Hosting and Attending a Hybrid Meeting in 4 Varsity at 1848

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Objective: Virtual and hybrid meeting participants can see and hear each other and view visual content (i.e. a PowerPoint presentation) presented by the host.

To achieve this, use the following guidance to address participant audio, participant video, and screen sharing.

 

Guidance:

  • Equipment Needed --
    • Laptops for all meeting participants.
    • 4 Varsity resources:
      • Conference phone with two adjoining mics
      • Projector, projector screen and keypad
      • HDMI cable attached to lectern
  • Participant Audio & Video Set-Up --
    • Host:
      • Share a Zoom call invite with all meeting participants. (Teams will not work for lack of a call-in number.)
      • Join the Zoom call. Mute mic in Zoom. Mute computer speakers. For audio, use the conference phone in 4 Varsity to call the phone number provided in the Zoom invite details. The conference phone and its two adjoining mics facilitate two-way audio and communication for all participants. For best results, place the conference phone in the center of the table located at the middle of the room, and extend the two mics to their full length in either direction on the same table, as pictured below.

mceclip0.png

    • In-person attendees: Join the Zoom call. Mute mics in Zoom. Mute computer speakers.
    • Virtual attendees: Join the Zoom call. Mute mics in Zoom when not speaking and unmute to speak.
  • Screen Sharing Set-Up by Host –
    • Use projector in room for in-person attendees:
      • Connect laptop to HDMI cable attached to lectern.
      • To adjust the projector screen, use the keypad located on the wall near the lectern. Press the Controls button in the lower right, then use the controls to move the projector screen up or down.
      • To present your laptop screen on the projector screen, use the keypad located on the wall near the lectern. Press the Presentation button on the upper left of the screen. Select Lectern. This duplicates your laptop screen via the projector. Tips:
        • To show different content on your laptop vs. your projector, press the WINDOWS KEY + P on your laptop keyboard, and this will pop up a sidebar. Select the Extend option.
        • To present a PowerPoint presentation while making the notes visible to only the host (“presenter view”), use the Extend view outlined above. In PowerPoint, select Slide Show, then select From Beginning
    • Use Zoom for virtual attendees:
      • In Zoom, click Share Screen and select the content you wish to share. Tip: If you wish to share PowerPoint slides to all attendees but wish to reference the PowerPoint speaker notes in presenter view, follow these steps.
        • You’ll need the Advanced tab of the Share window – located here:

mceclip1.png

 

Guidance for Alternate Options:

Scenario: It is difficult for virtual participants to hear an in-person participant (i.e. in-person participant has a quiet voice volume and/or they are located far away from a mic).

Solution: Everyone will already be on the Zoom call (see steps above). Host or in-person participant mutes the conference phone mic from the keypad while the in-person participant un-mutes their mic in Zoom to speak. This allows virtual participants to hear the quiet individual without creating feedback by having multiple mics “open” at once.

 

Scenario: Group preference is to use MS Teams rather than Zoom and only one person is participating virtually.

Solution:

  • Participant Audio & Video Set-Up --
    • Host: Share an MS Teams invite with all meeting participants. Join the MS Teams call. Mute mic in MS Teams. Mute computer speakers. Set up the conference phone and be ready to answer when the virtual participant calls in. For best results, place the conference phone in the center of the table located at the middle of the room, and extend the two mics to their full length in either direction on the same table.
    • In-person attendees: Join the MS Teams call. Mute mics in MS Teams. Mute computer speakers.
    • Virtual attendee: Join the MS Teams call. Mute mic in MS Teams. Mute computer speakers. For audio, use personal phone to call the 4 Varsity conference phone number (608-308-5529). The conference phone and its two adjoining mics facilitate two-way audio and communication for all participants. Note that only one person can call into the conference phone line. There may be a way for multiple people to call into the conference phone line but we haven’t figured that out!
  • Screen Sharing Set-Up by Host –
    • Use projector in room for in-person attendees:
      • Connect laptop to HDMI cable attached to lectern.
      • To adjust the projector screen, use the keypad located on the wall near the lectern. Press the Controls button in the lower right, then use the controls to move the projector screen up or down.
      • To present your laptop screen on the projector screen, use the keypad located on the wall near the lectern. Press the Presentation button on the upper left of the screen. Select Lectern. This duplicates your laptop screen via the projector. Tips:
        • To show different content on your laptop vs. your projector, press the WINDOWS KEY + P on your laptop keyboard, and this will pop up a sidebar. Select the Extend option.
        • To present a PowerPoint presentation while making the notes visible to only the host (“presenter view”), use the Extend view outlined above. In PowerPoint, select Slide Show, then select From Beginning.
      • Use MS Teams for virtual attendee:
        • In MS Teams, click Share Content. Select a Screen or a Window to share. For example, selecting a Window can allow you to share only the audience-facing slides of a PowerPoint deck.
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