Cowey 1 Seminar Room WIN@Annexe
Details on facilities and usage of the WIN seminar room
The WIN seminar room is located in the Annexe, on the first floor. Details on facilities and usage are provided below.
For details on booking and using the Microsoft Teams Room functionality see our Teams Room page.
Facilities in Cowey 1 meeting room
The room can be used on its own, or the dividing wall between it and Cowey 2 may be removed to enlarge the space. Training on how to split/join the room can be obtained from the admin@win.ox.ac.uk team.
When used split from Cowey 2 it is imperative that you disable the microphones and speakers in the Cowey 2 room. Details on how to do this will be provided during your training session.
At the front of the room is a lectern and audio/visual rack. The lectern provides a power point, ethernet socket and fall back HDMI socket (see below). Tables/chairs are available in the Cowey 2 cupboards.
Please do not connect high-wattage devices to the lectern power point - it cannot provide more than 3A (approximately 690W).
Please do not move the lectern - doing so may damage the cables connecting it to the floor. If you do not require the lectern then please contact admin@win.ox.ac.uk to arrange for it to be temporarily removed.
As with the Cowey 2 room, floor boxes provide power and ethernet for the tables.
Please ensure that all cable access flaps are opened when the floor boxes are used to prevent damage to cables. If you need to plug in an all in one charger/mains plug then you should remove the floor box cover to prevent damage to your charger.
Hosting a seminar
Seminars
When hosting a seminar you should use the ceiling mounted camera. This is imperative if you are recording 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 your lecture includes video clips and you are using Microsoft Teams to share your screen, you 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 Ceiling Camera
The room has two cameras which can be switched between by touching the camera icon during a Teams meeting/at the meeting join screen and selecting from the list of cameras provided - 'Speaker' is the ceiling mounted camera and 'Room' is the wall mounted unit.
Meetings not using Teams
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 joining a Teams meeting on your device
Once the Teams Room device is connected to the meeting, connect an HDMI lead from the lectern input port to your laptop (you will need to use a USB-C to HDMI adaptor, provided, if your laptop does not have one of these ports). The Teams session should detect your laptop and switch to sharing your entire screen, as if you had joined the meeting on this device and then shared your desktop.
Please ensure that no sensitive material/information is on display before you connect.
If your presentation includes sound then you can send the sound to the room speakers using the HDMI audio device that will have been created when the cable was attached (on a macOS device open Settings and in the Sound section change the Output option).
DO NOT use the Lectern input icon on the Creston panel - this does nothing.
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 the Barco Click-share dongle (located on the lectern shelf), choosing the Barco input on the 'Crestron' panel.
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
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
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