AV Guidelines for Meeting Rooms

General Guidelines for Using AV in Meeting and Training Rooms

1. Check and Prepare the Equipment: 

   • Make sure all audio and video equipment is in working order before the training session begins. 

   • Test microphones, speakers, projectors, screens, and any other AV devices that will be used.

2. Connect Devices: 

   • Connect your laptop or other media devices to the projector or display screen using the appropriate cables (HDMI, VGA, etc.). Ensure you have the necessary adapters if your laptop and display devices have different ports. 

   • Connect any external speakers if required for better audio quality.

3. Check Audio Quality: 

   • Test the audio by playing a short video or audio clip. Adjust the volume levels to ensure everyone in the room can hear clearly without it being too loud or too soft.

4. Position the Projector/Display: 

   • Set up the projector or display screen in such a way that all participants have a clear view of the content without any obstructions. 

   • Consider the room layout and seating arrangements for optimal visibility.

5. Lighting Considerations: 

   • Ensure the room has adequate lighting. Too much brightness can wash out the projector image, while insufficient lighting may strain participants' eyes. Find the right balance for a comfortable viewing experience.

6. Camera Setup (If Needed): 

   • If the meeting or training involves remote participants, set up a camera to capture the trainer or the presentation area. Ensure the camera angle is appropriate and captures the necessary elements clearly.

7. Test Remote Communication (If Needed): 

   • If the meeting or training involves remote participants, test the video conferencing or communication software to ensure a stable connection before the session starts.

8. Prepare Audio-Visual Content: 

   • Organize your meeting or training materials, presentations, videos, and other multimedia content in advance to avoid technical hiccups during the session.

9. Use a Microphone (If Necessary): 

   • If the room is large or if there are participants in the back rows, consider using a microphone to ensure everyone can hear the trainer clearly.

10. Troubleshooting: 

    • Have a backup plan in case of technical issues. Familiarize yourself with troubleshooting techniques or have technical support available if needed.

11. Record the Session (Optional): 

    • If appropriate and with the consent of participants, you can record the session for later review or for those who couldn't attend.

    • Meetings held in MS Teams can be optionally recorded and the recording is automatically available to anyone invited to the meeting via MS Stream.

AV Guidelines for Specific Meeting Rooms

Dr. Marc Smith Teaching and Learning Center

Duncanville Education Plaza

IDEA Hub / Technology