Hosting a Pre-scheduled Zoom Room Meeting


Hosting a Pre-scheduled Meeting

Starting the Meeting

Your pre-scheduled meeting will appear on the touchscreen controller in the meeting. (If the screen below does not appear, press the "Home" icon.)  You can join the meeting early by pressing "Join," or you can wait.

00-StartScreen


Shortly before the meeting, if you have not pressed "Join," the touchscreen will change as follows:

01-UpComing

You can press "Join," or wait until the system joins the meeting automatically at the scheduled time.


Once the meeting has been joined (either you pressed "Join," or the system automatically joined at the schedule time), you must acknowledge the prompt by pressing "Got It."

02-MeetingStartAcknowledge


The room will be joined to the meeting.  The room's cameras and microphones MIGHT be disabled when the meeting starts.  If they are, the microphone and video buttons will be grayed-out on the touchscreen, as shown below.  (If they are not grayed-out as shown below, skip to the next step.)  Press each icon to enable the microphones and the cameras:

04-StartedNoCamsNoSound


The cameras will "wake up" and adjust to their pre-programmed default positions -- generally, an overall view of the room.  The touchscreen controller will display the room control screen:

05-UpAndRunning


Taking Host Control of the Meeting
In order to fully control the meeting, you, or another meeting participant, must take "host control" over the meeting.

Zoom works a little strangely:

  • If you (in the Zoom Room) are the first to join the meeting (there are no attendees waiting to join the meeting when you start it), you will already have "host control" over the meeting.
  • If there were others already waiting to join the meeting when you started it, you (in the Zoom Room) are just another "participant" in the meeting, like anyone else, and have no power to control  it (e.g., mute a noisy participant, lock the meeting, pause the recording, fully end the meeting, etc.).  Another member of your board/commission can join the meeting with a computer, and host it, or you can use the room's touchscreen to take "host control" of the meeting as described below.
If you start the meeting, and immediately see other participants in it, chances are you do not have "host control" of the meeting, as described above.  You can check to see if you are the host, and take "host control" over the meeting if you are not, as follows:

Press the "Participants" icon:

06-TakingHostControl


When the "Participants" window appears, if the "Claim Host" button appears as shown below, you are not the host, and must press the "Claim Host" button to take "host control" over the meeting, as shown below.  If there is no "Claim Host" button shown, and instead, the "Mute All" button is displayed, you already have host control, and can just close window by touching the "X" in the upper right corner.

07-ClaimHost


When prompted for the Host Key, a virtual keyboard will appear -- enter the Host Key provided to you when you reserved the room and press the "OK" button (DO NOT press the "Enter" key on the virtual keyboard):

08-EnterHostPassword


You are now the "Host" of the meeting.  When the "Participants" window reappears, press the "X" in the upper-right corner to close it:

09-NowAreHost

You will be returned to the room control screen.


Adjusting the Cameras
You can re-position the room cameras, if desired, by pressing the "Camera Control" button:

20-ControllingCams


The "Camera Control" screen will appear.  At the top of the "Camera Control" screen, just under "Camera Control" will be displayed the name of the camera currently being controlled (e.g., "Front Camera" or "Rear Camera"):

21-CameraControls

Be sure that the "Manual" button is selected, and then...

You can press any of the three "preset" buttons -- in this case, "Table" (which views the whole table), "Podium" (which zooms in on where the podium is usually positioned in the room) or "Chairperson" (which zooms to the center of the meeting table where the chairperson would ordinarily be seated).

You can also manually adjust the camera by zooming in or out with the "+" and "-" magnifier buttons, or up, down, left, or right with the "arrow" buttons.  NOTE:  It is best to repeatedly "tap" each of these buttons to nudge the aim or zoom to the desired position as pressing and holding any of these buttons will likely cause the camera to overshoot your desired setting.

The "Auto-Framing" button will cause the camera to try to automatically try to detect people and pan, tilt, and zoom in or out to fit everyone into frame, however, use of the "Auto-Framing" feature is not recommended as it can make frequent annoying adjustments, and can provide undesirable results.

Important:  Resist the urge to move cameras cameras around much during your meeting -- frequent camera movements can be annoying to those viewing the meeting from afar.

You can change control to another camera in the room by pressing the currently indicated camera (in this case, "Front Camera")  and selecting another camera from the drop-down list that appears (in this case, "Rear Camera"):

22-SwitchCams


You will now be controlling the other camera:

23-NowControllingOther

Close the "Camera Control" screen by pressing the "X" in the upper right corner.


Managing Participants
If you have "Claimed Host" as described in Taking Host Control of the Meeting above, you can perform tasks as host that cannot be done as just a participant:

  • Fully end the meeting
  • Mute a noisy participant
  • Mute all participants
  • Request a participant unmute their microphone (discreetly)
  • Request a participant turn on their camera (discreetly)
  • Change certain meeting settings from their defaults
  • Lock/unlock the meeting, use the "Waiting Room," and pause/restart recording -- handy for executive session
Press the "Participants" button:

30-ManagingParticipants


When the "Participants" window appears, you can forcibly mute any participant's microphone, or disable their camera, or send a request that they unmute or enable their camera.  You cannot forcibly unmute a participant's microphone or turn on their camera -- you are simply sending a private unmute request pop-up to them.

Pressing the "More" buttons allows you to use more advanced features, such as the "Waiting Room":

32-MoreParticipantControl


Managing Chat
You can view the meeting Chat by pressing the "More" button...

40-ManagingChat-MoreButton

...and then the "Chat" button:

41-ChatButton


The "Meeting Chat" window will appear, and you can send and view chat messages:

42-TheChatScreen

If desired, you can display the chat window on the display in the room for all to see by clicking the [Gear] icon in the upper right corner of the chat window...

43-ShowingChatOnScreen-1

And then turn on the "Show full chat panel on TV" switch:

43-ShowingChatOnScreen-2

You can close the "Meeting Chat" window by pressing the "X" in the upper right corner.



Displaying the Meeting Information
At times, you may find that some of your intended remote participants have lost the meeting information, or are joining the wrong meeting.  You can view your meeting's particulars by pressing the green [Shield] icon in the upper left corner of the touchscreen display:

50-DisplayingMeetingNumber

The meeting number and passcode will be displayed (click the "X" in the upper right corner of the window to close it):

51-Particulars


Ending the Meeting
You, or someone else who is "hosting" your meeting should end the meeting.  This will stop the recording and disconnect all meeting attendees.  IF you have claimed the host role as described in Taking Host Control of the Meeting, you can end the meeting from the touchscreen controller by pressing the [Exit] icon...

60-EndMeeting

...and then pressing "End Meeting for All":

61-EndForAll


Turning the Room Off
Please turn of the room equipment after your meeting is over.

Press the "Room Controls" icon, and then press "Off."

62-TurnOff

Within the next couple of business days, FairTV will retrieve the recording of your meeting, post it on YouTube, and provide links on your board/commission's webpage, as will as the Meeting Recordings index page.