Guidance
This guide explains how to utilize the equipment in the York HYMS meeting Rooms 225 and 226 for Hybrid and In person meetings.
| Capacity | Room 225 up to 15 people – Room 226 up to 10 people |
| Equipment | Room PC, Camera, Interactive Single Large LCD Screen, Crestron display panel, Wireless Keyboard and mouse |
| Laptop Connection | HDMI – Note: As this option does not allow use of the room camera, it should not be used for hybrid meetings |
| Suitable For | In-person meetings, hybrid video calls, presentations. |
Choosing Your Setup
Before your meeting starts, decide which mode best suits your needs. The two options below have different capabilities — read carefully to choose the best option.
A Hybrid meeting is a meeting that involves some in-person attendees and at least one attendee joining remotely via Microsoft Teams. With this different type of meeting there are a number of considerations you should make in order to ensure all attendees are getting the most out of the process regardless of how they are joining.
Option 1: Use the Room PC (Recommended for Hybrid Meetings)
When to use this option
- You have remote attendees joining by video call
- You need the room camera to capture in-person participants
- You want a consistent, pre-configured meeting setup
- You are running Teams, Zoom, or a similar video conferencing platform
What you get:
- Full use of the room camera to show in-person attendees on the call
- Audio captured via the room microphone/speaker system
- Content shared directly from the PC to remote attendees
- Display output on the large monitor visible to everyone in the room
How to get started:
- If the screen in the room is not powered on, then press the power button on the Crestron display
- Wake the PC by pressing the PC option on the Crestron display shown below:
- Log into the PC with your York IT account details
- Open your video conferencing app (e.g. Microsoft Teams, Zoom) Sign in with required details HYMS IT account for Teams, York IT account for Zoom.
- Start or join your meeting and admit remote participants
- To share your screen, use the screen share function within the conferencing app
If MS Teams is not installed it can be installed from the Software Center or downloaded from the Microsoft Site – If you experience an issue Use Microsft Teams in the browser – https://teams.cloud.microsoft/
If you are using the Team App – it may log you in with your York IT account, to switch to or add your HYMS IT account to the App left hand mouse click on your Profile picture and select the required option. /
During a Teams a meeting we recommend you temporarily mute notifications – Click your profile picture → Select Do Not Disturb as your status
Option 2: Connect Your Laptop to the Monitor
Connecting your laptop to the monitor via the display cable will not provide access to the room camera. Remote participants will not be able to see people in the room unless your laptop has its own webcam facing the table.
Use this option only for in-person presentations or when no remote participants need to see the room.
When to use this option:
- You are presenting slides or documents from your own laptop
- All attendees are physically present in the room (no remote video participants)
- You need access to files or software only available on your laptop
How to connect:
- Locate the HDMI display cable at the table (Pictured below).
- Connect the cable to your laptop’s HDMI display output port.
- Select the Laptop option on the Crestron Display (as pictured above) Your laptop screen should mirror to the Room monitor automatically
- Set your preferred display mode — ‘Duplicate’ to mirror or ‘Extend’ for a second screen
HDMI Cable:
If you must run a video call from your own laptop while connected to the monitor, consider using your laptop’s built-in webcam to show the room. Position your laptop so the camera has a clear view of the table. Note that audio and video quality may be lower than with the room setup.
Running a Hybrid Meeting
Hybrid meetings — where some participants are in the room and others join remotely — require a little extra preparation to ensure a fair experience for everyone.
Before the meeting
- Book the room in advance and confirm the meeting link is shared with all remote attendees
- Arrive 5–10 minutes early to set up and test audio/video
- Ensure the room PC is logged in and your conferencing app is open
- Test the camera angle — adjust so all seats are visible, not just those closest to the screen
- Reduce background noise: close the door and mute any non-essential devices
During the meeting
For in-person participants:
- Speak clearly and towards the room microphone
- Avoid side conversations — these are picked up by the mic and disruptive to remote attendees
- Face the camera when addressing remote participants directly
- Nominate a facilitator to monitor the remote participants panel for raised hands or chat messages
For the meeting facilitator:
- Introduce all attendees at the start, both in-room and remote
- Actively invite remote participants to contribute — they can easily be overlooked
- Repeat questions asked aloud in the room so remote attendees can hear them
- Share any physical whiteboard content via a phone camera or document camera if available
Sharing content:
- To share your screen with remote attendees, use the screen share function in your conferencing app — do not just display on the room monitor, as this will not be visible to remote participants
- If a colleague is presenting from their laptop connected to the monitor, they should also share their screen through the video call for remote viewers
After the Meeting
- End the meeting call before others join accidentally
- Log out of any personal accounts on the room PC
- Disconnect your laptop cable if you connected one
- Leave the room tidy for the next booking
- Report any equipment faults to your IT team
Running an In-Person Meeting
For fully in-person meetings, you have more flexibility. No camera setup is needed, but you can still use the display for presentations.
Using the Room PC for Presentations
- Log in to the room PC and open your presentation or document
- The content will display on the large monitor for everyone in the room to see
- Use the keyboard and mouse at the head of the table to advance slides
Using Your Laptop for Presentations
- Connect your laptop using the display cable at the table
- Mirror your screen so the monitor matches your laptop display, or extend to use the monitor as a second screen
- Control the presentation from your laptop as normal
Quick Reference Summary
| Meeting Type | Recommended Setup | Camera Available? |
| Hybrid (in-room + remote) | Room PC | Yes |
| In-person, PC presentation | Room PC | Yes |
| In-person, laptop presentation | Laptop + cable | No (disabled) |
| Hybrid from laptop (workaround) | Laptop + cable + built-in webcam | Laptop only (limited) |