Event Space Podium User Guide

Quick Links

• Summary
• Quick Start Instructions
• In-Depth Instructions
• Troubleshooting Tips
• Room List

Summary

This article aims to explain how to use an event space podium through quick operating instructions, in-depth operating instructions, and troubleshooting tips. It provides steps for beginning, conducting, and ending an event with the podium; information about equipment in the podium; and steps to resolve common issues. This podium type is commonly found in the following buildings: Donovan Dining Center, Gaige Hall, Student Union. Please see the Room List for exact room numbers.

Rooms that have this podium technology installed are considered "Zoom Capable" or "Hybrid" and can accommodate video conferencing with built-in microphone and camera capabilities. Some of these rooms also project to multiple screens. Please note that except for Gaige 100, the built-in camera and microphones need to be turned on for them to work - they are not on by default. Refer to Using the Camera and Microphones for instructions. 

Quick Start Instructions

Podium Style

The following are pictures of an event space podium in its default state. Some rooms may have a slightly different appearance, but the touch panel controls will function the same way.

To begin an event

1. If the touch panel is dark, tap the screen to wake it up
2. Tap the screen where it says Press HERE to begin
3. Wait for the system to start up

During an event

1. Select a source using one of the options at the top of the touch panel. Not every room will have all the source options below. 
   • For Laptop, choose between a wired connection (HDMI or VGA) or wireless (ShareLink)
   • For Blu-Ray, control the device with its remote inside the podium's drawer
   • For PC, control the camera’s position and zoom with the touch panel buttons. In the meeting, set the speaker to Same as system (usually Extron HDMI) and microphone to MediaPort 300
2. Select which display will show the source at the bottom of the touch panel (not applicable to all rooms)
3. Turn the projector on or off, or mute it, with the buttons under "Display"
4. Control the room or microphones' volume levels by clicking Audio Control (labeled Mic Controls in some rooms)

To end an event

1. Tap the System Off button
2. Tap the Power Down button to confirm 

In-Depth Instructions

Quick Links within In-Depth Instructions

• Electronic Podium Overview
• Extron Touch Panel Overview
• Turning Event Space Projector and Electronic Podium Equipment On
• Turning Event Space Projector and Electronic Podium Equipment Off
• Connecting a Laptop (HDMI)
• Connecting a Laptop (VGA)
• Connecting a Laptop (ShareLink)
• Using the Camera and Microphones
• Adjusting Program and Microphone Volume Levels
• Projection Mute
• Blu-Ray Player Control
• Monitor, Keyboard and Mouse
• Projector
• Camera
• Microphones
• Speakers
• Phone

Electronic Podium Overview

The podium is usually located at the front of the event space, between seating and the projector screen. The majority of room's electronic equipment is installed in the rack built-into the podium.  Please note the following technology in the rack that's intended to be controlled by users of the event space:

• (1) Dell OptiPlex desktop computer
• (2) Blu-Ray Player (not available in Student Union Ballroom)

Other equipment located/installed in this rack should only be configured by ITS staff as needed for troubleshooting.

Extron Touch Panel Overview

Each event space is equipped with an Extron touch panel built-into the top of the event space podium. This touch panel allows you to switch between different sources, adjust the audio volume, and turn the projector on/off.  Not every room will have all the source or control options listed. In the photo below:

• (1) Source buttons 
  • Laptop - selects laptop or another computing device plugged into the HDMI or VGA at the podium or connected wirelessly via ShareLink to be displayed on the projector(s)
  • PC - selects the Dell OptiPlex Windows PC installed in the podium to be displayed on the projector(s)
  • Blu-Ray - selects the Blu-Ray player installed in the podium to be displayed on the projector(s)
  • Doc Cam - selects the document camera installed at the podium to be displayed on the projector(s)
• (2) Control buttons
  • Display 1 and Display 2 - turns the respective projector on or off while the room is on
  • Program - shows the audio level of the room and provides controls to raise, lower, or mute the audio
  • Audio Control (labeled Mic Controls in some rooms) -  shows the audio level of the room and of the microphones, and provides controls to raise, lower, or mute the audio 
  • System Off - turns off the room.
  • Select Display to Route Source (not applicable to all rooms) - provides options for which projector or projectors will show the source
  • Help - provides contact information to reach the ITS Help Desk.

Turning Event Space Projector and Electronic Podium Equipment On

Turning on the projector in the classroom is completed by tapping the touch panel where it says Press HERE to begin.

Turning Event Space Projector and Electronic Podium Equipment Off 

Tap the System Off button to turn begin the shutdown process. Select Power Down to confirm the change.

Connecting a Laptop (HDMI)

All event space podiums are equipped with an HDMI cable, and some also include a VGA cable and/or laptop charging power outlet, as illustrated in the photo below.

• (1) HDMI

• (2) VGA

• (3) Laptop charging power outlet

Connect the laptop using the HDMI cable. After connecting the laptop, tap the Laptop button on the Extron touch panel. Tap the LAPTOP (HDMI) button to confirm the input selection. While this input is labeled Laptop, it can be used for any device that can connect over HDMI, such as a tablet. 

After connecting the laptop, the viewing settings may need to be adjusted. On Windows 10 and Windows 11 computers, select the Windows key and the P key at the same time (Win+P) to bring up options to duplicate the display, extend the display, or select only the laptop screen or the projector screen for viewing while the laptop is connected.  The pop-up in Windows displayed will look similar to this:

On Macintosh computers running recent versions of macOS, select Control Center from the top right of the Menu Bar, and then select Screen Mirroring, which can be used to configure the display settings to the projector.

Additional settings can be done by going to System Settings (or previously System Preferences) and selecting the Display settings.

If unusual issues are encountered connecting a laptop to the projector, for example - where it's not being displayed as expected, please try performing a restart on the laptop while it's plugged into the HDMI cable at the podium to see if that resolves the issue.

Connecting a Laptop (VGA)

Connect the laptop using the VGA cable. After connecting the laptop, tap the Laptop (VGA) button on the Extron touch panel. While this input is labeled Laptop (VGA), it can be used for any device that can connect over VGA. 

After connecting the laptop, the viewing settings may need to be adjusted. On Windows 10 and Windows 11 computers, select the Windows key and the P key at the same time (Win+P) to bring up options to duplicate the display, extend the display, or select only the laptop screen or the projector screen for viewing while the laptop is connected.  The pop-up in Windows displayed will look similar to this:

On Macintosh computers running recent versions of macOS, select Control Center from the top right of the Menu Bar, and then select Screen Mirroring, which can be used to configure the display settings to the projector.

Additional settings can be done by going to System Settings (or previously System Preferences) and selecting the Display settings.

If unusual issues are encountered connecting a laptop to the projector, for example - where it's not being displayed as expected, please try performing a restart on the laptop while it's plugged into the VGA cable at the podium to see if that resolves the issue.

Connecting a Laptop (ShareLink)

Tap the Laptop button on the Extron touch panel. Tap the ShareLink button to confirm the input selection. While this input is labeled Laptop, it can be used for any device that does not have a physical HDMI port, such as a tablet. 

1. On the projected image, an IP address will be shown in the bottom left corner. Type this address into your web browser to get to the ShareLink website.
2. On the website, you will have the option to (1) download the Windows app, (2) share your screen through the web, or (3) download the app for other platforms. Choose one of the options to continue, but option (2) is recommended for most use cases. The following steps go over options (1) and (2).

3. If downloading for Windows, clicking DOWNLOAD will bring you to the Extron Download Center where the file is automatically downloaded. Click Open file

4. Follow the installation window's prompts to install ShareLink

5. Open the ShareLink application

6. If the ShareLink doesn't appear automatically, click the plus (+) button

7. Enter the IP address shown on the projected image's bottom left corner. Click NEXT

8. Enter the universal RIC ShareLink password and then click NEXT. The password is ric

9. Enter the 4-digit code shown on the projected image's bottom right corner. Click CONNECT

10. Click the plus (+) button to bring up the "Share Content" menu. More than one piece of content can be displayed at a time. The following content sources are available for use:
    1. Mirror Screen - mirrors everything on your device
    2. Mirror Application - mirrors only one specific application that you choose
    3. Share Image or Video - lets you browse through your device's files to choose an image or video

11. To stop displaying all content, click the Remove All button, and click REMOVE on the popup window
    1. Alternatively, click on the content you want to stop displaying, and then click the Remove button

12. To disconnect from the ShareLink, click Leave, and click LEAVE SESSION to confirm

1. If sharing over the web, click WebShare. 
2. Enter the 4-digit code shown on the projected image's bottom right corner. Enter the universal RIC ShareLink password. The password is ric. Enter a name for your connection. Click CONNECT

3. The following content sources are available for use:
   1. Browser tab - mirrors a specific tab in one of your web browsers
   2. Window - mirrors only one specific application that you choose
   3. Entire Screen - mirrors everything on your device
4. Click Share once a content source is chosen

3. Close the browser tab connected to the ShareLink to end the session

Using the Camera and Microphones

To use the camera and microphones for a virtual meeting, the PC source must be selected on the touch panel. Only the PC is able to conduct a virtual meeting using the camera and microphones built into the room.

Some rooms have only podium microphones, and some have podium and ceiling microphones (see photos below). Please note, the podium microphones will work and be heard through the room's speakers no matter the source chosen on the touch panel. Ceiling microphones will only work when conducting a virtual meeting on the PC.

In a virtual meeting for rooms with ceiling microphones, the podium microphones do not need to be used to be heard by remote participants. In a virtual meeting for rooms without ceiling microphones, the podium microphones will need to be used to be heard by remote participants.

The below photo shows what the microphone or microphones may look like an an event space. Podium mics are usually black in color, and can be either a wireless handheld or wireless lavalier, also called lav or lapel, mic. Podium mics stay in or on the podium when not in use. Ceiling mics are usually white in color and match the ceiling tiles. Not all event spaces have the same number or type of microphone, though they all have at least one podium handheld wireless mic. The two microphones on the left are handheld wireless mics, the one in the middle is a wireless lavalier, and the one on the right is a ceiling mic. Refer to Microphones for a list by room.

Once PC is selected, press the Start Cam/Mic button to turn on the camera and microphone since they are not on by default except in Gaige 100. Once the video conferencing system is on, the camera and ceiling microphone (if applicable) will have green lights on them. When they are off, the camera will face the wall and the ceiling microphone (if applicable) will have a red light.

In your video conferencing application, ensure that the speakers are set to use the Same as system option (usually Extron HDMI) and that the microphone is set as the Speakerphone (Extron MediaPort 300). In Zoom, pictured below, check the audio settings by clicking the (1) Up arrow (^) where it says "Audio." You can also click the (2) Audio settings... button to open the full Zoom audio settings.

The camera can be tilted up or down, or panned left or right using the (1) arrow buttons. To quickly reset the camera to its default position and zoom press the (2) home button. To zoom in or out, use the (3) plus (+) or minus (-) buttons. To quickly change to a predefined position and zoom, press one of the (4) numbered presets. One preset is a close-up of the podium, one is a close-up of the projector screen, and one is a wide, centered shot of the whole room.

Adjusting Program and Microphone Volume Levels

Adjusting the program and microphone volume levels in the event space can be accomplished through the Extron touch panel.

The program volume level - what is heard through the room's speakers - can be adjusted using the (1) arrow buttons.  The up arrow increases volume, while the down arrow decreases volume. The (2) Mute button will mute the audio. When using the Dell OptiPlex PC installed in the room or a laptop, verify that the audio output on the computer is not set to mute or off as well.

The microphone volume level - how sensitive the microphone is to noise - can be adjusted by clicking Audio Control (labeled Mic Controls in some rooms). The Audio Control page has separate arrow and mute buttons for the program volume level and microphone volume levels. Microphones will be labeled in each room for convenience. Click the Close button to return to the main screen on the touch panel.

Projection Mute

The video signal to the projector can be temporarily turned off by selecting Off under "Display" on the Extron touch panel. Select On to restore the video signal to the projector.  The image on the screen can be temporarily blanked out by selecting Mute under "Display" on the Extron touch panel. Select Mute again to un-blank the image.

In rooms with multiple screens, the video signal to either projector can be temporarily turned off by selecting Mute under "Display 1" or "Display 2" on the Extron touch panel. Select Mute again to restore the video signal to the projector.  

Blu-Ray Player Control

Select Blu-Ray on the touch panel to switch to the input.  Control the device by using its remote or with the device's built-in controls.  Also, verify the Blu-Ray player in the rack is powered on.

Monitor, Keyboard and Mouse

Some event spaces will have a Dell monitor and some will have a ViewSonic monitor. Note the highlighted location of the power button of the Dell monitor in the photograph below, in the event the monitor at the podium is powered off. 

Note the highlighted location of the power button of the ViewSonic monitor in the photograph below, in the event the monitor at the podium is powered off. Also, the ViewSonic monitor is a touch-screen and can be used instead of a mouse or as a way to annotate files. In event spaces, the monitor is  mounted on an adjustable mount, allowing you to move it around as needed.

Projector

A projector is installed in the ceiling of the event space, located towards the back of the room.  The projector's video output is displayed on the projector screen. Some event spaces have multiple projectors and screens.

Camera

A BirdDog PTZ camera is installed in the event space. It is available for use and can be controlled while using the PC input on the touch panel.

Microphones

Event space microphones will work while any input is selected on the touch panel. For virtual meetings, PC must be selected on the touch panel and users must speak into the microphones for remote participants to hear them. Their sensitivity levels can be adjusted by clicking Audio Control (labeled Mic Controls in some rooms) on the touch panel and using the arrow or mute buttons under the applicable mic. 

Not all event spaces have the same number or type of microphone built in, though they all have at least one handheld wireless mic. See below for a table of microphones by room.

*Gaige 100 and 200 have 3 podium microphones, but only 2 can be used at the same time. The handheld microphone labeled "Mic 1" can be used any time. The handheld microphone labeled "Mic 2" cannot be used at the same time as the lavalier microphone (also "Mic 2"). Therefore, the configurations available for using two microphones at the same time are:

• Mic 1 and handheld mic 2
• Mic 1 and lavalier mic 2

The below photo shows what the microphone or microphones may look like an an event space. Podium mics are usually black in color, and can be either a wireless handheld or wireless lavalier, also called lav or lapel, mic. Podium mics stay in or on the podium when not in use. Ceiling mics are usually white in color and match the ceiling tiles. 

Speakers

Speakers are mounted in the ceiling at several points around the room.  The speaker shown in the photo is a speaker in Gaige 100, though other event spaces may have different speaker styles.

Phone

An Avaya phone is installed in the room, usually near the podium.

Troubleshooting Tips

Projector Keeps Turning Off

To resolve this, please make sure you are not using the projector's white remote. The projector needs to be turned on using the touch panel only. If the issue keeps occurring and the touch panel was used to turn on the projector, please call the ITS Help Desk at 456-8803 for immediate assistance. Alternatively, you can email helpdesk@ric.edu to put in a ticket for a technician to take a look at the issue at a later date.

Monitor is Blank or Goes into "Power Saving Mode"

To resolve this, please go through the steps below:

1. Ensure the white power button of the Dell OptiPlex computer is lit up
2. If it is not, press the button until it lights up and see if the image appears on the monitor.
3. If the PC is on but there is no image on the monitor, click PC on the touch panel.
4. If the PC is projected, select the Windows key and the P key at the same time (Win+P) to bring up the display options and choose "Duplicate"

If the issue keeps occurring and the "Duplicate" option was selected, please call the ITS Help Desk at 456-8803 for immediate assistance. Alternatively, you can email helpdesk@ric.edu to put in a ticket for a technician to take a look at the issue at a later date.

Zoom Audio/Microphone Not Working

In your video conferencing application, ensure that the speakers are set to use the Extron HDMI and that the microphone is set as the Speakerphone (Extron MediaPort 300). In Zoom, pictured below, check the audio settings by clicking the (1) Up arrow (^) where it says "Audio." You can also click the (2) Audio settings... button to open the full Zoom audio settings.

Projector Keeps Flickering

For this issue, please call the ITS Help Desk at 456-8803 for immediate assistance. Alternatively, you can email helpdesk@ric.edu to put in a ticket for a technician to take a look at the issue at a later date.

Room List