Staff Guide to the Chamber Space

Transcription

1 Staff Guide to the Chamber Space Airwall The airwall in the Wells Fargo/Duke Energy Room is activated utilizing keys available from the VP of Information Systems or the Receptionist. Two people are required to operate the wall. The key is inserted in the lock on the right side (when facing the glass) of the air wall. Once inserted, the two individuals stand on each side of the wall and press the buttons simultaneously to open or close the wall. Only those who have been trained on the operation of the wall shall attempt to open or close it. Appliances ELECTROLUX appliance if you see flashing error messages or beeps. Remember there is NO garbage disposal in any kitchens The dishwasher supplies are kept under the sink Refrigerators will be automatically cleaned out of any UNCLAIMED items every two weeks Wipe down microwave plates and interior sides for splatters CANTEEN for major issues in the CANTEEN coffee area; otherwise there is a number on the machine to place a service call when the coffee machine malfunctions. The tech may simply tell you to shut off/shut on the machine to re-set All immediate supplies are kept in the drawers located in CANTEEN itself. The surplus inventory is kept in Snyder s/lance cabinets are perpetually restocked by a CANTEEN rep Audio/Visual Bank of America conference room Equipment 75 inch Monitor side wall, Two 55 inch monitor front of the room with VGA and HDMI connection from front of table and rear of table to all 3 monitors. Crestron control unit, AirMedia, Cable TV, Blu-Ray player, Visix Player, standard desktop phone with conference phone module. Capacity 9 1. All switching done with Crestron Control panel 2. Select power button on top right to power on control panel 3. Choose source want to show and then choose which screen you want to show it on 4. Hit close at the top right and choose a new source and destination 5. Volume is controlled by the up and down arrows on the right edge of the controller 6. When finished please put the signage on all 3 screens Page 1 of 9

2 Conference phone 1. To activate conference module press the button that says Conference Unit (off) 2. Press the button that says Turn On 3. You will hear the dial tone from the conference module 4. Dial the number you want to call. If you are using our conference bridge please see the conference bridge directions. 5. Adjust your volume up and down on phone display (cation to load will case feedback and choppy sounds on call) 6. Presentation mode is when you are just listening and the conference module will ignore small sounds in the room. 7. Green lights next to any button means it is activated Belk conference room Equipment 65 inch LCD monitor with VGA and HDMI connections, Standard desktop phone with conference phone module. 1. Turn on TV with remote (remote located to behind right side of TV ) 2. Connect laptop with VGA with optional 1/8 in headphone plug for sound, or HDMI cable found in front compartment of table. 3. TV source should be on HDMI PC, the table will auto switch between VGA and HDMI, Cation only us HDMI or VGA not both at the same time. 4. Connect 1/8 inch sound cable if using VGA for sound 5. Adjust sound on TV using remote 6. When done Turn off TV and put remote and cables away. Conference phone Info! Bar 1. To activate conference module press the button that says Conference Unit (off) 2. Press the button that says Turn On 3. You will hear the dial tone from the conference module 4. Dial the number you want to call. If you are using our conference bridge please see the conference bridge directions. 5. Adjust your volume up and down on phone display (cation to load will case feedback and choppy sounds on call) 6. Presentation mode is when you are just listening and the conference module will ignore small sounds in the room. 7. Green lights next to any button means it is activated Equipment 55 inch LCD monitor, Apple TV, Visix signage Player Capacity 6 Connect ipad to Apple TV 1. Switch the switch behind the right side of monitor to ipad for ipad and signage for Visix player. 2. With Switch on ipad, Turn on Apple TV with remote. Panther s Huddle Room Equipment 55 inch LCD monitor with VGA and HDMI connections, standard desktop phone Capacity 4 Phone number Connect laptop to monitor Page 2 of 9

3 1. Turn on TV, red button on remote (remote velcroed to left side of credenza) 2. Connect laptop with VGA, and optional sound connection a. Make sure source is PC, source button is in the middle of the remote. b. Connect laptop with VGA cable behind credenza on hook left side. c. For sound to play on TV connect 1/8 inch headphone cable to headphone jack on laptop d. Make sure laptop is sending signal out external port(varies by make and model) e. Adjust sound on TV using remote f. When done Turn off TV and put remote and cables away. 3. Connect laptop HDMI, HDMI carries sound from laptop to TV a. Make sure source is HDMI, source button is in the middle of the remote. b. Connect laptop with HDMI cable behind credenza on hook right side. c. Make sure laptop is sending signal out external port(varies by make and model) d. Adjust sound on TV using remote e. When done Turn off TV and put remote and cables away. Piedmont Natural Gas conference room Equipment 55 inch LCD monitor with VGA and HDMI connections, standard desktop phone Capacity 8 Phone Connect laptop to TV 1. Turn on TV, red button on remote (remote velcroed to left side of credenza) 2. Connect laptop with VGA, and optional sound connection a. Make sure source is PC, source button is in the middle of the remote. b. Connect laptop with VGA cable behind credenza on hook left side. c. For sound to play on TV connect 1/8 inch headphone cable to headphone jack on laptop d. Make sure laptop is sending signal out external port(varies by make and model) e. Adjust sound on TV using remote f. When done Turn off TV and put remote and cables away. 3. Connect laptop HDMI, HDMI carries sound from laptop to TV a. Make sure source is HDMI, source button is in the middle of the remote. b. Connect laptop with HDMI cable behind credenza on hook right side. c. Make sure laptop is sending signal out external port(varies by make and model) d. Adjust sound on TV using remote e. When done Turn off TV and put remote and cables away. Truliant conference room None Wells/Duke conference room The different configurations and occupancy options in the Wells Fargo/Duke Energy Room can be found on the intranet under Staff Information, Meeting Room Accommodations. Wells /Duke has 2 built in screens and 2 built in projectors. We have 2 handheld/lav mic combo kits and 3 desktop mics. Mic outputs for a press box are located in the rear corners of the room. Mic inputs are located in the front corners of the room next to the PC inputs Page 3 of 9

4 PC inputs are located in the front corners of the room and use either VGA or HDMI connect, cables are located in the cabinets on the Wells side of the room with more options available if needed. All switching done with Crestron Control panel. If room is divvied use the control panels in front of room on the wall of the corresponding room. If combined then you need to use the ipad on the wall in the chair room to control the room. 1. Remove ipad from wall 2. Login to ipad, code is Touch screen to get started 4. Select room controls select combine and turn on the left and right displays 5. Choose Mics to turn on corresponding mic, each side has wired and wireless options and mics are labeled accordingly 6. Adjust volume by selecting the Volume Mute button and clicking on the volume up or down, the graphic does not always move with the volume. 7. Lights can also be controlled from this screen or from the back of the room in the corners 8. Click on AV presentations to choose the source of the PC input You can choose from which side of the room you room connecting from or if it is an employee laptop you can connect wirelessly with Air Media 9. The next screen you choose which screen you want to show that source on. You can either show it on both screens or go back and choose another source for the second screen. 10. When you are done go back to Room Controls and make sure your in combine mode and turn off both displays 11. Select the shutdown button on the lower left side of the control panel 12. Put ipad back in its cradle in the chair room to charge. If in divided mode you can use the panels on the sides of the rooms, same process just less choices. Conference phone A conference phone is available from the VP of Information Systems to be setup in the Wells side of the Wells\Duke room. The phone number is and is plugged into Port 30 in the floor. This phone can be used with the conference calling systems detailed later in this document. Capacity Fire code allows for no more than 316 on the first floor and 240 on the second floor. Capacity of the balcony is 49. Caterers Reference the membership directory and connect with the Event Coordinators regarding the use of caterers in the space. Cleaning If you spill water on the polished concrete floors, the spot will turn black; do not freak out as this is its natural state until the water evaporates. If you spill coffee or wine on the carpets, immediately saturate the spill with water as this will dilute the stain from setting in. Blot up with towels. Open a work order via to our night crew detailing where and what the stain is to brent.tqbs@gmail.com Coffee/Canteen Bar Place cup under spout, choose your beverage, press Start. If you want tea, place your cup, press Water, then hold the Start button and release upon completion. Supplies are kept in the Canteen Coffee Bar drawers and also in the cabinets at the Snyder Lance bar. Canteen monitors and delivers supplies every two weeks. Page 4 of 9

5 Coffee for large meetings can be made utilizing the drip thermoses in the Catering Kitchen. It is highly advised that you do not use the Canteen Coffee bar for large meetings, as the brewing process can be lengthy. To use, you will need a coffee filter (located in the cabinet above the pot), place it in the filter basket and fill with one pack of coffee (located in boxes on the lower shelf in front of the refrigerator). Place thermos, minus the coffee pump, under the spout. On the coffeemaker, press the ON button, press the BREW button one time only. Coffee will begin to drip into the thermos. Once it is done, place the coffee pump into the pot and snap the lid shut. Raise the lever on top of the pot to activate the coffee flow when pressed down. Troubleshooting: the Receptionist or the Director, Accounting, should be notified if there is an issue with the coffeemaker. If neither are available, contact customer service at The number is also located on the side of the machine. Conference Calling We have 2 types of conference calling on our system For Meet Me lines and Dial-In Copper Conferencing lines, you need to reserve the line you are going to use along with a conference room if needed on the calendar. 1. Quick-Conference (8 people) When you are on a call and need to add another call to your call Must be on an office phone, but you can add internal or external calls a. press TRANSFER/CONFERENCE : b. Dial the second person, external dial 9 first internal just extension then press TRANSFER/CONFERENCE : c. All parties are now joined together. You may repeat this for a total of 8 people including yourself. 2. Dial-In Copper Conferencing Lines (125 people) No reservations are needed for up to 125 participants on the phone Access numbers are (can be used in any combination) Toll Free International Local Starting a Conference Joining a Conference 1. Dial an Access number 2. Enter your Conference ID and press # 3. Enter *, then your PIN and press # 1. Dial an Access number 2. Enter the Conference ID and press # We have 2 conference lines. They are listed on the calendar by Conference ID Conference ID Page 5 of 9

6 PIN 2596 Conference ID PIN 6890 Tech support please call Conference Room Furniture Chairs and tables are stored in the storage room between the Wells Fargo Room and the Catering Kitchen. Chairs are to be moved utilizing the available trollies. They are stacked on the trollies. Doors The front door of the chamber is locked from 5 p.m. until 8:30 a.m. unless there is a special event. Temporarily unlock the doors after hours push the button located on the wall to the left of the door. To lock the door turn the key on the wall to the left of the door clockwise until the green light comes on, the doors are now locked. To unlock the doors turn the key couther clockwise until the red light comes on, the doors are now unlocked. You can verify this by looking at the LEDs over the doors, if red then the doors are locked and green they are unlocked. Staff entering or exiting the building though the front door after hours are responsible for ensuring the door relocks and that no one enters during the time the door is unlocked. Doors may not be propped open and left unattended for any reason. If a staff member unlocks the patio or balcony doors after hours, they are solely responsible for relocking them when finished with the space. The punch codes for doors at the rear of the building all utilize the same code provided to staff. Some require that you push the asterisk (*) following the code. The code is not to be shared with non-chamber personnel at any time for any reason. Elevators The front building lobby elevators require a key card to access the second floor. You can access the first floor without a card. The freight elevator, located in the back of the space, will access the first floor/loading dock area with no card, but requires a card to access the second floor. Emergency Plans See extensive security plan on the intranet. Floorplans Layouts for the space can be found on the intranet under New Quarters Layout. Page 6 of 9

7 Lights The lights in small conference rooms are managed by a dimmer switch on the wall. The lights in the Wells Fargo and Duke rooms can be adjusted via a control panel in the back of the room. Several options are available to control the level of lighting. All offices and conference rooms have occupancy detectors and will turn off automatically when the room is left unattended. Do not turn off lights when exiting a room. Meetings A team member must be on site for any pre-8:30 a.m. and post 5 p.m. meetings. The team member is responsible for letting his/her guests into the building and ensuring the door locks behind them. It is suggested that two staff people be on site. Monitors Staff members may request individualize signage to be displayed on the monitors. Basic information includes: Images: All monitors can play images. 1920x1080 High Resolution (16x9 format) images sent as.jpeg or.psd files. Videos: Videos: All monitors, except for the 3* in Duke/Wells, can play videos. 1920x1080 High Resolution (16x9 format) videos sent as.mp4 or.mov files. *This refers to the monitors on the side wall, not the projectors and screens on the wall with the podium* Welcome images for guests can be made as well. It takes time to create these. Most of the welcome messages say something to the effect of Welcome Company A message on a Chamber blue background. If it gets any fancier than that, it takes more time in designing them. A full 5 days ahead of your guest s arrival is preferred to make sure there is adequate time to create and schedule the message. Troubleshooting: The signage players are customized PCs running signage software on top of Windows, so they might misbehave from time to time. If you see any of the monitors misbehaving please let the Director, New Media or VP, Information Services know. ***The monitors currently in the Piedmont Natural Gas room, Huddle room, and Belk room do not have signage. Typically, images aren t added to these screens. If images are necessary, a laptop must be used in order to display signage to them, and it limits options with scheduling and overall capability. *** Open Space Etiquette Please do not hold conversations within five feet of a working staff person. Do not talk from one end of the area to another. Room Configurations/Occupancy The different configurations and occupancy options in the Wells Fargo/Duke Energy Room can be found on the intranet under Staff Information, Meeting Room Accommodations. Sinks The restroom sinks are equipped with sensors for both soap and water. Place hands underneath either the soap dispenser or the faucet to trigger the sensor. Page 7 of 9

8 The Electrolux Kitchen sink is manual. It includes a filtered water spigot with hot water lever at the base. This water is suitable for brewing tea or other hot drinks. Space Rentals/Use The chamber does not currently offer the space for rent, Conference rooms and lobby areas may be utilized by chamber members at the discretion of an SVP. The staff person making the request on the member s behalf will be responsible for all aspects of the space use and shall be on site to manage or arrange for security, with the expense of the security covered by the member. Security is required for all meetings outside of normal chamber operating hours. Security can be arranged by contacting John Brown, Allied Barton, john.brown@alliedbarton.com and copying Amy Young, Grubb Properties, at ayoung@grubbproperties.com. Storage Storage space is available in the storage room off of the back elevator vestibule. Space is limited. If you have issues with space, please see the COO or the VP of Information Systems. Supplies General kitchen supplies of plates, utensils and paper products are stored in the catering kitchen off of the Duke/Wells Fargo room. Additional water and sodas for restocking both the Coffee Bar and Kitchen refrigerators are located in the Executive supply closet. Cleaning supplies are located under the sink in the Kitchen and Catering Kitchen. Temperature/HVAC Press the View More button on the right side of the thermostat. The current set point temperature will appear on the screen. Press the up/down button to the desired temperature. Press the Done button to save the new set point. A listing of thermostats and what areas they control is available on the intranet. Toilets The toilets in all restrooms are equipped with automatic flush sensors. However, please check that the toilet has completely flushed. If it fails to flush or flush completely, push the silver button on the left side of the piping. Wireless Network Chamber Guests can get on our wireless network to get Internet access SSID : VolNet Password: ChamberGuest Page 8 of 9

9 Once you connect to the network you must go to your browser and accept the usage agreement before you can continue. VolNet is only available from 7:00am to 7:00pm Monday thru Friday. If you need different Access or have connection issues please contact VO of Information Systems Page 9 of 9