How to Use the Executive Conference Room

Overview

This comprehensive guide will detail everything you need to know regarding the use and reservation of the Executive Conference Room (XFC-2618). The article covers screen sharing, starting a web conferencing meeting, and "Bring your own Device" (BYOD) mode.

Please note: This room natively supports Zoom as the chosen web conferencing platform. Although it is possible to host and join online meetings on other platforms (e.g. Microsoft Teams & Google Meet), it is strongly recommended that Zoom is the chosen platform.

BYOD Mode is only supported on Windows PC devices. Apple MacBook devices do NOT support BYOD.

Booking a Meeting

To book a meeting for the Executive conference room please refer to this guide.

Screen Sharing

There are multiple ways to screen share to the display. It is strongly recommended to connect directly via the Screen Sharing cord to minimize screen lag. Screen sharing can be done with or without an active web conferencing meeting.

Connecting Directly via HDMI:

1. Connect the adapter labeled Screen Sharing to your device.
2. The device should automatically start sharing your screen. If it does not, select Share Content on the Tabletop Device.

Wireless Screen Sharing

Alternatively, you can leave the Screen Sharing adapter cord unconnected and share content wirelessly. This is NOT recommended if the content being shared includes any videos. You may experience higher levels of display lag.

1. Click Share Content on the Tabletop Device.
2. Instructions for how to connect via the Zoom app or from a web browser will appear on screen with the code needed to start sharing. It is recommended to share screen wirelessly through the Zoom App directly.

Zoom Web Conferencing

***Note: If a Zoom meeting was scheduled in advance as part of the Google event, a computer connected via the adapter is NOT necessary to start the meeting (unless you would like to screen share). Simply select "Start" from the Tabletop Device to begin the Zoom meeting.

Starting the Meeting:

You must include a Zoom Meeting as part of the Google Calendar event in order to start a scheduled meeting. Please refer to the guide below. *NOTE: Making a phone call from the Tabletop Device is currently NOT supported.

Meeting Controls:

Please refer to the guide below. The general principle is that the controls are no different than if you were hosting a Zoom on your personal computer. The controls are now on a different device as opposed to your computer in this design.

Inviting Users to a Hosted Meeting:

There are two methods that can be used to invite additional users to your meeting after you have started it: Email (RECOMMENDED) and Contacts.

Via Email (Recommended):

1. Select Invite on the Tabletop device followed by Email.
2. Enter in the user's email that you would like to invite to the ongoing meeting. They should receive an email with a direct link that will take them to the meeting. Depending on their affiliation with UMD, they may need to be accepted into the meeting from the Waiting Room.

Via Contacts (Only used for students, staff, or faculty with a @umd.edu email):

1. Ensure the user you are inviting is logged into their University provided Zoom account and has their Zoom app open.
2. Select Invite on the Tabletop device followed by Contacts.

3. Enter their name (full name as-is) into the search bar and send out an invite.

   

4. They will then receive a message like this on their screen to join.

BYOD Mode

Bring Your Own Device ("BYOD") mode allows you to take advantage of the camera and microphone of the system for other web conferencing platforms besides Zoom (i.e. Webex, Microsoft Teams, Google Meets). Although Zoom is the heavily preferred method of hosting, it is possible to host & join different types of meetings from the conference room.

***Note: BYOD Mode is only supported on Windows PC devices. Apple MacBook devices do NOT support BYOD.

1. Connect the USB-A adapter labeled BYOD AND Screen Sharing adapter together. The Tabletop Device should automatically inform you that BYOD Mode has started or Screen Share. Select BYOD Mode. It is STRONGLY recommended to use the single USB-C adapter.
2. After a moment the device will automatically start setting up the microphone and camera for your device. The system may also start sharing your screen automatically. If this is not desired, select Stop Share on the Tabletop Device to stop sharing your screen. *Please note: if you stop sharing screen, the active meeting will only show on the computer plugged into BYOD mode and NOT on the conference room display.
3. You can also join meetings from your computer hosted in other platforms when in BYOD that will utilize the equipment in the conference room.
4. You will now be able to use the system camera and microphone for any meetings. *NOTE: The room controls will not be visible from the Tabletop device. All meeting controls are only accessible through the device that is connected to the BYOD adapter. You may need to configure the camera and microphone input to the equipment in the conference room.
5. To end BYOD, simply disconnect the adapter.

Using the Phone Feature

As part of the upgraded system, there is no longer a need for a separate conference room phone. Calls can be made directly out of the Tabletop Device.

1. Select Phone on the left-hand menu.

2. You can now dial any number. This phone is like any other UMD desk phone. You can dial UMD phone number via their 5-digit extension. To place a call to an outside number, remember to dial 9 + 1, subsequently followed by the desired phone number.