NYC 5th FL Conference Room (Lynch Room) and NYC 8th FL Conference Room (Gamble)

The 5th-floor conference room comfortably seats 14 people at the table (6 on each long side, 2 at either end). If needed chairs can be placed around the edges of the room for larger meetings This document uses the Lynch room as an example, but the same principles and equipment are also in the Gamble room

Scheduling the Room

1. Create a meeting in Outlook
2. Search for the Lynch in the location
3. Select if the room is available
4. If the room is unavailable, you can view the room’s calendar and see when to adjust your meeting accordingly. The room uses automatic booking, if you have any questions contact helpdesk@asiasociety.org

Sharing A Presentation (without Zoom)

1. Go to the touchscreen on the left wall and tap on it to wake it up

2. Click on the Share Icon on the middle right of the touch pad and you can get the sharing code and key.  
   
   

   

    

3. On your laptop, open Zoom and click share, if it does not automatically share to the Lynch room use the codes provided by Step 2 to share your screen to the Lynch room. 

4. This will allow you to share the lynch room screen as long as the TV is on. You can turn on the TV with the TV remote shown above

   Adding a Zoom Meeting

   1. Your meeting in Outlook must have the Lynch Room as the location for the Zoom invitation to work.
   2. Add a Zoom meeting to the Outlook event.
   3. If your event is the only event scheduled in the Lynch conference room at that time, zoom will work and you can join directly from the 5th-floor screen when the time comes
       

   Joining a Zoom Meeting

   1. If you have invited the Lynch 5th Floor conference room to your Zoom meeting, the meeting will appear on the screen to the left of the television and on the left side of the touch panel.
   2. Select “Join Meeting” on the screen.
   3. If the host has started the meeting, you will automatically join
   4. If you did not invite the conference room to your Zoom meeting, or your meeting is just not showing up, the screen will either show the time or the next meeting scheduled for that day.
   5. Select “Dial” on the screen and dial into your Zoom meeting ID.
   6. The First picture shows what the touch panel will look like when a meeting has been successfully joined, don’t forget to turn on the TV by using the remote in the picture to the right.
      
       

   Controlling Zoom Layout - Participants Only

   1. When you join a Zoom meeting, the screen will show only the speaker who is currently speaking on the TV screen in the room.
   2. If you want to switch the layout use the View button in Lynch Room’s touch panel to change from Speaker to Thumbnail, Gallery, or Multispeaker depending on your needs for the meeting. 
   3. Here is also a quick photo of how mute and turn off the camera for the room specifically.

   
   
   
    

   Controlling Zoom Layout - Screensharing
   
   If you or a participant share their screen, the video will automatically go to the top of the screen, with the screen share displayed beneath it.

   To change this, select “View” on the small screen.
    
   
   Controlling The Volume

   The volume controls for the videoconferencing system are located on the touch panel. On a call, the mute button will glow green when the room microphones are unmuted and red when the microphones are muted.

   You can also control the volume using the remote for the television. 
   
   Manually Controlling The Camera 
    
   In addition to Speaker Track, which automatically focuses the camera on whoever is speaking, it is possible to control the camera manually. 
   
   
   Tap the Camera Control button on the touch panel