you need to use another conferencing application then you can use one of the fall back options for video display detailed below, but you will be unable to use the room cameras/microphones.

Using the screens without Teams

If Teams is unavailable (perhaps due to a network outage) or you need to use a video conferencing application other than Teams, Zoom or WebEx then you can connect your laptop to the screen(s) via HDMI, either using the provided HDMI socket/cable (select Lectern on the Crestron panel) or via the Barco Click-share dongle (located on the lectern shelf), choosing the Barco input on the 'Crestron' panel.

Using the Barco Click-share

This device is a wireless HDMI system, using a USB dongle on your device to provide a virtual HDMI connection.

To use, select Barco on the Crestron panel and then connect a Click Share dongle to your computer (use a USB-A > C adapter if required).

Once connected, a storage device will appear, run the ClickShare app and then once the light on the dongle turns static white, click the button to start sharing your screen (light will change red):
https://www.barco.com/en/clickshare/support/clickshare-cse-200/knowledge-base/2898-how-to-share-with-clickshare-button