Cook Hall - Basic Setup and Use Guide

Introduction

The format for putting each room into operation follows a “Lights, Camera, Action(s)” which generally includes the following: 

  1. "Lights”: This step includes turning on the lights and making any adjustments necessary to optimize the lighting in the room. 
  2. “Camera”: This step includes putting into operation & testing ALL components used for the session: computers, cameras / projectors, microphones, and applications. 
  3. “Action(s)": This step includes configuring & testing all settings for computers and applications to ensure successful operation.

If you get stuck at any point, please call IT Education Services at extension 5969.

Room Specific Notes

 

  • Use cases: Cook Hall is an event space that is under the oversight of Conference Services. It has a maximum occupancy for 300 people using a "theatre style" (rows of chairs) seating configuration, or a max occupancy of 200 using "banquet style" seating with tables.  It can be used as a whole room, split in half, or separated into quadrants. The room is frequently used for hosting large or small lectures / seminars, working groups, and as an overflow room from the Grand Ballroom.
  • Video capabilities: Cook Hall contains 4 separate lecterns, each located in a corner of the room and equipped with a laptop provided by Conference Services. The room contains 2 projectors, 4 display screens, and 4 cameras. The cameras are located near the side entrance doors, and are available for web conferencing/lecture recording. Additonally, a user laptop that accepts a HDMI input can be displayed in the room using the HDMI cable found on each lectern.

      

  • Scheduling Capabilities: Please contact confservices@neomed.edu to book this space.
  • Audio capabilities: Cook Hall currently contains 6 rechargeable handheld microphones and 1 rechargeable bodypack/lavalier microphones located under Lectern A. When connected via the USB cable at the lectern, microphone and PC audio can be used for web conferencing events.     
  • When referring to the front of the room, this is the wall farthest from the B & C entrance doors (pictured above).
  • When referring to the back of the room, this is the wall closest to the entry doors.

Preparing the Room

"Lights"

There are multiple light switches in the room that allow the room / quadrants to be operated individually. There are two types of switches.

  1.  Multi-setting lights: There are 4 of these switches in the room. Each is located to the inside wall of the side doors and allows you select a lighting preset that fits your needs. 
  2. Single switch lights: These 4 of these switches that are located on the inside walls of the front and back doors. 

  

"Camera"

  1. Touch Panel - Use the Touch Panel to adjust various technologies within the classroom such as: projectors, TVs / screens, source input, room audio settings. To activate the Touch Panel, touch the screen, then follow these steps:
    • Mode Selection
      • Four Rooms (all divided): This divides the room into 4 separate spaces. The room can be divided using the ceiling tracks and all 4 spaces can be used independently. Rooms are operated from their respective Touch Panel.
      • Two Rooms (A&B - controlled by Touch Panel A) (C&D - controlled by Touch Panel D): This divides the room into 2 halves (length-wise). (Lectern B is opposite A, Lectern C is opposite D). 
      • One Room (all combined - controlled by Touch Panel A). Pictured below, this allows the room to be used as one, combined space. When using the room as one space, you must use either Touch Panel A or D to operate the room.
      • NOTE - If you need to switch from one room mode to another, simply press the Combine or Divide Button, and select another mode (see below)
      • Help Button - If you get stuck, there is a Help button in the lower right of the panel - this provides the steps to operate the room.

    

 

  • Using the Touch Panel
    • You can use the Touch Panel to select different input sources, control the camera (move and zoom in/out), adjust the microphone volume, and turn specific projectors on and off. NOTE: Some features may be "greyed out" and inaccessible, depending on which room mode you are using.
    1. Selecting the INPUT SOURCE: To display the PC image, select the appropriate 

 

  1. You can use the camera controls to move the cameras. Start by selecting the appropriate camera source. Use the up/down or left/right arrows to move the camera. Use the + / - buttons to zoom in or out. Additionally, you can select up to 3 camera positions to use as presets. To set a preset, move the camera to the desired location, then press and hold the preset button until it registers. Move the camera and hit the preset button you selected again to ensure it is set correctly. 

  

  1. Powering the projectors - depending on the room mode you are using, you may want to power certain projectors on or off. To turn a projector on or off, simply press the respective button on the corresponding projector.

 

  1. Adjusting the microphone volume. To adjust the microphone volume, select the appropriate microphone and move the volume slider up or down / or push the +/- sign.

  

  1. Login to the Lectern laptop with the lecture username and associated password. 
  2. Ensure that both the HDMI cable (for video) and the USB line (for audio) that run out of the lectern are plugged into the laptop.
    1. If you are running a video conference, the USB must be plugged in, located on the lectern, into the PC running the video conference. This will route the room audio through the PC and to the remote audience.

  1. Turn on the microphone(s). All the microphones in this room are rechargeable. The microphones & charging station are usually located under Lectern A. There are two types of microphones in this room:
    • Handheld microphones: Push the button in the center of the microphone to mute/unmute the microphone.
    • Bodypack/lavalier microphones: Push the button on the front of the bodypack to power and mute/unmute the microphone.
      1. Ensure your microphone is fully charged (indicated on the charging station) and speak into the microphone(s) to ensure you can hear yourself in the room.
      2. To wear the headset: Hang the ear hook portion of the headset over the top of the ears, with the headset routed around the back of the speaker's head.

    

  1. If you are playing any videos through the PC, please test the sound levels by clicking the Sound icon and adjusting the volume level, as appropriate. If you do not hear the PC audio in the room, please select a different sound input, found right above the volume slider and re-test the volume slider.

 

"Action"           

  1. Use the left buttons on the Touch Panel to select the appropriate video input you would like to display based on your room configuration. (Lecture A, B, C, or D)

  2. The active camera used for lecture recordings and/or Zoom is selected on the Camera page on the Touchpanel.

  3. If applicable, load PowerPoint slides onto Lectern laptop.

    1. If using a flash drive, a USB hub can be found near the PC monitor to connect (pictured above). Please copy the presentation from the flash drive to the desktop to mitigate the flash drive from failing mid-presentation.

    2. If the presentation is stored on OneDrive/email, please log into the appropriate account utilizing the Lectern PC's web browser and download the presentation to the desktop. 

    3. This PC is wiped nightly and files left on the desktop will be removed.

  4. Ensure that the USB PowerPoint slide advancer is connected and turned on (pictured above). Check that the slides can be advanced using the clicker.  

Using Zoom

  1. Launch Zoom and sign in to the appropriate meeting account (calendar accounts, departmental account, by individual, etc.) 

  2. Start or join the appropriate Zoom meeting/webinar.

  3. Within the meeting/webinar, open the Zoom Audio settings and select the appropriate microphone and speaker options. Once selected, select Test Speaker & Microphone and ensure both selected options are working (i.e., you can hear yourself and the computer chime within the room.) 

  1. Ensure you are unmuted and your video is on (if needed) by clicking the Audio and Video icons until they do not appear with a red line through each.

  1. If you plan to share a PowerPoint presentation over Zoom, click the green Share icon and select the associated Presentation. If not shared, Zoom participants as well as the Zoom recording (if applicable) will not see the presentation.

  2. If recording the Zoom session, select Record then Record to Cloud.

  3. Click on PowerPoint presentation with the mouse before you begin, otherwise, you will not be able to advance the slides with the USB clicker (if using.) 

  4. Time permitting, you can test your audio with those remotely joining on Zoom.

Troubleshooting

Basic Principles

  • For emergency requests affecting life, health, or safety, please call the NEOMED Police Department at 330-325-5911.

  • Ensure you are using the correct login credentials on the PC. 

  • Check the system settings: Are the settings correct for the audio, video, etc? 

  • Check power/connections: Ensure all items are properly connected and powered. 

  • Check the batteries for battery powered items.  

  • Close it and reopen it: When dealing with pesky websites, close the tab, or even better the browser, then log back in. 

  • Room or microphone audio not working: On the Touch Panel, touch Exit System and then confirm. Wait 1-2 minutes and then touch the Touch Panel to start the room again. 

  • If you have tried these steps and are unsuccessful, call IT Education Services at 330-325-5969. 

Room Technology

  • Troubleshooting the Cameras: Use the Touch Panel to adjust the camera(s) view. If you are unable to adjust the cameras, call IT.  

  • Troubleshooting the Microphones: Check the batteries & volume. Use the Touch Panel to adjust the volume of Instructor Audio found on the Lectern PC input selection.

  • Troubleshooting Zoom: Ensure you are logged into the correct account using the correct credentials. Check the Audio and Video settings. Ensure the proper audio and video options are selected. 

  • If you have tried these steps and are unsuccessful, call IT Education Services at 330-325-5969. 

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