Basic Board Room Setup for Board Meetings
Supplies:
- Gaffer Tape
- MacBook Air designated for Board Meeting Presentations
- Cables for MBA
General Setup:
- Lower screens and power both projectors
- Adjust screens so that Apple TV image is at the bottom of the screens
- Screen position must be kept as high as possible for viewing of the crowd to the board yet low enough for the projectors to project full image on screens
- Examples below:
Apple TV:
- Make sure the Apple TV is up-to-date, then restart of the Apple TV
- Connect to the Apple TV with designated board meeting MacBook Air to verify connection
Music:
- Start Apple Radio which is the main screen on the Apple TV menu
- Select “1,000 Classical Hits” station
- Adjust the volume on the Extron control panel on the wall that is located under the screen control labeled “Screen 1”
- The volume should be at a comfortable volume but not too low that voices could be heard from Board Conference room
- Adjust accordingly
Podium:
- The VGA cable from wall needs to be taped down to floor out to the podium to be ready for use in case there is an issue with the Apple TV
- Run cable out and then up through podium to second shelf and coil in place- keeping it available yet out of the way should it not be used
- The Apple connection dongle is located in the top drawer of the podium
- Connect to the VGA cable
- Plug power strip at the base of podium into the power outlet in the floor that the podium sits over
- Test timing unit with control base located where the Executive Administrative Assistant to the Superintendent sits
Microphone:
- Ten minutes prior to the open session cycle power to Mic base cabinet in Board Room closet to ensure the unit will not hibernate or sleep right before use
- Remove the mics from the charging bases and place in location then mute them (can verify by turning the indicator light from green to red.)
- One microphone per Board Member
- One microphone at the podium
- One microphone at each Cabinet Members seat
- Mute the system at the wall plate. (Light should be amber in color, not white)
- Prior to gaveling into open session, unmute the mic system by pressing the mute button on the wall. This will turn the light from amber to white
During the Board Meeting:
- At beginning of session stay close to wall control to do a final volume adjustment if needed
- Sit close to podium, if possible, to respond to any technical issues
- As the open session is gaveled in, unmute the podium mic by pressing the mute button. This will turn the light from red to green
After the Board Meeting:
- Once the Board Meeting has concluded, collect all the mics up and return them to the charging stations
- Put them in numerical order to verify none have gone missing
- 1-4 on the top charging station outside the cabinet, then 5-8 on the top shelf in the cabinet and so on
- The VGA cable needs to be returned to its coiled location under where it is plugged into the wall
- Remove the Apple connection dongle and return it to the top drawer of the podium
- Remove all the gaffer tape
- Neatly coil the VGA cable under where it is plugged into the wall
- Unplug the power strip from under the podium and put the cable on the bottom shelf of the podium
- Turn off timer control module
- Turn off both projectors
- Raise the screens
- Make sure to return the toggle switches back to the middle position afterward to avoid any potential damage to the screen motors