Web Conferencing Cart: Zoom Presentation with Extended Display + Projector

Notes:

• The Web conferencing cart will be referred to as the WCC
• The presenter's computer will be referred to as a BYOD

Synopsis

• A presenter on premise shares content from their BYOD to a large audience on premise and remotely attending
• The BYOD display is extended to the tactile display
• For the presenter this is akin to a typical Zoom meeting on a BYOD having two screens
• The shared content is displayed on the tactile display and is replicated by the classroom projector
• Participants on premise need not attend the meeting using their own device
• The WCC is an attendee and manages the microphone, camera, and speaker on premise

Prerequisites

• The BYOD must have an HDMI port
• The presenter must host the Zoom meeting on their BYOD
• (Recommended) The BYOD should be equipped with an Ethernet connection

Set Up

Please connect the HDMI cable to the BYOD only when instructed.

Connections to the WCC

• Plug the cart into a power outlet
• Connect the red Ethernet cable from the cart to an active network jack in the department via a coupler
• Connect the maroon/black HDMI cable to the classroom projector HDMI cable via an HDMI coupler

Connections to BYOD

Computer network. Two options are available:

1. Connect the black Ethernet cable on the cart to the BYOD (recommended)
2. Use the Wi-Fi network

Turn on the Equipment

• Turn on the WCC as instructed on the cart
• Wait for the display and the Zoom Room controller to power up (2 minutes to boot and pair, then 37 seconds to synchronize with time server)
• If the display is not showing the Zoom Room welcome screen ensure that the display input is set to HDMI1

Connections to BYOD

Connect the black HDMI cable.

When the controller shows the screen to share content, tap on Stop Sharing.

BYOD Display Configuration

Configure the BYOD to extend the display.

Joining a Zoom Meeting

• Remove the lens cover from the collaboration bar on top of the display
• If the Zoom Room controller shows a page entitled Share Content, tap Stop Sharing
• Establish an internet connection from the BYOD
• On the BYOD:
  • Mute the speaker
  • Start the Zoom meeting
    • Do not join the meeting with computer audio
  • Configure the camera as desired
  • Share your content
• Join the cart to the Zoom meeting from the Zoom Room controller
• Configure the meeting experience from the Zoom Room controller
• If the following Zoom controls appear on the tactile display, tap the display to hide the controls
  

After the Meeting

• Place the lens cover back on the collaboration bar
• Turn off the WCC as instructed on the cart
• Disconnect all the cables previously connected

Annotating During the Meeting

Shared content may be annotated at the WCC.

Troubleshooting

Having issues? See the troubleshooting page.

Graphics Attribution

Various icons on this page were sourced from Icons8.