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;-
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.
| 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 |
(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 University of 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)
Hynes Boardroom is booked through Buildings & Estates by emailing them at [email protected]
This boardroom which has a capacity of 20 people is equipped with a Poly Studio E70 camera tracking system 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 University of Galway ISS supported video conferencing applications. e.g. Zoom or MS Teams.
| Display | |
|---|---|
| 65" TV | YES |
| Audio | |
| 1 x Seinheiser Ceiling Microphone (used to capture audio in a Hybrid Meeting using MS Teams/Zoom) |
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 | YES |
| Additional Technical Features | |
| Control Panel - Extron MLC100 | YES |
| Networked Windows Computer (PC) | YES |
| Speakers |
YES |
(Please note that the Hybrid desktop video conference system installed in this space works best with the ZOOM application)
- 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 University of 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 Camera" 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 |
|---|---|---|
| Poly Studio E70 | Dante USB Recieve (Dante USB I/O Module) | LG TV (Intel (R) Display Audio) |
Alexander Anderson Boardroom is booked through Buildings & Estates by emailing them at [email protected]
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.
| Display | |
|---|---|
| 2 x 65" TV | YES |
| Audio | |
| 1 x Seinheiser Ceiling Microphone (used to capture audio in a Hybrid Meeting using MS Teams/Zoom) |
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 | YES |
| Additional Technical Features | |
| Remote Control to turn on and off screens | YES |
| Networked Windows Computer (PC) | YES |
| Speakers |
YES |
- 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 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.
| Speaker/room camera | Microphone | Speaker |
|---|---|---|
| Polycom EEDII Video | Dante USB REcieve (Dante USB I/O Module) | SAMSUNG (Intel (R) Display Audio) |
AMB-1006 is a multi-functional room with one large screen on the main wall with a High Definition video camera, a second screen located on side wall with two Poly tracking cameras one for presenter and one for meeting environment with a Sennheiser ceiling suspended echo-canceling boundary microphone for the purpose of facilitating Hybrid Meetings. This room has capacity for 18 people.
| Display | |
|---|---|
| 1 x 85" TV Main Wall, 1 x 55" Side Wall | YES |
| Audio | |
| 1 x Sennheiser Ceiling Microphone (used to capture audio in a Hybrid Meeting using MSTeams/Zoom) |
YES |
| Laptop Connections | |
| HDMI Laptop connection | YES |
| Camera | |
| 1 x Poly Studio E70 Tracking Camera (located above main teaching screen) 1 x Poly Studio E70 Tracking Camera(located above the Sony Screen for presenter tracking) |
YES |
| Hybrid Meetings / Web Conferencing | |
| Compatible with Zoom, MS Teams, Canvas etc | YES |
| Additional Technical Features | |
| Extron TouchPanel | YES |
| Networked Windows Computer (PC) | YES |
| Speakers |
YES |
| Whiteboard |
YES |
- Using the Controller on the Right Hand Side of the screen Press “POWER” button to turn on TVs.
- Select "Both Screens" to use PC. PC is located underneath screen. If login screen does not appear when you move the mouse or keyboard, press the Power button on PC to turn on. (PC located underneath main TV)
- 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].
How to select the correct Camera, Microphone, and Speaker while using this PC for Hybrid Meetings:
- From the PC desktop, 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 "Poly Studio E70 Video" as your camera if using the room in a meeting environment.
- Select "Poly Studio E70 Video" as your camera if presenting. You should see a picture of the room when the above camera has been selected.
- Select “IN 1-2(BEHRINGER UMC 202 HD 192K)” as your microphone.
- Select "LED-MONITOR (Intel(R) Display Audio)" as your speaker. (Note you can adjust the TV volume using the volume button on the wall controller).
| Speaker/room camera | Microphone | Speaker |
|---|---|---|
| Poly Studio E70 camera |
IN 1-2(BEHRINGER UMC 202 HD 192K) |
LED-MONITOR (Intel(R) Display Audio) |
AMB1006 is booked through CELT by emailing them at [email protected]
ISS Meeting Room B is a multi-functional 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.
| Display | |
|---|---|
| 1 x 55" TV Main Wall | YES |
| Audio | |
| 1 x Poly Studio (used to capture audio in a Hybrid Meeting using MS Teams/Zoom) |
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) | YES |
| Additional Technical Features | |
| Extron MLC100 | YES |
| USB cable to connect Poly Studio to laptop | |
| Speakers |
YES |
| Whiteboard |
YES |
- 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.
| Speaker/room camera | Microphone | Speaker |
|---|---|---|
| Polycom Studio Video | Echo Cancelling Speakerphone (2-Polycom Studio Audio) | Echo Cancelling Speakerphone (2-Polycom Studio Audio) |
ISS Meeting Room B is booked through ISS by emailing them at
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
| 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 |
- 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
HBB Boardroom is booked through Buildings & Estates by emailing them at [email protected]
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.
| 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 |
- Using the Controller underneath the screen Press ON (to turn on TV)
- Select "PC" when using for a Hybrid Meeting (PC is connected to camera , microphone and speakers ).
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 "Poly Studio X50" as your camera. You should see a picture of yourself when the above camera has been selected.
- Select “Poly Studio X50” as your microphone.
- Select "Poly Studio X50" as your speaker.
Using the Wall controller (Right Hand Side of the TV screen), Press OFF (to turn off the TV)
The Research & Innovation Boardroom is a multifunctional room with two large screens on the main wall with a High Definition video tracking camera, a second high definition tracking camera is located on the back wall and ceiling suspended echo-cancelling microphone above the boardroom table for the purpose of facilitating Hybrid Meetings.
| Display | |
|---|---|
| 2 x 65" TVs Main Wall | YES |
| Audio | |
| 1 x Sennheiser Ceiling Microphone (used to capture audio in a Hybrid Meeting using MS Teams/Zoom) |
YES |
| Laptop Connections | |
| HDMI Laptop connection (at table) | YES |
| Camera | |
| 1 x Poly Studio E70 Tracking Camera(located below the two LG screens) 1 x Aver Cam 340 (located above main teaching screen) |
YES |
| Hybrid Meetings / Web Conferencing | |
| Compatible with Zoom/MS Teams | YES |
| Additional Technical Features | |
| Extron TouchPanel | YES |
| Networked Windows Computer (PC) | YES |
| Speakers |
YES |
- Using the Controller on the Right Hand Side of the screens Press “PRESS HERE TO START” button to turn on TVs.
- The PC is located in the cabinet. If login screen does not appear when you move the mouse or keyboard, 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].
How to select the correct Camera, Microphone, and Speaker while using this PC for Hybrid Meetings:
- From the PC desktop, 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 "Poly Studio E70 Video" as your camera if using the room in a meeting environment.
- Select "AVER PTC330UV2" as your camera if presenting.
- Select “DANTE USB Receive (3-Dante USB I/O Module)” as your microphone.
- Select "LG TV (HD Audio Driver for Display Audio)" as your speaker. (Note you can adjust the TV volume using the volume button on the wall controller).
You can share content presentations / excel sheets as normal through your chosen application. Make sure your presentation is available on your email / one drive so you can access it.
| Speaker/room camera | Microphone | Speaker |
|---|---|---|
| Poly E70 camera / AVER PTC330UV2 camera | DANTE USB Receive (2-Dante USB I/O Module) |
LG TV (HD Audio Driver for Display Audio) |
- Select "Laptop Input" from the touchpanel
- Plug laptop into HDMI cable on table and project your Excel, PowerPoint etc
- How to select the correct Camera, Microphone, and Speaker while using this PC for Hybrid Meetings:
- Please double click on the application you wish to use. i.e. MS Teams or Zoom and login using your credentials.
- 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 if using the room in a meeting environment.
- Select "AVER PTC330UV2" as your camera if presenting.
- Select “DANTE USB Receive (3-Dante USB I/O Module)” as your microphone.
- Select "LG TV (HD Audio Driver for Display Audio)" as your speaker. (Note you can adjust the TV volume using the volume button on the wall controller).
- Please press "SHUTDOWN" when finished.
The Research and Innovation Boardroom is booked through ***** by emailing them at ******@universityofgalway.ie
The Ideas Lab is a multifunctional room with one large screen on the main wall with a High Definition video tracking camera, a second high definition tracking camera is located on the back wall for presenter tracing and ceiling suspended echo-cancelling microphone for the purpose of facilitating Hybrid Meetings.
| Display | |
|---|---|
| 1 x 86" TV Main Wall | YES |
| Audio | |
| 1 x Sennheiser Ceiling Microphone (used to capture audio in a Hybrid Meeting using MSTeams, Zoom) |
YES |
| Laptop Connections | |
| HDMI Laptop connection (below control panel) | YES |
| Camera | |
| 1 x Poly Studio E70 Tracking Camera(located underneath LG screen) 1 x Aver PTC330UV2 (located on back wall) |
YES |
| Hybrid Meetings / Web Conferencing | |
| Compatible with Zoom, MS Teams, Canvas etc | YES |
| Additional Technical Features | |
| Extron TouchPanel | YES |
| Speakers |
YES |
- Select "Laptop Input" from the touchpanel
- Plug laptop into HDMI cable on table and project your Excel, PowerPoint etc
Audio is through HDMI cable also to play music, you tube etc
- Using the Controller beside the screen press “PRESS HERE TO START” button to turn on TV.
- Select "LAPTOP INPUT" to connect your laptop for video and audio on screen.
- Connect the laptop into the HDMI cable. Select “Duplicate” mode on your laptop and your laptop should display on screen.
- Connect the USB cable to your laptop also to connect camera and microphone to your laptop.
- Open the application you wish to use. i.e. MS Teams or Zoom. When signing into Teams or Zoom please use login [email protected].
How to select the correct Camera, Microphone, and Speaker while using this PC for Hybrid Meetings:
- From the PC desktop, 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 "Poly Studio E70 Video" as your camera if using the room in a meeting environment.
- Select "AVER PTC330UV2" as your camera if presenting.
- Select “DANTE USB Receive (3-Dante USB I/O Module)” as your microphone.
- Select "LG TV (HD Audio Driver for Display Audio)" as your speaker. (Note you can adjust the TV volume using the volume button on the wall controller).
You can share content presentations / excel sheets as normal through your chosen application.
| Speaker/room camera | Microphone | Speaker |
|---|---|---|
| Poly E70 camera / AVER PTC330UV2 camera | DANTE USB Receive (2-Dante USB I/O Module) |
LG TV (HD Audio Driver for Display Audio) |
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