Conference Room A/V Quick Guide - Saratoga 113

Relevant to: faculty, staff, and students

This article contains information considered accurate at the time of publishing. Technology updates, changes in University security practices, policies and procedures may effect the information in this article - updates to articles are scheduled on a periodic basis and will address any required changes.

Room A/V Controls

On the Room Control Panel, select your Source:

  • Room PC
  • Laptop HDMI
  • Wireless Presentation
Screen shot of Room PC selection

Connect using Room PC

  1. On the Control Panel: Select Room PC.
  2. Connect the device: Log into the room PC.
  3. Log into MS Teams if you are joining a Teams meeting.
    1. Choose YES to let MS Teams access your camera.
Choose NO to decline Windows and apps access to your location.
Screen shot of Laptop HDMI selection

Connect using Laptop HDMI

  1. On the Control Panel: Select Laptop HDMI.
  2. Connect your device: Plug your laptop into the HDMI cable provided.
Display: Your laptop screen will now show on the wall display.
Screen shot of Wireless Presentation selection

Connect using Wireless Presentation

  1. On the Control Panel: Select Wireless Presentation.
  2. Connect your device: Use the IP address displayed on the wall screen to connect.
Display: Your laptop screen will now show on the wall display.

 

Camera and Presenting Using Teams

Screen shot of Podium or Audience selection

 

Podium and Audience Camera Selection                                                                                              
Screen shot of System Off and Mute selection

 

System Off and Mute
Screen shot of System off selection

 

System Off

Starting the Room PC for Teams

  • Use the Room PC to start Teams.
  • This action automatically:
    • Turns on the wall monitors.
    • Activates the room microphones located on the ceiling.
      • If you see a green bar/light on the ceiling microphone it is ON
      • If there is no light on the ceiling microphone it is MUTED

Selecting the Right Camera

  1. Login using University or Guest account credentials.
  2. The NDI panel should appear automatically. If not, search for “NDI” in the search bar.
  3. Select cameras and start NDI, ADI & Tools.
  4. Click the gear icon and choose the camera for your room (e.g., 113W-CAMI-146 for room 146).
  5. Video1 is mapped to cam1 (not stream), Video2 to cam2.
  • All first-floor rooms have two cameras.

Teams Setup

  1. Sign in to Teams.
  2. Go to Settings (click on the 3 dots at the top near the search bar then select Settings)
  3. Uploaded Image (Thumbnail)Click Devices
  4. Select the camera you want to use for your call/meeting.
    • If presenting at the podium, choose Video 1 (Cam 1).
    • If capturing the whole room, choose Video 2 (Cam 2).
    • Both streams connect through NDI (Network Device Interface).

Audio Controls

  • Gooseneck microphone:
    • Volume and mute controlled at the center panel.
  • Ceiling speakers:
    • Adjust volume from the far-right control.

Camera Controls

Access the camera icon on the control panel.

  • There are two room cameras:
  • Cam 1 (Video 1): Front-facing camera at the podium.
  • Cam 2 (Video 2): Wide room view camera.
  • Adjust tilt, pan, and zoom directly from the control panel.

Making a Test Call

Place a test call in Teams.

  • Use speaker settings on the panel to confirm:
    • Microphones are working.
    • Speakers deliver clear audio.
    • Cameras are providing the correct view.

Adjusting During a Call

  • Adjust the camera shot using the side panel controls.
  • In the Teams call itself, always verify:
  • Teams Camera Selection matches your intended camera.
  • Audio levels are appropriate.

Shutting Down / Logging Off

At the end of your session:

  • Turn the display off (via control panel).
  • Log off the PC (if you used the in-room computer). Always log off before leaving to protect your files and ensure the next user has a clean start
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