Retreat Technical information

ClickShare

There are two laptop USB ClickShare buttons at Schöntal. These conveniently transmit the laptop screen and sound to the ClickShare receiver which is connected to the projector.

Using ClickShare:
Note that the app for the ClickShare button needs to be installed on the laptop. This can be done from the ClickShare button (the installer folder opens automatically) which is slow, or the speakers can download the Basic Installer from the ClickShare website beforehand.

The button ring flashes white when the button is trying to connect to the receiver
Steady white means connection has been made and the button is on standby
Push the button to share the laptop screen and sound. The button ring turns red
Push the button again to stop sharing. The button ring turns white

Sound:
If the presentation contains sound, the SHURE wireless transmitter needs to be plugged into either of the following and switched on.

the projector's audio monitor connection
- makes some background noise?
the BARCO ClickShare receiver
- less background noise?

Using Zoom

Beforehand:

Before you leave the Nbio intranet, make sure you have saved the retreat Zoom link and that you know the host code.
When scheduling the ZOOM meeting
- It should start early enough to allow the meeting to be tested.
- The waiting room should not be activated.

On Site:

For simplicity, the screen is shared, not each presentation.
The second laptop should always be muted, otherwise there will be audio feedback (whistling, echoing...).
Charge the SHURE microphones, power bank, presenter and headset overnight during the retreat.

Equipment

Preparation:

Charge the LOGITECH SPOTLIGHT presenter: The dongle has a loop and is stuck inside the end of the presenter where the charging cable should also be connected.
Charge the power bank.
Contact the Kloster to arrange for the availability of the items listed below, and to ensure that the sound system and other electronics will be on and ready to go onn both Sunday and Monday mornings.

Some technical information in pictures

Pack in a carrying bag/case (minimum requirements – take spares if possible!)

Laptop bag:
- 2x laptops with
  - PowerPoint software
  - ZOOM
    software
  - LOGITECH Spotlight Plus presentation
    software
  - bookmark to ZOOM meetings
  - 2x power supplies
  - 2x DisplayPort–HDMI adapters
3x 5 m USB extension cables
- 10m for USB hub to main laptop, 5m for screen webcam to hub
>1 m USB extension cable
- for projector webcam
RØDE wireless microphone set in hard black zip bag containing:
- 1x receiver
- 2x transmitters
- 2x 3.5 mm connector cables
- 2x 6.35 – 3 mm plug adapters
- 3x USB – USB-C cables
USB-C dock
- as USB adapter for thin laptops with only USB-C
USB hub
- for main laptop
2x >15 m Ethernet network cable
- for laptops
>1 m HDMI cable
- main laptop to projector
FOSCAM webcam
- under the screen
LOGITECH webcam
- on projector table
LOGITECH SPOTLIGHT presenter
- in box with presenter, USB dongle and USB charging cable
3x USB sticks
- formatted as ExFAT for copying presentations from Windows or Mac
Power bank
- with USB-C output and charging cable
Bluetooth headphones
- with charging cable
Rubber bands
- for projector webcam
3x USB charger
- for headphones, power pack, presenter

Carried separately

2x tripods, a normal one (under the screen) and a lighter one (on the projector table)

Provided by Kloster Schöntal

rubber floor mats from projector to projection screen: kept in a cupboard in the first room outside the lecture hall
ClickShare can be used, but not for sharing to ZOOM
SHURE wireless audio transmitter with 3,5 mm adapter
- using ClickShare: connected to projector audio monitor output
- using ZOOM: connected to laptop headphones output.

Hardware Setup

The main laptop is used for the presentation, for screen sharing, and for the audio and video links into Zoom. The second laptop is used for Zoom administration, can provide a room video, or may act as a spare for the main laptop.

The main laptop

Lay the power strip along the back wall.
Put the Main laptop on a chair behind projector
Put the Admin laptop on a chair next to the Main laptop
Connect these to the power strip
Twist and join USB cables together.
https://www.youtube.com/watch?v=Ey8JsNurTZU
Connect the USB extensions to the Main laptop
Connect the network cables to the laptops
Lay the network cables and the USB extension cables between laptops and screen area
Plug in the network cables to the network connection box behind projection screen
Screw the FOSCAM webcam to the top of larger tripod and stand it under the centre of projection screen.
Connect the FOSCAM webcam to the USB hub
Connect LOGITECH Spotlight dongle to the USB hub with an extension and tape it onto the table
Connect the hub to the USB extensions
Tie the LOGITECH webcam with rubber bands to the smaller tripod and place this on the projector table.
Connect the USB-C dock-C to laptop USB
Connect RØDE USB wireless receiver to USB and press the Ø button until a light comes on.
Cover the network and USB extension cables with rubber mats

The second laptop

Place on a chair near the main laptop.
Connect to the power supply.
LOGITECH webcam

Screen arrangement on main laptop

Right-click the desktop and adjust the display layout window so that screen 1 – the laptop – is on the left and screen 2 – the projection screen – is next to it on the right.

Sound for Zoom

The audio output in the curved corner cupboard on the left of the side door. From the RØDE set, use a 6,35–3,5 mm adapter and a 3,5 mm cable to connect a transmitter. Connect the power pack to the transmitter and switch it ON (long press on the Ø button). 2 steady blue lights (battery condition and connection to receiver) should be visible.
The connection status and the sound level can be seen on the RØDE receiver.
Adjust the MONICON to get a suitable sound level (-36dB?)

Software Setup

Main laptop

Start the ZOOM meeting from the bookmark on the desktop.
video source: either USB HD camera (=FOSCOM) or LOGITECH QuickCam
- Adjust for low light = Auto
- Background filter = no
audio source: Wireless II
- Input volume: automatic.
- suppress background noise: LOW
- echo cancellation: ON
- 'Advanced' button: Signal processing by Windows audio device drivers: OFF
General: always show controls
Speakers: 'Same as system'
Adjust test melody of ZOOM over room speakers to slightly-too-loud level.
Open the Share window:
- Share System Sounds should be ON (for any sounds in presentations)
- Share Screen 2 (projection screen)
On the ZOOM screen, set 'View' to gallery. This option is only available with 2 or more videos.
'Unmute' and 'Start Video'.
Open PowerPoint presentation. Under the 'Slides' tab, set output to EPSON projector, Presenter mode: ON. This will stay set for all following presentations.
Start the presentation - it should appear on the main projection screen with the presenter's preview on the laptop.

Second laptop

Enter the ZOOM meeting using the bookmark on the Desktop
Disable sound and video
Click 'Claim Host' in the Participants window and enter the code.
Optionally activate the Waiting Room and put any participants into that room.
Speakers: Bluetooth headphones recommended to monitor the sound
Open the CHAT window
Disable the waiting room and click 'Admit All' in the waiting list.
Check that nobody has their camera or sound on by mistake.
Active video when necessary

The Talk

Presentations

Activate LOGITECH Spotlight - long press on button. Use as laser pointer and slide changer.
During the talk, do not click the mouse on anything except the presentation. The presenter can only control the presentation when PowerPoint is the active programme.
If the speaker 'loses' the red dot (it probably moved to the laptop screen), use the arrow keys to go back one slide then forward. With every slide change, the dot returns to the middle of the screen.

Combining awards presentation with recipient on ZOOM

Move the ZOOM video to the projection screen. The ZOOM window will be invisible to ZOOM participants.
Changing from local presentation to ZOOM shared presentation
- Switch off SHARING and move the ZOOM window to the projection screen. Double-click to fill the screen.
Changing from ZOOM shared presentation to local presentation
- Exit 'Full Screen' mode by mouse double-click or 'Esc' key.
- Move ZOOM window back to laptop
- Share projection screen 2
- Start the presentation