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Best Practices ahead of a session (PRESENTER)

Recommended steps to follow as room preparation for a session (RotF or Delegate room):

  1. Check that all the hardware pieces in the room are turned on:

    • The Surface must be on, connected to power (no disruptions due to low batt), and connected to the Internet

    • Camera(s) and their respective computer(s) or NUC(s) - if they're on-premise) must be on before launching the room

    • Video systems must be all turned on before launching the room: 

      1. For Room of the Future: all Videowall hardware must be on (PC and screens), as well as any auxiliary PC and monitor in the room

      2. For Delegate Rooms: Computer(s) or NUC(s) and monitor(s) must be on

    • Sound systems (soundbar, mics, speakers, etc) must be on and unmuted

  2. Launch the room using:

    • the org’s launch URL, bookmarked in the Surface

    • the respective room code, obtained from the Accounts Portal

  3. Check everything is working as desired:
    • Check users can be seen and heard

    • Check remote users can see and hear the room

    • Check the Remote Presenters can see, hear, be seen, and heard

    • Check other unique roles are working as expected, such as the Translator

    • Test any feature that may need to used while in the session: open a file, play a video, etc.

  4. Remember to properly close the room after every class:
    • Please do not just close the Chrome browser on the Surface

    • If a previous room is open, close it before launching a new one

    • After closing a room, wait for 10 mins before launching another room to allow the system a proper shutdown

  5. During Split Rooms:

    • Do not leave the Splits main menu unless you are entering each group, as a new tab opens

    • Do not close the main tab in the browser

  6. In a session with high attendance:

    • Share the Intro Slide while people join (provides basic instruction for the functionality of the room)

    • Advise students to leave their mics locked (to avoid introducing undesired noise)

    • Blocking all mics ahead of the session (unblocking people when it is their turn to speak) will help prevent unnecessary noise during the session

  7. In a session with Remote Presenters:

    • Recommend them to use headsets

    • Mute the mics in the room while they are speaking to avoid an echo

  8. In a session with Translation:

    • Recommend them to use headsets

    • For short pauses (coughing, drinking), advise muting from the headset instead of on the app

  9. When Participants (any role) experience video conferencing issues (cannot see, hear, or speak):

    • Ask them to refresh the browser to recover the lost streams or adjust to new devices quickly

    • If the issue persists, advise them to click the ፧ button (top right corner) and “Change/Test Devices”

POSSIBLE ISSUES and how to quickly troubleshoot them

  • The Presenter is not shown in the Video Wall (or Aux Screen) or on the Delegate Monitor

    • Close room and relaunch

  • The Presenter is shown as a black image in the Video Wall (or aux Screen) or on the Delegate monitor

    • Check the camera & NUC are on; then relaunch the room

  • Virtual Participants don’t hear the Presenter in the room:

    • Check the sound system (mics/soundbar) is not muted

    • Check the Presenter is correctly shown on the VideoWall or Delegate screens

  • Virtual Participants are not heard in the physical room:

    • Check the sound system (speakers/soundbar) is not muted

    • Check server is not muted (check the volume button)

  • The MashMe tab is accidentally closed during the session:

    • Open Chrome on the Surface

    • Go to the “Class Launcher” bookmark

    • Enter the code for that virtual room again

    • Continue with the session

    • Close the room properly once the session is over

  • Room is not launched correctly (empty incognito Chrome Windows are open in the server)

    • Close the empty incognito Windows manually

    • Close room from the launcher

    • Wait 10 mins and relaunch the room

  • Room is not appropriately launched (incognito Chrome Window opens in the server and closes)

    • Check the current browser version is the last MashMe approved and installed

      • Note that it may have been updated manually from the room

    • Roll back to the latest tested version or contact support

  • If any issue persists, please contact support

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