Reading Room Events Guide

The Reading Room is designed to facilitate in-person and hybrid audio-visual events. Program offices are responsible for setting up, running, and putting away AV equipment. We've made the system user-friendly, and hands-on instructions are provided during the walkthrough where necessary. Dry runs are encouraged to ensure confidence in using the facilities during your event.

Our audio-visual features include:

• Webinar Terminal: Host hybrid events and display presentations.
• Large TVs: Four TVs around the space.
• Podium: Equipped with a gooseneck microphone, keyboard, mouse, and a small monitor for the presenter.
• Microphones: Six handheld/lavalier wireless microphones for audience questions or panel presentations and twenty-one wireless gooseneck microphones for boardroom setups.
• Cameras: Three cameras covering different angles—close-up on the podium/stage, capturing the room towards the audience, and capturing the room towards the podium.

Program offices can use Teams, Webex, or other platforms from the Webinar Terminal. The AV system connects in-person and virtual attendees seamlessly, with large monitors displaying presentations or video feeds. A tech dry run is recommended if additional cameras, microphones, or other equipment are to be used. Program offices are responsible for working with their bureau IT staff to ensure additional equipment functions properly.

AV System User Guide

Refer to the Reading Room AV System User Guide for detailed instructions.

Microphone Tips & Tricks

• 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 speakers to hold the microphone about a fist distance from their mouth for the best results.
• Use microphones to ensure all participants, including online attendees, can hear clearly.
• Mute other devices (laptops, webcams, etc.) to prevent feedback.
• Unmute the Webinar Terminal's webinar software (Teams, Webex, etc.); otherwise, you won’t hear anyone in the room online.
• The Webinar Terminal is set to use the correct input and output. In case of issues, ensure the Webinar Terminal's Output is set to “PA Speakers” and Input to “Mic System” in case of issues.

Microsoft Teams Tips & Tricks

• Create the Teams Meeting in Teams instead of Outlook.
• Click on "Meeting Options" and set "Who can bypass the lobby?" to "Everyone."
• Uncheck "Announce when callers join or leave."
• Enable live captions via More > Language and speech > Turn on live captions.
• If unable to log in, join as a Guest by typing in the Meeting ID and Passcode.

For more complex events and live streams, professional AV services can be contracted. Ensure a technical walkthrough in advance. Determine equipment setup locations and connectivity needs. Escort contractors and coordinate equipment delivery and pick-up, following inspection protocols.

Does your transcriptionist, translator, or press need to monitor the audio? Two XLR cables are available for transcribers to monitor the library's audio system—they are marked on the Room Layouts.