The Brooks Conference Room has received a new Polycom meeting device. In addition to our Polycom meeting room article, this article will help explain how to use Brooks Conference Room specifically.

Brooks Conference Room is equipped with three different inputs, which will be explained below.

HDMI 1 - The Polycom

Descriptions of the Polycom equipment can be found here.

The Polycom meeting device helps facilitate virtual meetings in the Conference room. Teams, Zoom, and Webex meetings are currently supported, although the device defaults to using Teams.

How to Join a Scheduled Meeting

You will know that your scheduled meeting involves a meeting room if the room is listed as a Required participant in the Outlook invitation:

Open

If you are attending remotely, no further action is needed - you will join the meeting from your device like normal.

If you attend the meeting from the meeting room directly:

1. Once you enter the room, you should see the meeting displayed on both the TV and the digital control panel:
   
   

   Open

   

   The TV will display the meeting.
   
   

    

2. Once the meeting is ready to begin, you can tap the Join button on the digital control panel (see the purple box in the above image).

3. The camera and microphone will activate, and remote attendees can join the meeting.

How to Join an In-Progress Meeting

If a meeting is already in progress and you wish to attend via the meeting room, you can accomplish this using one of two ways:

Option 1: Add the Room to the Meeting

1. Ask the meeting host to add the meeting room to the meeting as a participant:
   
   

2. Once added, the digital control panel in the room will ring and a notification will pop up. Click Accept to attend the meeting from the room.

Option 2: Forward the Email Invite

1. If you have a meeting invitation on your calendar, open it, and click the forward button:
   
   

2. Forward the meeting invitation to the meeting room in question:
   
   

3. Click Send. You will receive an email from the meeting room once it accepts:
   
   

4. The meeting will sync and show up on the digital control panel - tap on Join to attend the meeting.

   • Note - it may take a minute for the meeting to sync and show up.

How to Start an Impromptu Meeting

If you would like to start a meeting from a huddle room without prior invitation/spontaneously:

1. Tap the Meet button on the digital control panel to begin a meeting.

2. Tap the Type a name field at the top of the wall panel and search for the attendees you wish to add.
   
   

3. Once added, the attendees will receive a Teams notification/ring on their computer and can join the meeting.

HDMI 2 - The Desktop Computer

The desktop computer setup on HDMI 2 utilizes a wireless keyboard and mouse, which can be found on the counter under the TV. This input is designed mainly for in-person meetings where an individual would like to present a PowerPoint, document, etc. to an in-person audience.

Using the Desktop Computer

1. Change the TV input to HDMI 2.

2. Using the wireless keyboard and mouse, log into the computer with your OTC account.

3. Your OneDrive files will sync. Open the document you wish to present to the room.

4. Log off when the meeting concludes and return the source on the TV to HDMI 1.

HDMI 3 - The Wireless Display Adapter

The HDMI 3 input on the TV utilizes a wireless display adapter, which will allow presenters to cast their laptops to the TV. Only one person can be casting their device at a time. This functions similarly to the HDMI 2 method but uses a person’s individual laptop.

Casting From a Windows Laptop

1. Change the TV source to HDMI 3.

2. On your Windows laptop, press the Windows key and the K key to bring up the casting side panel.

3. Locate the room you are currently in and click on it - in this case, Brooks.

4. Enter the code displayed on the TV and press Connect.

Your laptop screen is now mirrored to the TV for in-person presentations.

Casting From a Macbook

1. Change the TV source to HDMI 3.

2. On your Mac laptop, open the Control Center and select Screen Mirroring.

3. Locate the room you are currently in and click on it - in this case, Brooks.

4. Enter the code displayed on the TV and press Connect.

Your Macbook screen is now mirrored to the TV for in-person presentations.

Meeting Tips

In-Person Meetings with Virtual Participants

• Use the HDMI 1 option, the Polycom device, to facilitate your meeting.

• Treat the Brooks Conference Room as a participant when inviting the room to the meeting.
  
  

  • Don’t forget to make the invitation into a Teams meeting if it is going to include virtual participants!

• If you are in person and would like to share your screen with all participants, make sure you have a laptop with you and join the meeting from there. Then, share your screen.

  • Don’t forget to mute your microphone on your laptop to prevent audio feedback!

In-Person Meetings with No Virtual Participants

• Use the HDMI 2 input option to use the desktop computer if you would like to share content with the room, or HDMI 3 if you have your own laptop device.

  • In a pinch, you can start an impromptu meeting from the Polycom control panel and then add yourself to the meeting. From there, you can share your screen. It is recommended you use the HDMI 2 option instead if you have no virtual participants.

• To display a video in the room using the HDMI 2 option, make sure the volume on the TV is at an appropriate level.

• HDMI 3 casting will utilize the TV audio.

If you need further assistance, contact the IT Help Desk.