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McGill.CA / Biomedical Engineering / Resources / Audiovisual / Web Conferencing Cart

Web Conferencing Cart: Zoom Presentation with Single Display

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A Zoom presentation being given with participants looking at a display

Notes:

  • The Web conferencing cart will be referred to as the WCC
  • The presenter's computer will be referred to as a BYOD

Synopsis

  • A presenter near the WCC shares content from their BYOD to an audience on premise and remotely attending
  • Participants on premise need not attend the meeting using their own device
  • Akin to a typical Zoom meeting, using a single screen
  • The WCC is an attendee and manages the microphone, camera, and speaker on premise

Prerequisites

The presenter must host the Zoom meeting on their BYOD.

(Recommended) The BYOD should be equipped with an Ethernet connection.

Set Up

Cable Connections

Cable connections from web conferencing cart

Connections to the WCC

  • Plug the cart into a power outlet
  • Connect the red Ethernet cable from the cart to an active network jack in the department via a coupler

Connections to BYOD

The presenter's computer needs to be connected to the computer network. Two options are available:

  1. Connect the black Ethernet cable on the cart to the BYOD (recommended)
  2. Use the Wi-Fi network

    Turn on the Equipment

    • Turn on the WCC as instructed on the cart
    • Wait for the display and the Zoom Room controller to power up (2 minutes to boot and pair, then 37 seconds to synchronize with time server)
    • If the display is not showing the Zoom Room welcome screen ensure that the display input is set to HDMI1

    Joining a Zoom Meeting

    • Remove the lens cover from the collaboration bar on top of the display
    • Establish an internet connection from the BYOD
    • On the BYOD
      • Mute the microphone
      • Mute the speaker
      • Start the Zoom meeting
      • Configure the camera as desired
      • Share your content
    • Join the cart to the Zoom meeting from the Zoom Room controller
    • Configure the meeting experience from the Zoom Room controller

    After the Meeting

    • Place the lens cover back on the collaboration bar
    • Turn off the WCC as instructed on the cart
    • Disconnect all the cables previously connected

    Annotating During the Meeting

    Shared content may be annotated at the WCC.

    Troubleshooting

    Having issues? See the troubleshooting page.

    Graphics Attribution

    Various icons on this page were sourced from .

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