Watanakunakorn - 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.
  4. If you get stuck at any point, please call IT Education Services at extension 5969. For emergency requests affecting life, health, or safety, please call the NEOMED Police Department at 330-325-5911.

Room Specific Notes

  • Use cases: Watanakunakorn is the university's primary auditorium. It is used frequently for lectures, seminars, & panels.
  • Video capabilities: Watanakunakorn is equipped with a small cart with TV "confidence" monitor. The cart monitor allows speakers to present from in front of the lectern and still reference their slides or other presented items. Watanakunakorn is equipped with a stationary Aver camera used to broadcast video for web conferencing and lecture recording.
  • Audio capabilities: Watanakunakorn contains 4 handheld microphones and 4 bodypack / lavalier microphones that can be used simultaneously. There are 12 table microphones on the tables adjacent to the lectern. There are 2 table microphones set up for audience participation, one located in each aisle. 
  • For display/audio purposes, you can utilize the room PC (Lectern PC input) or a laptop that can connect via HDMI (Laptop input.) 
  • When referring to the front of the room, this is the wall closest to the lectern where the instructor/presenter stands and the projector screen.
  • When referring to the back of the room, this is the wall closest to the upper level entrances.

  

Preparing the Room

"Lights"

When you enter the foyer of the auditorium, there will be a manual light switch immediately on your right (first picture below). Press On to turn on the foyer lights. Upon entering the inner auditorium doors, you will find a similar light switch on each side of the entrance. Press On to turn on the auditorium lights. For additional control, another switch can be found at the bottom of the accessibility ramp, and if you need to adjust the room lights manually, a switch with lighting presets can be found on the left side of the auditorium (as you face the projector screen; second picture below).

 

"Camera"

  1. Touch Panel:
    • Press the Touch Panel to begin the startup of the room technology (first picture below.)
    • You will then be prompted to select Single Screen Mode or Dual Screen Mode (second picture below.)
      • Single Screen Mode will display a single input source (i.e. PC screen 1) on the projector screen.
      • Dual Screen Mode allows presentation from two different input sources (i.e. PC screen 1 and PC screen 2) onto the projector screen side-by-side.
    • Once the control screen is displayed, press Tools to access the Lighting Presets. You can then select the lighting needed for your session/event (third picture below.)

              

  1. Log into the Lectern PC with the lecture username and associated password. 
  2. Turn on the microphone(s) - Microphones are located in the lectern, inside the cabinet labeled Microphones (first picture below). There are three types of microphones in this room:
    • Handheld & Bodypack microphones: When you open the cabinet, you will find a new rechargeable microphone station (second picture below). These microphones can simply be removed from the charging station and they will then connect with the audio system in the room. Once connected, you will notice the handheld microphone have a solid red light. This denotes the microphone is connected and muted. To unmute, simply press the “push” button (fourth picture below.) This will unmute the microphone.
      • If you are using a beltpack (those pictured above in the front row), you will need to connect a lavalier microphone. We have shifted to these lavalier microphones as they provide more consistent and clear speaker audio, following the turning of the speaker’s head, etc. These microphones can be found in the black drawer below the recharging station (third picture below). These lavaliers will need to be connected and disconnected before the microphone goes back on the charger. To disconnect the lavalier microphone (if applicable), press the black button on the lavalier connector highlighted in the picture below and while pressing, pull the connector piece away from the bodypack.
      • These microphones can be returned to any charging port; however, when done with the microphones, please carefully return the microphones to this charging station. Once all the microphones are returned, please return the lavalier(s) back to the drawer.
      • As an added function, each microphone’s volume can be adjusted independently now. You can adjust this by selecting Wireless Microphones at the bottom of the Touch Panel and then finding the microphone that matches the label on the microphone (i.e. Beltpack 1)
    • Panel microphones: The panel (table) microphones are enabled when the Touch Panel is started. Simply tap the red button to unmute, and tap again to mute.
    • Aisle microphones: The two audience microphones are enabled when the Touch Panel is started. Simply tap the red button to unmute, and tap again to mute.

  

  

  1. Speak into the microphone(s) to ensure they work.

  2. 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. When first starting the Touch Panel, the NEOMED flame will be displayed on the projector screen. This enables privacy as the PC is being used to prepare for the presentation. When ready, use the Touch Panel to touch the appropriate video input you would like to display: Lecture PC or Laptop.

    • Lectern PC: The usual input is Lectern PC (the room computer.) This will display the left computer monitor in the room and through Zoom/Echo, as well as the room computer's audio. 

    • Laptop: A laptop that accepts a HDMI input can be displayed in the room using the HDMI cable found on the lectern. Video/audio will be displayed in the room; however, Echo recordings scheduled in this room will not record the Laptop video/audio. (Echo recordings must be done using the Lectern PC input. 

  2. There is a confidence monitor (cart display) that allows presenters to see either PC screen as they present in front of the lectern. To use this, locate the Vizio TV remote to power the TV located in the lectern near the tower computer (first picture below). Next, press the Power button on the top-right of the TV remote (second image below). Finally, select Cart Display on the Touch Panel and then select the input you want to display on the confidence monitor: PC Screen 1, Laptop or PC Screen 2.

  

  1. If applicable, load PowerPoint slides onto Lectern PC.

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

  1. 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. The camera in row 2 is used to broadcast video for web conferencing (Zoom.) If you need to adjust the camera settings, use the Touch Panel and select Camera. You can then use the arrow and plus/minus buttons to re-orient the camera, as appropriate.

 

  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

  • Login: 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. *Most handheld and body pack microphones use AA batteries. Extra disposable batteries are usually located in the lectern drawers. Rechargeable batteries & charger are usually plugged in near the lectern. Exceptions are: F118 (9V batteries in lectern) & Meshel (rechargeable batteries in back room. 

  • 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 several minutes and then restart 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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