How to Operate the City A/V System with YouTube and/or Zoom

A/V System and Zoom Room Startup

1. Turn on the touch panel in the room where the meeting is to start.
2. Change the Camera and Zoom Room location to the correct room using the touch panel and selecting the Camera and Zoom Room tabs. (Conference room or Council Chambers)
3. Adjust the speaker volume on the wall switch in the conference room if the meeting is held there.
4. From a laptop or phone, start the zoom meeting from the City account and invite a participant. Select the type as a Zoom Room and then select the Orem City Council room. 
5. Accept the invitation on the touch panel.  The Zoom meeting is now connected.
6. Login to the YouTube account and start “live” streaming if the meeting is going to be streamed. From the Council chambers, press the button above the blue solid light on the Matrox streaming device so that the video starts streaming to YouTube.
7. Mute the speaker and microphone on the laptop that is hosting the meeting to eliminate feedback. The participants will be able to hear and talk through the A/V system.

Changing rooms without dropping the Zoom meeting.

1. Turn on the touch panel in the room when the meeting is changing to.
2. Change the camera source to the room that you want to move the meeting to (i.e. council chambers). Do this through the touch panel controller in the camera tab.
3. Change the zoom room location to the new room through the touch panel in the zoom room tab.
4. You can now turn down the volume switch in the conference room all the way down unless the room is being used as an overflow location.
5. Turn off the touch panel from the old location.

When the meeting is finished

1. Log in to the YouTube account from a laptop and stop the live streaming.
2. Press button above the blue blinking light on the Matrox device to stop the stream. The blue light will go solid.
3. Turn of the system from the touch panel.
4. Turn of the room volume in Conference room using the wall slider switch if this hasn’t been done already.

*Notes:

From the touch panel in the Council Chambers you can watch the live stream by turning on the monitor on the right-side desk. The “Streaming and Recording” tab now has zoom integrated in to the available window. And the presentation tab now allow you to select a zoom session to display the on monitors.