Zoom Rooms Overview

Contents
Overview
Quick Start
Best Practices
Still Need Help?

The IT Audio Visual Services group (AV) has built a standard with Zoom Rooms for all public conference rooms around the Lab. A conference room is considered “public” when it is open to anyone at the Lab to reserve via Google Calendar. Zoom Rooms are a software-based meeting room system that provides an integrated experience for audio/video conferencing, wireless screen sharing, and virtual collaboration. The goal is for staff to encounter a consistent meeting room experience across different locations at the Lab. 

Thanks to the work of the AV team, Luis Corrales, IT Collaboration Services manager, Miles Green, and Darrin Chavarria, over 100 spaces at the Lab have been updated with the latest Zoom Room technology. 

As noted in AV Upgrades for Hybrid Teams, the impact of COVID-19 and changes to work modes created a great demand for AV solutions and collaboration tools. This ongoing project to bring Lab conference rooms up to speed with the forefront of AV technology is an impressive achievement over a short period of time.

Zoom Rooms are more popular than ever as large group restrictions ease at the Lab. Many of us are eager to work with colleagues and conduct in-person events and hybrid meetings with one another. The increased use of Zoom Rooms has resulted in a great number of questions pouring in regarding the basic processes for booking and utilizing the spaces. This overview summarizes the basic steps for getting started with Zoom Rooms and working with the IT AV group.  

Quick Start

1. View all active Zoom Room locations and features at go.lbl.gov/cr.
2. Reserve the Zoom Room:
   ◦ Public conference room can be reserved using the Rooms tab in Google Calendar.
   ◦ Private rooms must be reserved via request to the primary contact listed.
3. Request AV services and support by submitting the AV Request Form. 
4. Learn more about AV Services on the Berkeley Lab Zoom website at zoom.lbl.gov.  

Best Practices

AV has developed new Zoom Rooms Best Practices guidance to help staff run streamlined meetings and maintain our Lab resources. Please take a look and let us know how we can improve. 

Before the meeting

• Schedule a test run in the Zoom Room if you’re unfamiliar with the location and controls. 
• If IT assistance is needed, submit an AV support request with 2-weeks advance notice. Requests with less than 48 business hours notice will be billed at double time.

Day of the meeting or testing

• Arrive at the Zoom Room and start the scheduled meeting on your laptop.
• DO NOT connect to the laptop audio in a Zoom Room. This creates an audio echo.
• Click the START button in the meeting list on the iPad or Neat Pad in the Zoom Room. 
• Share screen wirelessly using the Zoom desktop client on your computer (no wires or adapters needed).

After the meeting

• Remember to turn off projectors and lights. Burnt out bulbs take time to replace.
• Be sure to actually end the Zoom meeting. We’ve found meetings running overnight!
• Return furniture and equipment to appropriate locations. Please do not leave the room in disarray. Rentals must be removed when the room reservation ends. 

Still Need Help?

Review the basics of starting/joining a meeting from Zoom Rooms or visit zoom.lbl.gov for more training and resources. For technical support and general IT questions, please contact the Help Desk:

• Chat support at go.lbl.gov/itchat (Mon – Fri, 8AM – 5PM PT).
• Email help@lbl.gov to generate a ticket.
• Call the IT Help Desk at 510-486-4357 (HELP).