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Reading Room Events

This guide provides helpful information related to hosting events in the Reading Room.

AV Support Overview

The Reading Room is designed to facilitate in-person and hybrid audio-visual events. We have made every effort to make the system user-friendly, and instructions will be provided where necessary. The room has monitors that display visual materials, webinars, and videos, which can be easily accessed via the events desktop.

AV Support & Logistics

Available audio-visual amenities include:

  • A desktop computer available for DOC staff that is hooked into the room's monitors and sound system
  • Four large wireless monitors around the space that display the events desktop
  • A podium with a gooseneck mic and a small monitor for the presenter
  • Four wireless mics
  • Sixteen gooseneck mics
  • Three cameras (close-up on the podium/stage, covering the room towards the audience, covering the room towards the podium)

If utilizing Teams for your hybrid event, please keep these recommendations in mind for a smooth experience:

  • Recommended settings for a Teams Meeting:
    • Create the Teams Meeting in Outlook
    • Click on "Meeting Options" in the Ribbon
    • Who can bypass the lobby?  Everyone
    • Uncheck the box "Announce when callers join or leave"
  • Some bureaus, such as ITA, may need to use Teams from a browser instead of the Teams app.
  • From within Teams (or other webinar platforms), you can change which camera is being used by clicking the room camera using the three dots for "More" and clicking Switch Camera.
  • To turn on captions:
    • To use live captions in a meeting, go to your meeting controls at the top of the screen and select More > Language and speech > Turn on live captions

The Reading Room AV system can accommodate most hybrid event needs; however sometimes more complex events and live streams require additional support.  Programs may contract out for professional AV services as needed, either from NIST or through another event partner.

If outside AV support is going to be used, there MUST be a technical walkthrough in advance of the event.  Some vendors will plug into the existing AV system and utilize the microphones and speakers, while others will bring in a closed system that includes mics, cameras, speakers, translator booths, mixers, and other equipment.  It is essential to determine several details prior to the day of the event, such as where equipment will be set up (electric outlets are limited) and connectivity (only specific ports can be used for internet connectivity).  Program staff are responsible for escorting contractors to and from the library and coordinating the delivery and pick up of any equipment required for the event, to include providing instructions for vendors that need to be screened at the inspection station prior to accessing a loading dock.

The gooseneck microphone at the podium is always available.  

For audience questions or panels, four additional wireless microphones can be easily turned on and used as needed. These are stored near the AV system/events desktop, along with extra batteries.

For boardroom setups, there are an additional 16 gooseneck microphones available. Program offices are responsible for setting these up; instructions are available and a demonstration can be provided at the walkthrough. Dry runs are encouraged to ensure confidence in using the facilities during the event.

Program offices can utilize Teams, Webex, or other webinar platforms and are responsible for running their own AV. 

The designated person simply logs into the webinar platform of their choice from the events desktop and the AV system will seamlessly connect in-person and virtual attendees; virtual attendees can hear anything spoken into the mics, and in-person attendees can hear virtual participants over the Reading Room speakers.  Large monitors will share presentations or video feeds to in-person participants.  

Event hosts can choose from three cameras already in the room.  If additional cameras (such as OWL cameras) are to be used, a tech dry run is recommended.  Program offices are responsible for working with their bureau IT staff to ensure additional equipment functions properly.

There are two available XLR cables for transcribers to hook into the library's AV system - one near the events desktop and one near the Hoover desk. 

transcriber locations