This article is applicable ONLY if you are scheduled in a non-self-sufficient (codec-based) videoconferencing room or directed to review this article by Enterprise Collaboration (ITS).
Legacy spaces require Enterprise Collaboration to bridge the connection between the scheduled Zoom session and the room system.The process below applies only to events scheduled in Research 163, Innovation 131, and Innovation 334. Other departments manage these spaces but still require Enterprise Collaboration to bridge the connection between the scheduled Zoom session and the room system.
After you have a 25Live reservation confirmation for an event in one of these spaces, you will need to submit a ticket for the videoconference connection.
Requests for this connection must be submitted no later than one full business day before the event.
Submit the Zoom information and request the connection via a TDX ticket.
Once your request is processed, the following will happen on the day of the event:
- Zoom will automatically connect to your room fifteen (15) minutes before the provided meeting start time.
- The event will NOT be monitored.
- To disconnect the meeting, use the touch panel to end the call and shut down the system.
- If the room is not connected 15 minutes before the start of the meeting, IMMEDIATELY call Enterprise Collaboration at 703-993-5580.
Bring a computer
Hosts that are in-room only will need to connect to the conference via a laptop so that they may:
- View, join, or moderate the chat, breakouts, etc.
- Manage waiting room if applicable
- Mute/unmute participants
- Record the meeting. Cohosts may also trigger this if they are on their own computers joined to the meeting. When scheduling the meeting, you can automatically start the recording using Meeting Options > Automatically record meeting in the cloud.
DO NOT CONNECT YOUR AUDIO/VIDEO on the computer that is the same room as the Cisco room system! Audio feedback will occur. Mute your computer’s mic and speakers should your computer audio connect (to prevent feedback).
Host connect 20 minutes early
The host should connect to the Zoom 20 minutes early to allow the room system to join. If the room is not connected 15 minutes before the start of the meeting, IMMEDIATELY call Enterprise Collaboration at 703-993-5580 to prevent further delays. Enterprise Collaboration connects the Zoom meeting to the room system. If the Zoom is connected, but you require other assistance with the room layout, cameras, or other technology in the room, please call the applicable team at the bottom of this article to be connected to support staff to aid in using the touch panel, etc.
If you are the host, we recommend that your meeting be scheduled to Allow participants to join anytime in the Meeting Options of your scheduled meeting. If already scheduled, you may edit the meeting details before the start of the conference.
***Not allowing guests to connect early will cause your room system to not connect properly to the scheduled event if the host on a computer does not also join 15 minutes early.*** You or the host may email email@example.com for more information surrounding this setting.
(Hosts only) Do you have a Waiting Room enabled? If a waiting room is enabled, you or a co-host will need to connect to the Zoom meeting from a computer to admit the room system (displayed with a generic Cisco name) and other guests not cleared to skip the waiting room. If you are not the host, communicate with the host that they will need to admit the Cisco room system from the Waiting Room on the day of the event.
If you or the host has chosen “Mute participants upon entry,” the room system will be muted in Zoom. Hosts may disable this auto-mute while scheduling or editing their meetings. Pressing Unmute on the Crestron touch panel will not unmute you in the Zoom meeting software. You will need to get a keypad/dial pad to enter 12 (one-two), which will unmute your microphone in Zoom. You may still need to unmute yourself via the Mute button on the Crestron touch panel. Ideally, you or the host should NOT enable Mute participants upon entry until AFTER the Cisco room system has successfully joined the meeting successfully. If you are unaware of how to implement “Mute participants upon entry” after the meeting has already started, please see this article for more information.
Show your local, in-room presentation
If you share a presentation from the room, you will need to start sharing the computer (Press Dual Content/Video > PC to share the installed desktop). Otherwise, remote Zoom participants will not see the presenter’s content. If a presentation is shared by a remote Zoom guest, it should appear on one of the two projection screens with the meeting participants on the other screen. If the projectors are not powering on or switching appropriately, please call Student Centers for assistance
You may need to select or aim the camera(s) using the Crestron touch panel. The cameras zoom, pan, and tilt. There are buttons to choose a camera to better view the active speaker(s) from the front and/or the back of the room. Only one front or rear camera can be used at a time. There may be a self-view button or a small monitor with video feedback of what you are sending.
Remote participants will join the link from their own device or dial in over the phone. Please review these links for more information:
- Enterprise Collaboration: (703) 993-5580 for questions regarding the web conferencing connection
- Event Services: (703) 993-8919 for technology-related inquiries in Research 163
- Fairfax Classroom Support: (703) 993-3456 for the in-room technology for Innovation rooms 131 and 419
- University Events: (703) 993-2853 for questions related to room reservations