Reading Room Events Guide

Audio-visual features include:

• A Webinar Terminal to host hybrid events and display presentations
• Four large TVs around the space
• A podium equipped with a gooseneck microphone, keyboard, mouse, and a small monitor for the presenter
• Six handheld/lavalier wireless microphones are available for audience questions or panel presentations
• Twenty-one wireless gooseneck microphones are available for boardroom setups
• Three cameras covering different angles (close-up on the podium/stage, capturing the room towards the audience, and capturing the room towards the podium)

Microphones and their rechargeable batteries are stored on the bookcase near the Webinar Terminal.

Test each microphone and leave them muted when not in use.

Inform your speakers that for best results, hold the microphone about a fist distance from your mouth.

Use the microphones. The room is large, and people will not be able to hear you. If you don't use the microphones, you're also creating an accessibility issue, and online participants won’t be able to hear the in-person participants.

To prevent feedback, mute any other device brought into the library (laptops, webcams, etc.).

Unmute the Webinar Terminal's webinar software (Teams, Webex, etc.); otherwise, you won’t hear anyone in the room online.

The Webinar Terminal is already set to use the correct input and output. If, for some reason, it’s not working correctly, ensure that the Webinar Terminal's Output is set to “PA Speakers” and the Input is set to “Mic System.” Settings -> System -> Sound

Does your transcriptionist, translator, or press need to monitor the audio? An XLR cable is available at the speaker near the front of the library, and a marked cable is on the back of the audio system.

Program offices can use Teams, Webex, or other webinar platforms from the Webinar Terminal.

The designated person logs into the webinar platform of their choice from the Webinar Terminal. 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 throughout the room will share presentations or video feeds with in-person participants.  

Event hosts can choose from three in-room cameras. A tech dry run is recommended if additional cameras are to be used. Program offices are responsible for working with their bureau IT staff to ensure additional equipment functions properly.

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

• Create the Teams Meeting in Teams instead of Outlook.
• Click on "Meeting Options"
• Who can bypass the lobby? Everyone
• Uncheck the box "Announce when callers join or leave"
• 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

Some bureaus, such as ITA, may be unable to log in to Teams on the Webinar Terminal. Instead, join as a Guest by typing in the Meeting ID and Passcode.

The Reading Room AV system can accommodate most hybrid event needs; however, more complex events and live streams may require additional support. Program offices may contract out for professional AV services as needed.

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 available microphones and speakers. In contrast, others will bring 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, including providing instructions for vendors that need to be screened at the inspection station before accessing a loading dock.

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.