Room/Classroom/Seminar/Defense Technology

Learn about the technology, audio, and video procedures and options in different rooms at MLML.

FAQs for Seminar and Defense Presenters

Preparation & Set Up:

Do I need to reserve the Seminar room?
What type of equipment is provided in the Seminar room?
How early should I arrive to setup?
Why is the provided computer recommended?
Will I be able to play audio or video during my presentation?
What should I save my presentation as?
How should I format my presentation?
What type of port do I need on my computer if I use my own?

 

Recording & Streaming:

What is the difference between MLML live streaming my talk publicly vs privately?
Why do I have to be recorded?

 

Remote Presentations:

What application is used to video-call into the seminar presentation?
Will we practice set up beforehand?
When should I call into the meeting the day of my presentation?
How do I join the Zoom meeting?

Individual Classroom Technology Guide

 

Adapters and cables can be checked out from the IT Help Desk in order to connect a personal laptop to a projector, computer, or Mobile Presentation Unit (MPU) in any of Classrooms.

 

Dry Classroom (109):

Group Study Room (103):

 

Seminar Room (101):

 

Student Conference Room (414):

 

Think Tank (202):

 

Oceanography Classroom (214):

 

Wet Classroom (508):

How to Use the VISIO TVs

 

VISIO TVs are available in the following classrooms at MLML: Dry Classroom and Think Tank

To reserve a time slot in one of these classrooms, visit MLML Calendars & Reservations 

 

How to Use a VISIO TV:

How to use the Neat Bar with Zoom Room

There's a few ways to start the zoom meeting with the Neat Bar and Neat Pad.  Below are the most common and simple ways of starting an online meeting.
Schedule the meeting using the room calendar

Best for meetings that can be scheduled ahead of time...

  1. Schedule a meeting using the intranet calendar and indicate you need the video conferencing unit.

  2. Once the event has been added, it will appear on the neat pad controller on the day of the event.  Select the event and start the meeting
 
Start a meeting from your laptop computer

Best for unscheduled meetings and if you have your laptop with you

  1. Open the zoom application from your computer.

  2. In the upper left corner of the zoom window, you'll see an icon that looks like the image below.  Click on that icon and the computer will now act like a remote control.
    zoom_icon.png
  3. Start the meeting from the Zoom application on the computer.  The application will ask you if you would like to use the neat room.  Choose this option.  This will prevent any audio feedback from your laptop with the neat bar / zoom room.

 

Presenting from a laptop without a zoom meeting
  1. With the TV on, connect the HDMI cable to a laptop.   The Neat Bar will change the input.

 

Troubleshooting and Resolving Technical Issues

Seminar Room Presenter's Guide

Presenter’s guide to the projector in the Seminar Room

 

 
Reserve the Seminar Room
 
Equipment provided in the Room

 

Recording or Live Streaming

 

Formatting Presentation

 

Before Event Prep

 

After Event Cleanup

Seminar Room Equipment Troubleshooting Guide

PROBLEM: Projector does not power on

POSSIBLE CAUSE #1: You may not be standing in the right location to control the projector with the remote.

POSSIBLE CAUSE #2: The room may be too bright (for the signal from the remote to be detected).

POSSIBLE CAUSE #3: The batteries in the remote may need to be replaced.

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PROBLEM: Computer image not displayed on projector (Projector displays "NO INPUT" message)

POSSIBLE CAUSE #1: The video cable is connected to the wrong video port on the podium or is not securely connected to the video port on the podium or the computer.

POSSIBLE CAUSE #2: The projector is not powered on.

POSSIBLE CAUSE #3: The computer is not properly configured to send the video signal to the projector.

POSSIBLE CAUSE #4: The projector is set to an incorrect video mode.

POSSIBLE CAUSE #5: The computer is not detecting the projector (and therefore, is not sending video signal).

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PROBLEM: No sound/audio

POSSIBLE CAUSE: The audio/video system is not turned on.

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PROBLEM: No VHS video

POSSIBLE CAUSE: The audio/video system is not turned on.

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PROBLEM: Empty desktop appears on projector (no icons, menu, task bar, dock, etc.)


POSSIBLE CAUSE: The video configuration is set up to extend the desktop onto the projector. (rather than mirrored/cloned)

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PROBLEM: Menu displays in the middle of a presentation


POSSIBLE CAUSE: Menu button was accidentally pressed.
(Usually happens when using the laser pointer on the remote. Laser pointers are available for checkout from the Library Staff Office.)

Seminar Room Audio System Instructions

The Seminar Room is equipped with a built-in audio system that must be used to play audio from the computer on the podium (DVDs, internet video/music) or microphones. Instructions for setting up the audio system for these functions are below.

IMPORTANT! The A/V closet in the back of the Seminar Room is locked when not in use. Please obtain the key for the A/V closet from the Help Desk cubicle (Admin offices).

Set up computer audio: (for DVDs, internet video, and music)

  1. Power on the computer on the podium.
  2. Verify that the black audio cable on the podium is connected to the headphone jack on the computer and the 1/8" mini plug on the podium (between the left and center VGA/video ports on the podium).
  3. Open the A/V closet. In the A/V closet is a mixer (silver box on table) and an amp (large black box underneath table)
  4. Press the power button on the Power Amp at the bottom of the rack to turn on the audio system.
  5. Press the power button on the mixers.
  6. On the computer, start the audio or video you plan to play and adjust the volume on the computer to the desired level while the audio/video is playing.

PLEASE! Remember to turn off the amp and mixer, and lock the A/V closet door when you are finished.


Set up audio for microphones: (handheld and lapel mics are available)

  1. Please submit an IT Helpdesk Ticket to request assistance setting up the microphones. Thank you!

NOTE: The microphones must be checked out from the IT Help Desk cubicle located in the Admin office (Room 200).

Classroom iMac and Projector Instructions - Mac OS X

Classroom iMac and Projector Instructions - macOS:

  1. Wake up or power on the computer.
  2. Lower the projector screen.
  3. Power on the projector - Aim the remote at the projector and press the "Power" button, then wait for 10 to 20 seconds to allow the projector to power on.
  4. Verify that the video is displayed on the projector. The video signal should automatically be displayed on the projector. If the computer image does not display on the projector follow the procedure outlined below:
    1. Detect the projector:
      1. Open System Preferences. Click on the Apple menu and select the System Preferences Menu option.
      2. Click on the "Displays" preference pane.
      3. Click the "Detect Displays" button on the "Display" tab.
        (If the projector is not detected, check the connections at both ends of the video cable.)
    2. Change between mirror and extended desktop view:
      1. Open the "Displays" System Preferences pane.
      2. Click on the "Arrangement" tab, then check the "Mirror Displays" check-box to display the same image on the computer and the projector.
        (NOTE: To use Presenter View or Presenter Tools in PowerPoint, use the extended desktop setting. Uncheck the "Mirror Displays" setting to extend the desktop onto the projector screen.)
    3. Set the resolution (only if necessary):
      1. Open the "Displays" System Preferences pane.
      2. Click on the "Display" tab, then select a resolution that is compatible with the projector and the computer.
        ("1028 x 768 (stretched)" is generally the best balance of quality and compatibility.)
  5. When you are finished using the computer and projector, please do the following:
    1. Remove any storage devices from the computer. (CD/DVDs, flash drives, etc.)
    2. Leave the computer powered on and allow it to sleep. Click on the apple menu and select "Sleep".
    3. Power off the projector - Press the Off button on the remote, when prompted to confirm, press the Enter button.
    4. Raise the projector screen.
    5. Turn off the lights.
    6. Return borrowed equipment to the IT Help Desk cubicle.

Classroom iMac and Projector Video Settings

Oceanography Classroom Projector Video Settings (30-Jul-2013)

These are the settings that appear in the classroom iMac System Preferences for Display when using either of the projectors.

Epson Powerlite 96w (projects to screen on the right, facing the classroom from the front):
Primary display, iMac: 1280x800
Secondary Display, Projector: 1024x768, 96Hz


Epson 435w Short throw projector (projects to white board on the left, facing the classroom from the front):
Primary display, iMac: 1680x1050, n/a
Secondary display, Projector: 1920x1080, 60Hz

Note: Cabling needs new labels, Epson 96w is not using HDMI.

Classroom iMac and Projector Troubleshooting Guide

Classroom iMac and Projector Troubleshooting Guide

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PROBLEM: Computer image not displayed on projector (Projector displays "NO INPUT" message)


POSSIBLE CAUSE #1: The projector is not powered on.

 

POSSIBLE CAUSE #2: The computer is not properly configured to send the video signal to the projector.

 

POSSIBLE CAUSE #3: The projector is set to an incorrect video mode.

 

POSSIBLE CAUSE #4: The computer is not detecting the projector (and therefore, is not sending video signal).

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PROBLEM: Projector does not power on

POSSIBLE CAUSE #1 The remote is not powered on.

POSSIBLE CAUSE #2: The batteries in the remote may need to be replaced.

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PROBLEM: Empty desktop appears on projector (no icons, menu, task bar, dock, etc.)


POSSIBLE CAUSE: The video configuration is set up to extend the desktop onto the projector. (rather than mirrored/cloned)

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PROBLEM: No sound/audio


POSSIBLE CAUSE: The audio/video system is not turned on.

 

Think Tank Projector Operations

Orientation

Stand in the room facing the 2 Epson projectors. Projector #1 is on the left. Projector #2 is on the right. Each projector has a corresponding HDMI wall jack connector or can be operated using the wireless HDMI adapter available from the Library. Only Projector #2 can be controlled by the remote.

Projector #1

Manual operation only, does not work with remote at this time.

Projector #2
Remote control or manual operation.
There is also an HDMI floor jack connector under the brass plate in the floor.

 

Operation

Important - Before connecting your device to the projector minimize the volume on your device.

  1. Using the remote control, turn on the audio amp mounted above projector #2. You will see a red LED display "AUX" when the audio amp is on.
  2. Using the Epson remote control, turn on the power for projector #2.
  3. Connect your device using the wireless HDMI adapter or an HDMI cable to either the wall or floor jack.
  4. The projector will display HDMI connection.
  5. Your desktop will be displayed on the wall directly under the projector.
  6. Control the audio volume level from your device.
  7. When you have finished using the projector use the remotes to power off the projector and audio amp.

How to use the Laser Pointer USB remote control

Laser Pointer USB Basic Instructions

Components

How to use it!
1. Plug the USB receiver into your computer
2. Open a Power Point presentation
3. The laser beam button, the page down button, and the page up button are all located along the side of the pointer with the laser beam emitting from the end with the buttons
4. The page down and up buttons can be used to move between slides in your presentation

How to Use the Meeting Owl Pro

The Meeting Owl Pro is a 360degree camera/microphone for video conferencing and remote instruction, it may be used with any classroom or personal computer, and is available for checkout at the IT Help Desk.

How to Use the Meeting Owl Pro:

IMG_7526.jpg

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    How to Use the Whiteboard Owl

    The Whiteboard Owl is camera for capturing video of a whiteboard for conferencing and remote instruction, it may be used with any classroom or personal computer, and is available for checkout at the IT Help Desk. The meeting Owl Pro is required to use the Whiteboard Owl.

    How to Use the Whiteboard Owl:

     

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    How to Use the Jabra Bluetooth Speaker for Zoom Meetings

    Jabra bluetooth speakers are available for the following classrooms at MLML and can be retrieved from the IT Helpdesk: Dry Classroom, Think Tank, and Seminar Room.

    To reserve a time slot in one of these classrooms, visit MLML Calendars & Reservations 

    How to Use a Jabra Bluetooth Speaker for Zoom Meetings:

    1. Power on TV and change input to Mac mini on TV.
      1. If the TV says “No Input,” look behind the TV to find the Mac mini and gently tap the power button.
      2. If you are in the Seminar Room, instead power on the Mac on the pedestal and use it for all of the instructions concerning the Mac mini.
    2. Log into the Mac mini.
    3. Power on the Jabra bluetooth speaker by holding the power button until it lights up.
    4. Open the bluetooth settings on the Mac mini, which can be found under System Preferences.Screen Shot 2022-10-05 at 91430 AM.png
      1. If the Jabra is an option, double click on it.Screen Shot 2022-10-05 at 91444 AM.pngScreen Shot 2022-10-05 at 91507 AM.png
      2. If the Jabra is not an option, hold the bluetooth button on the Jabra for 5 seconds until you hear the Jabra say “To connect the Jabra SPEAK 510…”. The option for the Jabra should appear with the word connect. Click connect, and wait for the Jabra to connect.Screen Shot 2022-10-05 at 91644 AM.pngScreen Shot 2022-10-05 at 91937 AM.png
    5. Open Zoom on the Mac mini.
    6. Start or join the meeting on Zoom on the Mac mini.
    7. On Zoom, set the microphone to “Jabra SPEAK 510 USB”
    8. Set the speaker to “E701i-A3” or “E701i-B3” (only one of the two will be available).
      1. If you are in the Dry Classroom, the volume of the speaker can be changed from the computer. If you are in the Think Tank, you will need to press the volume buttons on the side of the TV.A3.png

    The setup should now be ready.

    Meeting Owl - Quick Start Guide (Dry Classroom / Think Tank)

    The Meeting Owl Pro is a 360 degree camera with microphone for video conferencing. The Meeting Owl is set up in the Dry Classroom / Think Tank for easy plug-and-play use. Here is a quick guide, along with troubleshooting steps when using Zoom.

    Step 1- Turn on Owl 

    Meeting Owl has been connected to the power. You will see the Owl’s eye illuminate and pulse. After a few seconds, you will hear a hoot.  This indicates the Meeting Owl is ready to use.

    Step 2- Turn on the TV and Mac Mini behind the TV. 

    Note: Mac Mini remains turned on at all times, turning on the wireless keyboard and mouse and pressing any key will wake up the machine.

    Step 2a- TV Source: Select Mac Mini

    Step 3- Login to Mac Mini using the local account (mlmluser/mlml1234)


    Step 4- Zoom - Join a meeting with a meeting ID or sign in using the SSO option.

    Open your preferred video conferencing software (Zoom, Microsoft Teams, Google Meet, etc.).

    Step 5- Meeting Owl should be automatically selected for both audio and video. Otherwise, select the Meeting Owl for the camera, microphone, and speaker.

    Owl Cam and mIC.png


    Step 6- For the best audio performance for remote guests, go to Audio Settings > Audio > Audio Profile. Select Original Sound for musicians with echo cancellation or Live Performance audio.

    Screenshot 2024-12-09 at 2.19.42 PM.png


    Meeting Owl buttons

    MeetingOwl

    (A). Power ON button. (B). USB and power connections on the bottom of the unit. (C). Speaker volume controls. Microphone mute button. A red light will illuminate the base of the unit when the microphone is muted, and you will see the red muted microphone icon on your video conferencing screen.

    Optional: Meeting Owl App on Mac Mini App Folder.

    This allows you to gain access to advanced features and capabilities.  Search for “Meeting Owl” in your App Store to find the app. 

    Screenshot 2024-12-09 at 1.35.35 PM.png   

    Meeting Owl Application: Default Settings

    Advance settings for video and audio performance. 

    Default Settings:

    Please be mindful of any changes to these settings. Any changes made to these settings will remain unless they are changed back to default settings.

    Screenshot 2024-12-09 at 2.23.09 PM.png     

    Troubleshooting Tips

    No Power:

    1. Check power connections and ensure the power adapter is securely connected to both the Owl and the power outlet.

    2. Hard restart the Meeting Owl. Unplug the Owl, wait 10 seconds, and plug it back in.

    Owl Not Recognized by Mac Mini:

    1. Ensure the USB cable is securely connected to both the Owl and the Mac Mini.

    2. Try connecting the USB cable to a different port on the Mac Mini

    Poor Audio/Video Quality:

    1. Adjust audio and video settings in your video conferencing Application: i.e., Zoom.

      Under Audio Settings > Audio > Audio Profile. Select:

        1. Original Sound for musicians with echo cancellation

        2.  Live Performance audio. Ensure a stable internet connection.

    Audio and/or Video Not Working:

    1. Microphone issues. Ensure the Owl’s microphone is selected in the video conferencing Application: i.e., Zoom.

    2. Check if the microphone is muted in the software.

    3. Ensure the Owl’s camera is selected in the video conferencing Application: i.e., Zoom.

    4. Update your video conferencing Application: i.e., Zoom to the latest version.

    Echo or Feedback:

    1. Move other computers away from Meeting Owl.

    2. Lower the volume on the Mac Mini or the conferencing Application: i.e., Zoom.

    Ensure only one microphone is active at a time to avoid feedback loops.

    Need more help?  >>>> Submit a help ticket! We’re here to help you.

    Other Resources:

    https://www.youtube.com/watch?v=Z8v5aeOfNOY

    https://owllabs.com/blog/meeting-owl-pro-setup

    https://owllabs.com/resources/education-enablement-guide