Hybrid Meetings

In a hybrid meeting, some of the people attending the meeting is located together in the same place and others may join the meeting by conference call or web conference.  This page includes advice for hybrid meetings on campus including,rooms available ,software available,audio,and video considerations.

University of Galway has various hybrid spaces with dedicated technologies to support hybrid meetings.  Here are some venues available for Hybrid Meetings;-

Hynes Boardroom, Quadrangle

This boardroom which has a capacity of 40 people is equipped with a HD video camera and two ceiling suspended echo-cancelling boundary microphones for the purpose of facilitating Hybrid Meetings. This can be achieved using the provided PC and some of the preinstalled University of Galway ISS supported video conferencing applications. e.g. Zoom.

Available Equipment
Display
65" TV YES
Audio
2 x Seinheiser Ceiling Microphones
(used to capture audio in a Hybrid Meeting using Zoom,)
YES
Laptop Connections
VGA Laptop connection YES
HDMI Laptop connection YES
Camera
Poly Studio E70 Camera Tracking system
YES
Hybrid Meetings / Web Conferencing 
Compatible with Zoom YES
Additional Technical Features
Control Panel - Extron MLC100 YES
Networked Windows Computer (PC) YES
Speakers YES
Instructions on how to use the system

 

(Please note that the Hybrid desktop video conference system installed in this space works best with the ZOOM application) MS Teams currently doesn’t have the audio processing power for larger groups.

Using the Extron controller (RHS of the TV Screen)

  • Press ON (to turn on the TV)
  • Press PC to connect the provided PC to the TV
  • Please ensure that the provided PC is turned on.

How to select the correct Camera, Microphone, and Speaker while using this PC:

  • Login to the provided PC using your NUI Galway campus account:

               Staff:  login using staffid  (e.g 0123456s ) and associated password

  • From the PC desktop, please ‘click on’ to open the application you wish to use. i.e. MS Teams or Zoom.
  • Once you have logged into the application you wish to use, ensure that you select the correct, camera, microphone and the speaker within the application’s  Audio & Video settings.
  • Select Poly Studio E70 as your camera.  You should see a picture of yourself when the above camera has been selected.
  • Select Echo Cancelling Speakerphone (DMP Plus64 Hynes Boardroom USB#1) as your microphone.  
  • Select SONY TV *00 (Intel(R) Audio) as your speaker.   (Note you can adjust the TV volume using the volume knob on the wall controller).

Using the Wall controller (RHS of the TV screen), Press OFF (to turn off the TV)

Hybrid Meeting Equipment Settings

Speaker/room camera Microphone Speaker
Poly Studio E70 Echo Cancelling Speakerphone (DMP Plus64 Hynes Boardroom USB#1) Sony TV *00 (Intel (R) Audio)
How to Book this venue

Hynes Boardroom is booked through Buildings & Estates by emailing them at [email protected]

Alexander Anderson Boardroom, Quadrangle

This boardroom which has a capacity of 20 people is equipped with a HD video camera and ceiling suspended echo-cancelling boundary microphone for the purpose of facilitating Hybrid Meetings. This can be achieved using the provided PC and some of the preinstalled NUI Galway ISS supported video conferencing applications. e.g. Zoom or MS Teams.

Available Equipment
Display
65" TV YES
Audio
1 x Seinheiser Ceiling Microphone
(used to capture audio in a Hybrid Meeting using MSTeams, Zoom, Collaborate)
YES
Laptop Connections
VGA Laptop connection YES
HDMI Laptop connection YES
Camera
Sony Camera (Located above screen to take in shot of entire boardroom table) YES
Hybrid Meetings / Web Conferencing 
Compatible with Zoom, MS Teams, BB Collaborate  YES
Additional Technical Features
Control Panel - Extron MLC100 YES
Networked Windows Computer (PC) YES
Speakers YES
Instructions on how to use the system

 

(Please note that the Hybrid desktop video conference system installed in this space works best with the ZOOM application) MS Teams currently doesn’t have the audio processing power for larger groups.

  • Press ON (to turn on the TV)
  • Press PC to connect the provided PC to the TV
  • Please ensure that the provided PC is turned on.

How to select the correct Camera, Microphone, and Speaker while using this PC:

  • Login to the provided PC using your NUI Galway campus account:

               Staff:  login using staffid  (e.g 0123456s ) and associated password

  • From the PC desktop, please ‘click on’ to open the application you wish to use. i.e. MS Teams or Zoom.
  • Once you have logged into the application you wish to use, ensure that you select the correct, camera, microphone and the speaker within the application’s  Audio & Video settings.
  • Select Roland UVC-01 as your camera.  You should see a picture of yourself when the above camera has been selected.
  • Select Dante USB Receive (Dante USB I/O Module) as your microphone.  
  • Select LG TV(Intel(R) Display Audio) as your speaker.   (Note you can adjust the TV volume using the volume knob on the wall controller).

Hybrid Meeting Equipment Settings

Speaker/room camera Microphone Speaker
Roland UVC-01 Dante USB Recieve (Dante USB I/O Module) LG TV (Intel (R) Display Audio)
How to Book this venue

Alexander Anderson Boardroom is booked through Buildings & Estates by emailing them at [email protected]

SC200B, Arts Science Building

We have a dedicated Video Conference Suite in Arts / Science Building (SC200B).  Here you will find the latest in Video Conferencing Technology with a Polycom Tracking Camera connected to a PC  which provides a powerful video and audio performance and the ability to share interactive content which allows users to come together even when on opposite sides of the world.  The room is designed specifically for videoconferencing to give a immersive feel with a desk designed in a U-shape so all participants are visible on screen , two large display panels and ceiling microphones to ensure that all participants in the room can be heard.  There are 8 chairs available around the table and an additional 15 chairs on wheels that can be moved around the room.

Available Equipment
Display
2 x 65" TV YES
Audio
1 x Seinheiser Ceiling Microphone
(used to capture audio in a Hybrid Meeting using MSTeams, Zoom, Collaborate)
YES
Laptop Connections
HDMI Laptop connection YES
Camera
Poly Eage Eye Director II Camera Tracking system YES
Hybrid Meetings / Web Conferencing 
Compatible with Zoom, MS Teams, BB Collaborate  YES
Additional Technical Features
Remote Control to turn on and off screens YES
Networked Windows Computer (PC) YES
Speakers YES
Instructions on how to use the equipment
  • Press Red Power Button on remote control to turn on the two TVs (see image below)
  • The campus login page should appear on the local screen and TVs once you move the mouse. If not, you may need to turn on the computer by pressing the Power button.  Computer is located in press underneath camera (see image below).
  • Select your chosen video application Zoom, Teams BB Collaborate are available through the NAL Window.
  • Once you have logged into the application you wish to use, ensure that you select the correct, camera, microphone and the speaker within the application’s  Audio & Video settings.
  • Select Polycom EEDII Video as your camera.  You should see a picture of yourself when the above camera has been selected.
  • Select Dante USB REcieve (Dante USB I/O Module) as your microphone.  
  • Select SAMSUNG (Intel (R) Display Audio as your speaker.   (Note you can adjust the TV volume using the volume knob on the wall controller).

Turn OFF Camera Tracking

Camera Tracking is turned ON automatically in this venue.  If you wish to turn it OFF please select Polycom Eagle Eye Software from NAL (see image below)

 

  • Go to Camera Settings 
  • Untick Tracking
    • Off: Disables automatic tracking and switches to manual mode. 

Hybrid Meeting Equipment Settings

Speaker/room camera Microphone Speaker
Polycom EEDII Video Dante USB REcieve (Dante USB I/O Module) SAMSUNG (Intel (R) Display Audio)
How to Book this venue

SC200B is booked through CELT by emailing them at [email protected]  

AMB-1006(AM207)  Arts Millenium Building (Booked through CELT)

AMB-1006  is a multifunctional room with one large screen on the main wall with a High Definition video camera, second screen located on side wall with a Poly tracking camera and ceiling suspended echo-cancelling boundary microphone for the purpose of facilitating Hybrid Meetings.  This room has capacity for 18 people.

Available Equipment
Display
1 x 85" TV Main Wall, 1 x 55" Side Wall YES
Audio
2 x Boundary Ceiling Microphone
(used to capture audio in a Hybrid Meeting using MSTeams, Zoom, Collaborate)
YES
Laptop Connections
HDMI Laptop connection YES
Camera
1 x Aver Cam 340 (located above main teaching screen)
1 x Poly Studio E70 Tracking Camera(located above the Sony Screen)
YES
Hybrid Meetings / Web Conferencing 
Compatible with Zoom, MS Teams, BB Collaborate  YES
Additional Technical Features
Extron TouchPanel YES
Networked Windows Computer (PC) YES
Speakers YES
Whiteboard YES
Instructions on how to use the system
  • Select the "Power" Button on controller to begin (Controller located on wall on Right Hand Side of the TV)
  • Select "Both Screens" to use PC.  PC is located underneath screen.  If login screen does not appear press the Power button on PC to turn on.
  • Login to the provided PC using your University of Galway campus account:
  •                Staff:  login using staffid  (e.g 0123456s ) and associated password
  • From the PC desktop, please double click to the application you wish to use. i.e. MS Teams or Zoom.  When signing in to Teams or Zoom please use login [email protected]
  • Ensure that you select the correct, camera, microphone and the speaker within the application’s  Audio & Video settings.

How to select the correct Camera, Microphone, and Speaker while using this PC for Hybrid Meetings:

  • Select "AVER" as your camera if using the room in a meeting environment.  
  • Select "Poly Studio E70" as your camera if you are presenting.  You should see a picture of yourself when the above camera has been selected.
  • Select “IN 1-2 (BEHRINGER UMC 202HD 192k)” as your microphone.  
  • Select  "LED-MONITOR (Intel (R) Display Audio" as your speaker.  
Hybrid Teaching Settings
Speaker/room camera Microphone Speaker
AVER camera / Poly Studio E70 IN 1-2 (BEHRINGER UMC 202HD 192k) LED-MONITOR (Intel (R) Display Audio)
How to book this venue

AMB1006 is booked through CELT by emailing them at [email protected]

ISS Meeting Room B (Booked through ISS)

ISS Meeting Room B  is a multifuncitional room with one large screen on the main wall with a Poly Studio positioned underneath the TV for facilitating Hybrid Meetings.  This system can be used by connecting a laptop to the HDMI and USB connection located on the table.

Available Equipment
Display
1 x 55" TV Main Wall YES
Audio
1 x Poly Studio
(used to capture audio in a Hybrid Meeting using MSTeams, Zoom, Collaborate)
YES
Laptop Connections
2 x HDMI Laptop connection (1 at table, 1 at wall plate) YES
Camera
Poly Studio Camera tracking Camera YES
Hybrid Meetings / Web Conferencing 
Compatible with Zoom, MS Teams, BB Collaborate  YES
Additional Technical Features
Extron MLC100 YES
USB cable to connect Poly Studio to laptop
Speakers YES
Whiteboard YES
Instructions on how to use the system
  • Select the "ON" Button on controller to begin (Controller located on wall underneath the TV)
  • Select "HDMI" to use the HDMI cable on the table.  
  • Connect the HDMI cable to connect laptop to screen.
  • Connect USB cable to connect Poly Studio to your laptop for use in a Hybrid Meeting.

How to select the correct Camera, Microphone, and Speaker while using this PC for Hybrid Meetings:

  • From your laptop, please double click on the application you wish to use. i.e. MS Teams or Zoom and login using your UDS creditenals.
  • Once you have logged into the application you wish to use, ensure that you select the correct, camera, microphone and the speaker within the application’s  Audio & Video settings.
  • Select "Polycom Studio Video" as your camera.  You should see a picture of yourself when the above camera has been selected.
  • Select “Echo Cancelling Speakerphone (2-Polycom Studio Audio)” as your microphone.  
  • Select  "Echo Cancelling Speakerphone (2-Polycom Studio Audio)" as your speaker.  
Hybrid Settings
Speaker/room camera Microphone Speaker
Polycom Studio Video Echo Cancelling Speakerphone (2-Polycom Studio Audio) Echo Cancelling Speakerphone (2-Polycom Studio Audio)
How to book this venue

ISS Meeting Room B is booked through ISS by emailing them at

IT Boardroom (Booked through IT Dept)
HBB Boardroom 3022(Booked through Buildings)

This boardroom which has a capacity of 18 people is equipped with a High Definition tracking camera and ceiling suspended echo-cancelling boundary microphone for the purpose of facilitating Hybrid Meetings. This can be achieved using users own laptop connected to the USB-C cable in the 1st cubby on table alongside any video conferencing applications. e.g. Zoom or MS Teams

Available Equipment
Display
65" TV YES
Audio
1 x Seinheiser Ceiling Microphone
(used to capture audio in a Hybrid Meeting using Zoom, MS Teams)
YES
Laptop Connections
USB-C Laptop Connection (1st cubby on table for connecting to TV and camera and microphone) YES
HDMI Laptop connection (underneath TV at top of room) YES
Camera
Poly Studio E70 Camera Tracking system YES
Hybrid Meetings / Web Conferencing 
Compatible with Zoom, Teams etc (Via USB-C Laptop connection on table) YES
Additional Technical Features
Control Panel - Extron MLC100 (side of TV) YES
Networked Windows Computer (PC) NO
Speakers YES
Instructions on how to use the system
  • Using the Controller on the Right Hand Side of the screen Press ON (to turn on TV)
  • Select "Table Laptop" to use the USB-C cable at the table for a Hybrid Meeting (connects to screen, camera , microphone and speakers and power in a DELL laptop).  USB-C cable can also be used for just connecting to the TV to share a presentation, excel sheet, word document etc.
  • Select "At TV Laptop" if you want to use the HDMI cable just below the TV (not connected to the Hybrid setup)

Using the Wall controller (Right Hand Side of the TV screen), Press OFF (to turn off the TV)

Hybrid Meeting Setup

  • Connect USB-C cable in table to your laptop.  (You should see your laptop up on screen)

How to select the correct Camera, Microphone, and Speaker while using this PC:

Once you have logged into the application you wish to use, ensure that you select the correct, camera, microphone and the speaker within the application’s  Audio & Video settings.

  • Select "Poly Studio E70 Video" as your camera.  You should see a picture of yourself when the above camera has been selected.
  • Select “DANTE USB” as your microphone.  
  • Select  "SONY TV *00 (Intel(R) Display Audio)" as your speaker.   (Note you can adjust the TV volume using the volume button on the wall controller).

Using the Wall controller (Right Hand Side of the TV screen), Press OFF (to turn off the TV

How to book this venue

HBB Boardroom is booked through Buildings & Estates by emailing them at [email protected]

Nursing Boardroom

This boardroom is equipped with a Poly Studio X50 for facilitating Hybrid Meetings. The Poly Studio X50 is an all in one video bar that is connected to the PC including camera tracking, microphone and speaker.

Available Equipment
Display
85" TV YES
Audio
Poly Studio X50 includes built in microphone and speaker YES
Laptop Connections
HDMI Laptop connection (at table connected to laptop) YES
HDMI Laptop connection (underneath TV at top of room) YES
Camera
Poly Studio X50 Camera Tracking system YES
Hybrid Meetings / Web Conferencing 
Compatible with Zoom, Teams etc  YES
Additional Technical Features
Control Panel - Extron MLC100 (side of TV) YES
Networked Windows Computer (PC) YES
Speakers YES
Instructions on how to use the system
Tips for successful Hybrid Meetings

Before the meeting

  • Ensure invite includes physical room location and meeting invite or link from preferred software.
  • If hosting a hybrid meeting from a remote location  have a nominee to coordinate the onsite participants and technology.
  • Familiarize yourself with the meeting room you are using before hand
  • If using in-room technologies, determine if fixed camera/microphones can capture room participants.
  • To avoid messages from non-meeting users, switch your Teams status to ‘do not disturb’, switch notification preview to ‘off’ in the settings and navigate away from chat.
  • Provide any materials (presentations, documents etc) in advance.
  • Be aware of audio feedback from Microphones and speakers from other participants