Meeting Room 2 (London - Lower Ground Floor)

Description & Capabilities

The 2nd of 3 divisible or conjoined client facing meeting rooms each servicing a 9 person Zoom room, hybrid conference room, presentation or 12 person round table meeting space. This room contains dual 65" touch screens, ceiling mounted microphone, 4 x ceiling mounted speakers, 2 x camera's front facing & presenter, table top room control touch panel, "Bring Your Own Device" (BYOD provision & Apple screen share. Digital signage can be provided so please ask if you need.

Frequently Asked Questions

General

What type of room is this? A Zoom Room. You can launch a Zoom Meeting directly from the touch display on the desk or using the 65" touchscreen without the need of a laptop.

Booking

How do I book the room? You can book the room a few different ways; via the Crestron room booking panel on the outside of the room, via Officespace, via the Admin team (who will schedule the session for you), or our recommended preference - sending a calendar invite & selecting the room location.
Why do we recommend a calendar invite? If you send a calendar invite and include the Zoom meeting invitation, your conference will be ready to join via the home screen or the table top panel as soon as you enter the room (no manual intervention needed).
How do I send a calendar invite? You can send a calendar invite from Outlook via the Global address list. Simply add the Room via the location button in your invite. Don't forget to add the Zoom meeting invitation within the body of the email. (If you don't have the Zoom email plugin please speak to the IT department).

Checking into the Room

Why do I need to check into the room? It is important to check into the meeting room before the meeting starts. You can check into an empty room 10 minutes before the meeting starts. If you have not checked in 10 minutes after the meeting starts the meeting room will be released from the calendar and others will be able to book the room.
How do I check into a room? You can check into the room via the scheduling display (outside the room) or from within the room on the touchscreen or table touch panel itself.
What happens if I have not checked into my room for a recurring meeting? If you do not check into the room in over 4 consecutive sessions your recurring event will be automatically removed from the calendar moving forwards.

Joining a Conference from the Zoom Room

What if I do not want to use Zoom? You can join any type of conference call as long as you have the relevant software on your laptop. See 'How do I connect my laptop to the in room video camera, mic and speakers'.
How do I join a Microsoft Teams call? You can join a Microsoft Teams call by hitting 'Join' on the home screen and selecting the Teams logo, then using the meeting ID and passcode from the meeting invite
Can I invite people into the call? Yes. You can invite participants directly from the table touch panel or touchscreen whilst in a call.
Can I call someone on a phone? Yes. You can call Grimshaw staff directly from the contacts list or externals via the Phone icon on the home screen.
How do I admit people into a call? Simply by selecting participants from the table touch panel and admitting the waiting attendees

Joining the Rooms

Before I do this how do I move the tables away to clear the room

The room table has a pull out tray for laptop connectivity labelled with the room name. DISCONECT THE CABLING from the floor point before moving and coil using the cable tie to the table. Gently fold & store, return the room table to the same room reconnecting the cables, use the coloured labels matching to the floor connections - or laptop connections & the table touch panel will not work !

You can Join the room AV technology in any of the following combinations aligning with the physical opening of the rooms. The room control touch panel provides operation of the AV equipment via a separate drop down menu. Tap the centre top of the touch panel to reveal a drop down bar, touch the arrow head to display the room control menu

Join the room AV technology in any of the following combinations
Meeting rooms 1 & 2
Meeting rooms 2 & 3
All meeting rooms
Make all rooms single

The lectern can be used with your room layout as follows

Room 2 - near the dual screens to the left by connecting the colour coded lectern cables with the matching floor box connections
Room 1 & 2 - near the large 110" screen lectern in meeting room 1
Room 2 & 3 - you can choose to present at the lectern points near the dual screens in either room. The point between the screens in room 3 may be preferable
All rooms joined - Room 1 lectern point

Touch and hold the room joining button for 4 long seconds to reveal a graphic for each of the room combinations. Select your choice and click save or cancel to join the technology matching the room layout..

You will also see display control options where you can choose from the following

Turn screen on/off
Choose to pin the Grimshaw logo to the screen which may be desirable ahead of client meetings
Choose “The Zoom Room” to display on the screen
Choose to use the touch panel for Zoom Room control either at the table or at the lectern
Present using BYOD either at the table or at the lectern

The camera control gives the below

Choose which camera’s to use in single room or combined room setup. The more rooms combined to more camera’s to choose from for your session
Zoom camera in/out Pan & Tilt

Power and Connectivity BYOD

How do I connect my laptop to the in room or room combination camera, mic and speakers? There is the option to connect at the table or at the lectern: A small pull out tray under the desk in the far left hand corner of the room which enables you to use the meeting room equipment from your laptop. This tray contains 4 cables labelled; Power, Content, Touch and BYOD. The cables serve these functions:
1. Power - This typically gets inserted into the top left hand USB-C port of your laptop and charges up your battery whilst in a call.
2. Content - Provide content share functionality via the USB-C or HDMI ports.
3. Touch - Enables BYOD touch capability at the screen when sharing in room content
4. BYOD - Provide camera, mic, speaker functionality via the USB-C or USB-A ports when in BYOD mode.

How do I use Teams for the first time in BYOD mode? As with all conference apps you will have to select the devices you have available to use as you would at home. When joining a Teams meet select QSYS-NV32-H for your Audio & Speakers & select your preferred front facing ore presenter camera. Once selected your laptop will remember for next time
Can i zoom the camera in/out when in BYOD mode? No unfortunately laptop conference app's such as Teams & Zoom do facilitate camera control beyond selecting your preferred camera
Can I charge my phone via the in room under desk tray? Yes, providing you have a charging cable that can go into a USB-A or USB-C port within the under desk pull out tray. This is not available at the lectern.

Screen Sharing

How do I share my screen in a Zoom Rooms call? You can share your laptop screen directly from the Zoom share icon on your laptop. Please ensure that you are connected to the Grimshaw WIFI. You can also connect the 'Content' cable from the in room under desk pull out tray, which is recommended when running animations and audio files.

Info: You will not be able to annotate from the touch screen when using the 'Content' cable. If you want to annotate during the session please disconnect the cable and share via WIFI.

What if I cannot reach the under tray HDMI cable during a zoom call? This can be done One of Two ways. We recommend sharing content directly from the Zoom share icon on your laptop. However, you can also join the meeting from the meeting invitation on your laptop and share content to the screen directly from your laptop over the WIFI.

Info: When you join a meeting from your laptop make sure that your mic is muted and speaker volume is off else you will hear feedback.

Camera

Is there an presenter camera in room? Yes. The presenter camera is mounted at high level opposite the screen and is an optical pan & tilt camera with x 20 zoom capability
How is the camera set? The camera will default to a set position that shows all participants around the table.
Can I change the camera view? Yes. The front facing camera can be manipulated via the touchscreen on the desk. When in a meeting select 'Camera Control' and you can choose to manually frame yourself via the zoom functions, 'Auto Frame' the group and let the tech frame the active person (great if you are moving around the room) or Multi Stream. Multi Stream individually frames all faces in the room as a gallery view.

Lighting

The lighting control is a magnet device pinned on the wall. The room has up lights illuminating the ceiling with an even light, diffused and even lighting for use with hybrid meetings and spot lights

How do I control the lighting settings? There are 4 buttons on the lighting control unit for you to selects from

Audio

How do I control the volume? Volume via the ceiling microphone should default to a well balanced setting. However, it can be controlled from the touch display on the desk.

Miscellaneous

Can I invite people into the video conference? Yes. You can invite participants directly from the touchscreen whilst in a call.
Can I call someone on a telephone? Yes. You can call Grimshaw staff directly from the contacts list or externals via the Phone icon on the home screen.
Can I use the screen to ideate? Zoom Rooms have a 'Whiteboard' feature which allows you to sketch out your thinking via the monitor touchscreen.
Can i share my iPad or iPhone? Yes simply select apple share from your phone where you will see a selection of meeting room within range, select one and a code will appear on the meeting room screen. Enter the code into you phone and go

Feedback

If this information needs to be updated or you have specific feedback regarding improvements that could be made to this meeting room please inform the IT department as we'd love to hear your thoughts.