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Instructions for lobby service staff:

• In the event of a problem that you cannot solve yourself, first call the AV support phone
• Print out the quick instructions if they are missing from the room. A link to the quick instructions is also on the desktop of the hall PC in the teaching rooms.
• Requests for system changes and feedback from users regarding the system's features are always made as a service request. All requests and feedback are processed by the AV team.

Borrowable display trolleys

• There are a few display trolleys on campus that can be borrowed. Otakaari 1 (the trolleys are stored at the back of Hall C, at the back of Hall U2 and in the main lobby in room Y116). The quick instructions for the display trolleys can be found in the AV presentation technology user manual | Aalto University. The trolleys must be returned to the same place after use.

Service requests

• When making a service request, please describe as precisely as possible where and what kind of problem you are having, if you have tried/done something, what you did and whether the situation has changed.

AV systems in educational spaces

• Instruct users to be patient when they want to use their own laptop and the room presentation system. It can take a while to get the USB connection and laptop connected, so patience is key. That is, when you connect the USB connection of the laptop to the room presentation system, wait a moment for the system to establish a connection with the laptop
• Do not disconnect cables and devices from the system. Disconnection is only permitted if there is an event in the room where tables in the room need to be moved. In this case, make a service request for the system to be reconnected in good time so that the room can be used normally after the event.
• Do not connect any external devices to the AV system. If the user wants to connect any of their own devices to the system, contact AV support.
• If necessary, the control panel can be restarted if it does not seem to respond to touch or its screen is dark.

Presentation system in conference rooms

• It may take a while for the laptop to connect to the presentation system. Instruct the user to connect the cables in the room to their computer and wait a moment for the connection between the devices to be established
• In conference rooms, the soundbar can be restarted if it does not work with the user's laptop. Also check whether the HDMI connection is connected to the HDMI 2 input of the monitor.
• If a malfunction is detected in the conference room system, the user can be instructed to restart their own laptop and then try again.

Questions and answers

Can I connect my own laptop to the AV system in the university's teaching and conference rooms?

• The conference rooms operate on the BYOD principle (Bring-your-own-device). The user must have a laptop with them in order to use the conference room's AV system. He can use any video conferencing application (Teams, Zoom, etc.).
• In teaching spaces, you can use your own laptop in almost all spaces. You can check if the space has connections for a laptop by looking at ASIO in the space information and whether there is "lecture recording" in the space properties.

Can I use a tablet in my presentation?

• You can try connecting the tablet to the space's presentation technology system. Since the tablet is not officially classified as a device supported by IT, unfortunately there is no technical support available for using it.
• In some spaces (large halls and ITS conference rooms), there is a wireless presentation system Miracast, which currently only works with Android and Windows devices.

Is there a microphone in the space?

• As a rule, teaching spaces have a microphone. Some spaces have hand-held microphones and/or wearable headband microphones. In some spaces, the microphone is on the teacher's desk or mounted on the ceiling. Some teaching spaces may have multiple microphones.
• In conference rooms, the microphone is part of the soundbar. In some larger conference rooms, the microphone is mounted on the ceiling.
• If additional microphones are needed in the room, a service request should be made in good time (3 weeks before the event)
• After the event, the handheld microphones should be placed in the chargers provided for them, so that the next user will also have working microphones at their disposal

Can I make remote participants visible and the sounds audible in the room?

• In the room, for example, you can window the desktop of a laptop or classroom PC so that everything necessary is visible. The sounds of remote participants are heard from the room's sound system. If you need further instructions for organizing hybrid education Hybrid education at Aalto University - OPIT - Aalto University Wiki

Is there a camera in the room?

• As a rule, the camera is permanently installed in the teaching rooms.
• In conference rooms, the camera is part of the soundbar.

Can I record my presentation/lecture?

• Works well in teaching and conference rooms as well as various studio spaces. As a rule, the lecture can be recorded using, for example, Panopto or Teams/Zoom. The recording takes advantage of the space presentation technology, i.e. the space's camera and microphone.
   

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