1855 Place Training Room Info

This article provides general info and instructions for using the 1855 Place training rooms. 

Quick link: Crestron Presentation Station User Guide (below) for using the podium touch screen and related technology.

 

Room Bookings

• Room 1000 "College Hall" and 1001 "Saints Rest" training rooms are to be used only for Student Life & Engagement (SLE) or Athletic business purposes and primarily for training or events. Exceptions can be made for large, one-time meetings that cannot be held in smaller rooms. The rooms are primarily meant for use by SLE support staff  and residents of the complex. Please note: residents should check the availability of multipurpose rooms in their housing unit before requesting to use the training rooms. 
• Bookings by 1855 Place apartment residents must be initiated through the SLE Conference Services. Their team will assist with scheduling any room set up or catering needs and enter the event in the Kinetic system and the Outlook calendar for the room(s).
• SLE team members who do not need catering or special set up can propose events to the room calendars through Outlook (Kinetic bookings not required).
• The rooms have separate Outlook calendars named "RHS 1855 Place 1000 Training Room" and "RHS 1855 Place 1001 Training Room."
• The Outlook calendars are moderated and events will be approved or denied by divisional trainers and the manager of the 1855 Place Welcome Desk.
• If you submit an appointment in Outlook to use the rooms after the standard business hours for 1855 Place building, your appointment must be approved by the manager of the Welcome desk to arrange for unlocking the room.
• Room 1000 has an attached kitchen. The supplies in the cupboards and refrigerator belong to the SLE HR training team for use with their classes. 

Room Setup

• The rooms can operate separately (divided by partition) or combined for large events.
• The Welcome Desk has the crank/key and they can open the partition. The partition needs to be loosened and the sound proof flaps under each panel need to be raised before you can fold and slide the panels to retract the partition.
• 1855 Place facilities staff looks at the calendars for the rooms and configures the furniture and partition as needed.
• See the "Using the Presenter Station" section of this article for operating the Crestron multimedia cart.

Video Conferencing

• The rooms are equipped with microphones that hang from the ceiling and a room overview camera for video conferencing. Room 1000 is the optimal room for video conferencing. The camera is mounted in room 1000 by the side wall LCD TV.
  • To select the room camera for a virtual meeting:
    • Teams: Start the meeting or call > hover over the meeting window until the menu appears for the camera icon > select the three dots [...] More options menu > Settings > under Video settings, select the camera you wish to use:
      • Room 1000
        • Full room camera: Select AverCAM540
          • Note: On the Crestron touch panel, you can select Preset 1, 2 or 3 for different camera views.
        • Presenter only: Select Integrated Webcam to use the laptop's camera
      • Room 1001
        • Limited room view: Select the USB webcam (hanging from Crestron monitor)
        • Presenter only: Select Integrated Webcam. 
      • When finished selecting a camera, click the X next to Device settings to close the menu.
    • Zoom: Start your meeting > from the meeting menu, click the up arrow head [^] next to the camera icon > under Select a Camera, choose the room web cam.
• If using the rooms combined:
  • The presenter station in room 1000 is the only one to use. Audio from both rooms will be picked up, so you can host a "hybrid" event where both in-person and online participants can be heard. Just be sure to select the TesiraFORTE microphones and speakers as your audio devices in Zoom or Teams. 
    • Teams: Start your meeting or call > hover over meeting window until menu appears for microphone and camera icons > click three dots [...] More options menu > Device settings > under audio device, select TesiraFORTE microphone; under video device, select room web camera > when finished, click the X next to Device Settings to close the menu.
    • Zoom: Start your meeting > from meeting menu, click the up arrow head [^] next to the microphone icon > select audio settings > for the Speaker, select Tesiraforte and for the microphone, select Tesiraforte.
• If using the rooms separately:
  • Only room 1000 and its ceiling microphones and speakers will work with the Tesiraforte devices. Also, only room 1000 works with the room web cam. See above directions for selecting the devices. However, room 1001 does has a small webcam attached to the room's laptop, that you can point at the room's audience.
  • Room 1001 would be a standalone room with no audio being picked up by the ceiling mics. For device selection in Zoom and Teams, make sure the Crestron audio devices and either the laptop web cam or the usb camera provided at that station are selected. For audio, to best capture voices from all of room 1001 in separate mode, you may want to use the conference phone to dial into your Teams or Zoom meeting (using telephone audio, instead of joining with computer audio).
• For more information on using telephone audio and selecting devices in Teams and Zoom [view this upcoming article].

Presentation Station Overview

• The presentation station has an SLE laptop locked to the cart. If the presenter only needs internet access (not V drive access), or if they don't have a divisional login, they can use the .\rhslaptop login and password which are displayed on a sticker on the laptop.
• Instructions for using the Crestron multimedia presenter station are hanging on the side of the media cart in a protective case. They are also provided, below, in this article. Control of the Creston presenter station occurs through the small LED touch screen panel on the cart.
• There is a wired keyboard and mouse (sharing a USB dongle/combo strip) that should be attached to the room's laptop. Additional computer mice are in room 1001 cabinets or laptop cart.
• If a presentation clicker/remote is needed, one can be checked out from the Welcome Desk.
• If a presenter wishes to use their own laptop at the presenter stand, they can use the HDMI cable and USB dongle (multi-port) for connection to the overhead speakers and keyboard mouse combo.
• For wireless "mirroring/screen casting" of a laptop or mobile device, use AirMedia. The laptop or mobile device must be connected to MSU Net 3.0 Wifi network in the building. See this AirMedia tutorial video (3:36) for more info on using AirMedia.
  • To display AirMedia on the projector, use the Creston station's touch screen and "power on" the system > touch Projector > touch Room # More > select AirMedia. 
  • Here is a summary of what is described in the tutorial video:
    • On the presenter station, in the AirMedia window that opens, an IP address will be displayed for the session — along with a session code.
      • On the laptop you are trying to mirror, open a browser and navigate to the IP address displayed in the last step.
      • For mobile devices, download the AirMedia app, open the app and enter the session ip address as prompted.
    • Enter the session code.
    • Now the presenter's screen is displayed.
• The sound for the computer, TV, microphones or auxiliary devices is controlled from the Crestron touch screen. Touch the Settings (gear icon along the bottom of the screen) to see more options for volume.
• The Source Control menu from the main touch screen provides options for controlling the Blue Ray player and the TV. 
• Each presentation station also has a Doc Camera (white ELMO platform with a remote) for placing paper documents on the platform and projecting their image. Select this input through the "Room # More" button on the touch screen.

Lapel Microphones

Lapel microphones are available and stored in a small, black compartment (with a knob handle) on the sides of the presenter carts.
 

To use the microphones:

1. On the microphone device, press and hold the Power button to turn it on. (Do not use any other buttons on the device besides power.)
2. Control the sound for the microphone using the touch screen panel on the Crestron cart by selecting Settings.
3. Make sure the Program Volume is not muted, then control room's Wireless Mic Volume through the up or down arrows. (Make sure the volume is not muted). 

Rooms separate: If you are using the training rooms separately, use the microphone in the cart for your designated room. 

Rooms combined: If you are using both rooms combined (partition removed), use the station in room 1000 (with the kitchen) and use the microphone and control panel for that cart. You can hear that mic on the speakers in both rooms. (Note: the cart in room 1001 will only project to speakers in room 1001.)

Troubleshooting lapel mics:

Check the batteries, reseat the mic, and make sure the light is green on the top of the mic indicating it is on and not muted.
 

Make sure the receiver is on in the teacher station bunker and the channel is set to the same channel as the microphone.
 

Phones

• Each training room is equipped with a standard office phone and a conference speaker phone (with extension arms). Both are Voice Over IP (VOIP) and may take a while to load connections and settings after they are plugged into the network.
• These phones should remain in the rooms at all times and should be plugged into their designated wall port to work optimally. Each year, Telecom does an audit.
• The conference phones may be a good backup option for dialing into virtual meetings and allowing participants in the room to be heard.

Using the Laptop Cart in Room 1001

• Twenty-four Laptops are available for approved, hands-on divisional training. Facilitators must book training room 1001 (not 1000) in Outlook.
• The laptops are locked in a cart and should not be removed from room 1001 and must only be used in conjunction with bookings for this room.
• Facilitators should arrive early to set up the room and laptops for their class. Mice and power cables are provided.
• See the Welcome Desk staff to unlock the laptop cart and the side wall cabinet where ethernet cables are stored.
• SLE team members should log in to the laptop with their own credentials. If they don't have their own login, and no V: drive access is needed, use the .\RHSlaptop login credentials (shown on a sticker on the laptops).
• If anyone has trouble logging in, there are two steps to troubleshoot:
  • Try logging in with the RHSlaptop (generic) credentials, check and select for Wi-Fi connection, then log off and log on with the user's RHSNet credentials.
  • Or get an Ethernet cable and plug the cable into the laptop and into a network port located in floor plates throughout the room.
• When finished using the laptops, shut them down/off (Start menu > Power > shut down) and return them all to the cart and be SURE to connect a power cord to each. This will ensure they don't overheat and their batteries are charged for the next use. The laptop cart powers one shelf of laptops at a time (cords will light up), then cycles through and charges each of the other shelves.
• Make sure all laptops are accounted for, the laptop cart doors are secured by a padlock, and the cart is anchored/cable locked to the wall.

Accessibility

• The room has a sign at the front for listening impaired visitors to tune to a specific channel. In order to use that feature, attendees or facilitators can arrange with the Resource Center for Persons with Disabilities to get hearing assist devices. 
• Presenters should use lapel microphones and room speakers (Crestron system audio) which will be amplified and picked up by the hearing assist device.

Tips and Troubleshooting

• The presenter stations may have wireless mice or keyboards. If they are not working, double-check they are turned on, have good batteries and are both on channel 1. To select channels, press the small button on the side of the mouse (selects channels 1 through 3) and press the white "1" button on the keyboard.
• Wired microphones are not in the rooms, but could be purchased in the future. MSU IT can assist with getting them connected.
• Check that all cables are connected to the proper ports in the wall - see photos attached to this article

Using the Crestron Multimedia Presentation Station

Opening Page

• Press "Power On" along the lower edge of the screen, to turn system on.
• Press 'chain link' icon (upper right) to access room combine/separate controls. See details, below.

 

Rooms Combined or Separate

• This page is selected by pressing the 'chain link' icon at the upper right corner of the screen.  Note that these controls are accessible regardless of whether the system is on or off mode.
• Allows the two rooms to be combined or separated. Press "Cancel" to de-select this page without making any changes.
• If using the rooms "combined," be sure to present from the Crestron station/podium in room 1000.
• Note: The text at the top center of the screen will always indicate the current room configuration, and will visible whether the system is on or off.

 

Operation Pages.  Shown when the system is on.

Source Select Page

 

• This page is automatically selected when the system is turned on. It can be re-selected anytime the system is on by pressing the "Source Select" button along the lower edge of the screen.
• The program volume control along the right edge of the screen is visible anytime the system is on. Note: Program volume controls speaker volume. It does not affect lapel or handheld microphone volume (see the Settings section of this guide, instead).
• Select one or more outputs from the top list (e.g., Projector, LCD or both). Note that if an output is selected (button turns blue) and you want to de-select it, press that same button (again) to de-select.
• Select the source (e.g., Laptop room 1000 or Blu-ray Player) you want to route to the selected output(s) from the second list (middle of page). Note that this list can be scrolled left/right to reveal additional sources, when the rooms are combined.

When the rooms are combined (shown), all sources from each room will be available. If the rooms are separate, the only available source options will be for the room you are currently in.
 

Source Control - Camera Control

Room 1000 has a camera that covers the room. It is mounted on the side wall near the LCD screen. You can change what it captures via zoom level controls or set presets for quick repositioning.

Note: For Zoom or Microsoft Teams meetings, you may need to change camera or device settings to make sure this camera is selected instead of the presenter laptop web cam.

• This page is selected by pressing the "Source Control" button along the lower edge of the screen.
• The controls for the source selected are highlighted and will appear here...in this example, the Camera controls are shown.

 

Source Control - Blu-ray

 

• This page is selected by pressing the "Source Control" button along the lower edge of the screen.
• The controls for whatever source was selected/highlighted on the previous page will appear hear...in this example, the Blu-ray players controls are shown.
• Note that if the selected source has no controls available, the Source Control button will be deactivated and this page will not be accessible.

 

Source Control - TV

Settings and Microphones

• This page is selected by pressing the "Settings” button along the lower edge of the screen.
• Allows you to turn individual displays on/off.  Note that if a display has a source routed to it (see previous page), it will automatically turn on. Therefore, the display on/off controls on this page may be viewed as optional
• When the rooms are combined (shown), all displays from each room will be available. If the rooms are separate, the only available displays will be for the room you are currently in.
• Allows for the individual volume and mute control of each microphone. Lapel mics are provided in the rooms. There are currently no handheld mics provided, but they can be purchased and MSU IT will assist with getting them connected to the system.
• When the rooms are combined (shown), all microphones from each room will be available. If the rooms are separate, the only available microphone will be for the room you are currently in.

 

Power Off

 

• This page is selected by pressing the "Power Off" button along the lower edge of the screen.
• The "Power Off" button will turn off all displays, stop all audio playback, and show the Opening Page. If the rooms are separated, this will apply only to the room you are in, if the rooms are combined, this will apply to both rooms. Press

"Cancel" to de-select this page without making any changes.