Moot Court University of Bedfordshire Audio visual & video conference system Operator s manual
Please read this! Precautions......on safety - Should any liquid, or solid object fall on to the equipment, disconnect the power supply and have the system checked over by qualified personnel before operating it further....on cleaning - Before cleaning, always disconnect the power supply to the equipment....on operation - Make sure everything is correctly connected and that all power switches are on. - Always ensure that the audio visual system is properly switched off, using the touch panel, at the end of the session. Failure to do so can seriously compromise the service life of the equipment. - Always shut down after a video or audio conference. Failure to do so may leave the lines connected (even if the system has been shut down) and video conference call time can be very expensive. - Clean the equipment with a soft dry cloth, or a cloth LIGHTLY moistened with a mild detergent solution. Do not use any type of solvent, such as alcohol or spirit-based cleaner, which may damage the finish - this especially applies to the display screens (use proprietary screen-cleaner).
Contents SYSTeM DeSCrIpTIOn page 1 SwITCHInG THe SYSTeM On page 2 SeTTInG Up AnD USInG THe wireless MICrOpHOneS page 3 GenerAL OperATIOn OF THe TOUCH panel page 4 DISpLAYInG THe resident pc & USInG THe SMArT BOArD page 5 DISpLAYInG LApTOp pcs page 6 DISpLAYInG VHS VIDeO AnD DVD page 7 DISpLAYInG TV page 8 VIDeO COnFerenCe OperATIOn page 9 OperATInG THe recording SYSTeM page 13 SwITCHInG THe SYSTeM OFF page 14 FAULT FInDInG page 15 GenerAL MAInTenAnCe & warranty page 17 GLOSSArY OF AV TerMS Inside rear cover
Contact numbers Audio Visual support staff... Asysco Systems Support Desk 01784 487056 Asysco 2010
System description A ceiling mounted video/data is aimed at a motorised front projection screen, similarly ceilingmounted. The screen is used to display images from a video conferencing system, a resident desktop pc, laptop pcs and a combination video/dvd recorder (set up for recording TV) and a TV tuner. In addition there are six monitors which display repeat images of what is being shown on the big screen; these include five monitors on the top table and one on the lectern. At the side of the room there is also a SMArT Interactive writing board comprising the writing board itself and a projector. Sound for the screen display, as well a wireless microphone system, is heard from two wall speakers and eight flat panel ceiling speakers. Video conferencing images are picked up by a camera mounted on the wall adjacent to the lectern and another one near the SMArT Board. Video and audio conference sound is picked up by the microphones in the room. note that there is also a DV and DVD recorder, separate from the video/dvd unit referred to earlier, which can be used to record presentations and conferences. The unit has a 150Gb Hard Disc Drive (HDD) for temporary recordings. The AV system is operated from a portable touch screen-based control unit called a touch panel. The touch panel, which is illustrated right, controls every aspect of AV system operation. when not in use, the touch panel is stored in a docking station. Touch panel Two equipment racks under the top table contain the necessary technical equipment required to make the system work; these include the DVD player, DVD recorder, the remote control system processor and the switcher units for the screen displays. The resident pc s processor is also located in one of the racks. This pc is operated via its own cordless keyboard and mouse and has SMArT software loaded to enable it to work in conjunction with the SMArT Board. Plan view of room showing locations of AV equipment Laptop pcs can be connected to the system via five sets of leads on the top table and another set of leads on the lectern. page 1
Switching the system on You can use the touch panel in or out of its docking station. 1. Press the blank touch panel screen to display the Start page shown above. 2. Press anywhere on the Start page. The touch panel will display the Main Menu page shown above right; the system is now ready to use. 3. Select a source such as Television to lower the front projection screen, activate the video/data projector and repeat screens, and display an image. page 2
Setting up and using the wireless microphones The Revolabs microphone system includes table-top and lapel microphones and a Charger Base (see below). When not in use, the microphones are stored in the Charger Base, as shown above. Once charged, a microphone can be used for up to eight hours (talk time). Each microphone has an LED which flashes different colours according to the state it s in. The colours denote the following: Red Microphone muted Green Microphone live Yellow Microphone needs charging All colours Microphone out of range (it will also beep) Red & green Microphone is unpaired (i.e. not communicating with its receiver) Using the microphone 1. Start by removing the microphone from the recharger; the mic s should be attached to the clothing or hung round the neck so that it is 6 to 12 inches from the mouth. They can also be placed on a table. NOTE: When the microphone is removed from the charger, it will turn on and mute itself automatically to reduce noise while it s being attached to the clothing. 2. Un-mute the microphone by pressing the mute button on the microphone body so that the LED flashes green. NOTE: The microphones can also be muted by pressing the MUTE button on the Charger Base. Recharging microphones 1. Place the microphones in the Charger Base as shown right. 2. Make sure each microphone displays a flashing red LED; if it doesn t, replace the microphone in the charger. NOTE: Each microphone is muted while in the Charger Base. In normal use, a microphone battery should fully charge in about 2 hours, and can be quick-charged to 80% capacity in 45 minutes. When the microphone is fully charged the red LED will no longer be lit. 3. To turn all microphones off, place them in the Charger Base and press and hold the mute button for 10 seconds until the LED turns solid red. page 3
General operation of the touch panel Source display buttons These buttons are used to select sources for display. The touch panel will display an appropriate control or selection panel; for example the one shown right for TV. If you select Video Conference, a further menu will appear with buttons for functions such as dialling and camera control. Switch System Off Pressing this button starts the system shutdown procedure. Room Recording This button displays the recording controls whereby presentations and conferences can be recorded onto DVD. page 4
Displaying the resident PC and using the SMART Board Displaying the PC Using the SMART Board 1. Switch the SMART Board on. 2. Launch the Smart software on the PC. A single press on a SMART Board interactive whiteboard with your finger is the same as a leftclick with a mouse. For example, to open an application such as an Internet browser, double-press the application icon with your finger. 4. Pick up the eraser from the pen tray and move it in a smooth motion over your notes to erase them. NOTE: It is important to return each tool to its proper slot in the pen tray when you have finished using it. 1. Press PC Presentation on the touch panel main menu to display the image shown right and select the PC to the display screens. 2. The PC processor is located in one of the equipment racks under the Top Table; switch it on as normal. 3. To write over your desktop image or application, pick up a pen from the pen tray and write on the SMART Board. To write in a different colour, use a differentcoloured pen. 3. Operate the PC using its own keyboard and mouse. page 5
Displaying laptop PCs Five sets of laptop connection leads can be found on the Top Table at the front of the room. Each set includes a thick SVGA lead for the picture and a thin audio lead for sound. Another set of leads can be found connected to the panel on the side of the lectern. Connecting laptops Selecting the laptop to the display screens Not displaying an image? It will probably be necessary to activate the laptop s external monitor port. This is usually done by simultaneously pressing the laptop s Fn button with one of the F-keys. If in doubt, refer to the laptop s own user guide for details. 1. Connect the SVGA lead to the laptop s external monitor port. 2. If sound is required, connect the thin audio lead to the laptop s headphone socket. 1. Press the Laptop Presentation button on the main menu to display the control buttons shown above. 2. Press one of these buttons according to which set of leads the laptop is connected to. The leads on the Top Table are all labelled. 3. Operate the laptop PC using its own keyboard and trackpad (see also above right). page 6
Displaying VHS video & DVD The combination video recorder and DVD player is located in one of the equipment racks under the Top Table. Loading a video tape Selecting and operating the video/dvd player DVD menu 1. Press Menu to bring the DVD menu to the display screens. Insert the tape here as normal. Press here to eject the tape. 2. Use the arrow buttons to navigate around the menu and OK to select options. 3. Press Menu to exit. Loading a disc 4. Press Return to go back to previous menu displays. 1. Load a disc by pressing the OPEN/CLOSE button. The disc carrier will eject. 2. Place the disc on the disc carrier, label side up. 3. Press the OPEN/CLOSE button again to close the carrier. 1. Press this button to display the control page shown above. 2. Select Use DVD or Use VCR depending on what you want to display. 3. Operate the video/dvd as follows: = Play = Stop = Pause = Last scene/track (DVD only) = Next scene/track (DVD only) = On-screen search back = On-screen search forward The last two also operate as the rewind and fast-forward buttons for the VHS video. page 7
Displaying TV 1. Press Television to display the control page shown above. 2. Use the Channel.. buttons to scroll through the available TV channels. page 8
Video conference operation Dialling the other site manually 1. Press the Dial Number button to display the control page shown right. 2. Select how you want to communicate with the other site - ISDN, IP or NIC Press the Video Conference button on the Main Menu to access the video conference menu, part of which is shown above. (Network Interface Card). 3. Key in the other site s address using the number keypad. If you make a mistake, press Clear. The number will be displayed in the panel above the keypad as you dial it. 4. Press the green Dial button. The system will try to dial the other site. When you see the other site displayed on the display screens, the video conference can commence. NOTE: You can now dial another site, and then more if required, to have a multi-site video conference. page 9
Selecting, transmitting and controlling cameras 1. Press Move the Camera to display the control page shown above right. 2. Select the camera you want to transmit and/or control. 3. Pan and tilt the camera using the arrow buttons. 4. Zoom the camera in and out using the Zoom... buttons. 5. The Master Presets buttons, when pressed, each bring the selected camera to a pre-set position. To store the current camera position, press, and hold for three seconds, any Preset... button. Thereafter, whenever that Preset There are two cameras in the room. One is aimed at the audience and the other at the lectern or Top Table. number button is pressed, the camera will move to the stored position. Note that, once a preset is assigned, it can be changed at any time thereafter. 6. Press Return to go back to the touch panel video conference menu. page 10
Transmitting AV sources to the 1. Press Send Presentation Source to display the image shown above right. 2. Select which source you want to transmit to the other site. 3. Press Send to Far End to start transmission to the other site. other site 4. Press Back to return to the video conference menu. In addition to cameras & microphones, the PCs, video and DVD can be transmitted to the other site. NOTE: If you re transmitting video or DVD, you ll need to access the video/dvd control page to start the tape or disc playing. page 11
Ending the video conference 1. Press Dial a Number on the video conference menu page to display the control page shown left. 3. If you ve been talking to more than one site and you wish to hang up all calls simultaneously, press Hangup Active Calls on the video conference menu page to display the control page shown above. 4. Press this button to hang up all calls. 2. Press this button to hang up the call. You may need to press the button more than once; look at the display screen for further prompts. page 12
Operating the recording system The recording system is based around a DV/DVD/HDD recorder (illustrated below) which is located in one of the equipment racks. The machine can record onto DVD (i.e. DVD-RAM, DVD-RW & DVD-R discs), a DV cassette, and the unit s own 250GB hard drive ( HDD ). Loading a DV Operating the controls 1. Press this button at the bottom left corner of the touch panel screen to display the control panel shown lower right. 2. Select what medium (DV, DVD or HDD) you want to record on. 1. Insert the DV cassette here. 3. Select what you want to record. 4. Press Record to start recording. 5. Press this button to stop recording. 2. Press here to eject the cassette. Loading a DVD 1. Press this EJECT button to eject the disc carrier. 2. Place the disc on the carrier label side up. 6. If you ve been recording onto DVD, press the Finalise Disc button at the end of the recording to burn what you ve recorded onto the disc. 7. Press View on Lectern to monitor the recording on the lectern s display monitor. 8. Use the Transport Controls to play back what you ve recorded. 3. Press the EJECT button to close the disc carrier. page 13
Switching the system off 1. Press Switch System Off to display the buttons shown left. 2. Press this button to switch the system off. Note that it will not be possible to restart the system for a minute or so. 3. If it was removed, replace the touch panel in its docking station. page 14
Fault finding Most faults that occur with AV systems can be traced to incorrect equipment settings, incorrect cable connections or even items of equipment being switched off. Always check for these three eventualities as a matter of course when tracing system faults. The table on the right shows specific instances of system faults and their possible fixes insofar as they can be immediately cured by the user. It may also help to refer to the equipment rack diagram on the next page. Any other faults with the system will require the attention of a qualified AV Technician. No sound No picture or image on screens No microphone sound Video conf system doesn t work No PC image DV/DVD recorder or video/dvd won t work No TV Volume muted or turned down on touch panel Power amplifier in rack turned down or switched off Extron switcher unit or picture processing unit turned off Microphones muted Charger base not powered Microphone batteries run down (Charger base powered?) Power amplifier turned down or switched off Telephone line fault Other site has hung up Other site s number not correctly dialled by user Other site has problem with their system (muted their microphones, lens cap on camera etc.) Wrong PC selected on touch panel SVGA connection lead on table faulty or disconnected Computer disconnected from mains PC screensaver is on Laptop monitor settings incorrectly set Machine physically switched off Tape/disc not installed in machine or it has ejected Small control wire on front of machine is detached Toshiba video/dvd recorder switched off or not powered Problem with TV channel itself (try another channel) Problem with building TV system page 15
Equipment rack contents The equipment racks are located beneath the Top Table Mains power distribution unit (contains system fuses & emergency rack on/off switch) DV/DVD/HDD recorder (used to record presentations & conferences) Video/DVD recorder Resident PC processor Video conference system comm s unit Power amplifier for wall speakers Power amplifier for ceiling speakers Mains power distribution unit (contains system fuses & emergency rack on/off switch) Remote control system processor unit Wireless microphone signal receiver & mixer unit Switcher unit (selects sound & pictures to screens & speakers) Distribution amplifier (splits picture signal to multiple display screens) Image processor and switcher units Audio mixer unit page 16
General maintenance & Warranty Maintenance There are three principal items on the system maintenance schedule. These are: l Cleaning the tape and disc machines internally l Checking the integrity of the system l Checking memory backup batteries in the remote control system l replacing the video/data projector lamp The tape/disc machines (DVD etc.) should be cleaned depending on usage. At the very least the machines should be cleaned internally once a year. The system checks should only be carried out by a qualified engineer (at least half-yearly). The projector lamp should only be replaced when failure is imminent. An AV engineer can ascertain how long the lamp has been working and predict roughly when failure is likely to occur. Warranty After hand over, asysco will provide a 12 month manufacturer s back-to-base warranty on all parts with the exception of consumable components, for example projector lamps and fuses. However, in order to provide additional services outside the manufacturer s warranty, we recommend consideration of on-site maintenance with Asysco Managed Services. At Asysco Managed Services, the aim is to provide uncompromising levels of engineering and technical support across a broad range of audio visual services. These include an extensive range of service contracts and feature additional services such as hire of equipment, site attendance for high-profile meetings and the supply of consumables. Asysco Managed Services - company profile Asysco Managed Services specialises in the maintenance and support of fully-integrated AV systems, providing an aftercare service that is second to none. we appreciate that the majority of audio visual installations are bespoke, as are the service levels required by our clients. with this in mind, different levels of support are available, from our Bronze Service, which includes adhoc callout and equipment repair & hire, to our Platinum plus service which includes a permanent on-site Support engineer and emergency loan of equipment. Asysco Managed Services operates to both 9002 and 9001 BSI Standards. To achieve a consistently high level of service, we are committed to continual investment in human resources, training, IT and health and safety, as outlined in our quality manual and procedures. Our consistent aim is to exceed customer expectation. page 17
Notes... page 18
Glossary of AV terms Amplifier Aspect ratio Audio conferencing Audio Visual system Aux AV source AV source AV switcher Betacam video BNC CD (compact disc) Codec CRT / CRT projector D-type socket DAT DLP projector DVCPRO DVD Induction loop Jack plug / mini-jack LCD A unit that takes a sound (or picture) and amplifies it to make it more powerful. The relationship between the height of a display screen compared to the width. A standard TV screen is 4:3, meaning that the width of the screen is four units and the height is three units. Wide-screen is 16:9. A system whereby the occupants of a room can communicate (in sound only) with another person or persons in another room anywhere in the world. The system works just like a normal telephone and uses standard telephone lines. Microphones pick up the room sound; incoming sound is heard from normal loudspeakers. An array of connected equipment, often built into a room, that displays pictures and sound of different types, usually on a big screen (audio visual = AV ). An AV source that is added temporarily to an audio visual system and which plays through the system s projector and/or speakers. A popular example is a Visualiser. The part of an audio visual system that produces a sound, a picture, or sound and pictures together. Examples are a video player, a TV tuner, a CD player, a slide projector and a computer. A unit that takes lots of different AV sources and sends the sounds and pictures that they produce to a video projector (or monitor) and audio system. A high quality video system. Uses special video recorders, cameras and tape cassettes. Many satellite and cable TV stations use Betacam. Tapes come in two sizes, both of which can be used in most Betacam players and recorders. A cable connector of the bayonet type. Mostly used for video cables. A plastic disc used to store music. A CD Rom is similar but stores computer info. See Video Conferencing. A video projector that has three cathode ray tubes, one for red, one for blue and one for green. Red, blue and green light, when mixed together, form white (see also RGBHV ). A type of connection socket usually found on the back of computers. Computer monitor sockets use 15-pin D-types, older monitors use 9-pin. Called D-type because of the shape of the socket. Digital Audio Tape. An audio tape cassette which works like a normal cassette tape but provides higher quality sound; also used for computer information storage. Digital Light Processing. A type of video/data projector that uses an optical semiconductor to manipulate light digitally, A broadcast-standard digital video system developed by Panasonic. Digital Versatile Disc. A plastic disc used to store sound and pictures in the form of a video. Many DVDs have a normal aspect-ratio film on one side and a wide-screen film on the other. DVD players are often region sensitive ; this can mean that a UK DVD player may not be able to play an American disc even though the DVD player is capable of playing back NTSC (see Multi-standard ). A means by which the hard of hearing can listen to loudspeaker sound by switching their hearing aids to the T position. An induction loop is simply a continuous copper wire or tape, placed around the perimeter of the room and fed by a special amplifier. A type of audio connection plug. Found on the end of headphone wires. The small plug on the end of modern headphones (e.g. Walkman type) is called a mini-jack. Liquid Crystal Display. A means of displaying a moving image. The most basic form is a digital watch display. A high-quality colour LCD can display video images. LCD video projector Matrix switcher Mini-disc Monitor MPEG Multi-standard Phono Plasma screen RF cable RGBS / RGBHV 35mm slides Slide to video converter SVHS video Touch panel Umatic video Video conferencing VHS video Visualiser XLR A unit which projects video, TV and computer graphics images onto a projection screen. It works by shining a light through an otherwise transparent LCD. A video/audio/computer switcher which has multiple inputs and outputs. Different sets of signals can be brought into the matrix switcher and sent to different sets of destinations: e.g. video screens installed throughout a building with some monitors showing TV, other showing video, others showing PC images, and all simultaneously. A small plastic sound storage disc; looks like a small floppy disc for a computer. A display screen used for computers or audio visual systems. Fix a TV tuning unit onto a monitor and you have a television. Moving Picture Experts Group, develops standards for digital video and digital audio compression. In practice, MPEG refers to a type of video or audio file stored on a computer. Different countries have different TV systems (also called video standards). The UK uses the PAL standard which has 625 horizontal lines on a TV screen. The USA and Japan use the NTSC standard which has less lines but flashes them faster on the screen. A multi-standard video machine can play tapes in more than one standard. A push-on connector, usually colour-coded; used for audio and video cables. The sockets on the back of most CD or cassette players are phonos. Within the colour coding, yellow means video; red & black, white & black, or red & blue all mean audio (the two colours in each case are for stereo; i.e. left speaker & right speaker). A flat display screen, utilising new technology, that can produce a high-quality image. Used in place of CRT-type monitors. Plasmas resemble LCD screens in appearance. Used a lot in broadcasting. Often (but not always) found in 16:9 aspect ratio. Advantages of plasma screens over conventional CRT screens are a 160 degree viewing angle (as opposed to 100 degrees) and a clearer image, even in brightly lit environments. A cable that carries many sound and picture signals. TV aerials operate via RF cables. A video signal split into its component parts (RGBHV = Red, Green, Blue, Horizontal sync, Vertical sync). Sometimes the H and V are combined to make S for sync(ronisation), hence RGBS. See CRT. Photographic transparencies, displayed via a slide projector aimed at a projection screen. 35mm relates to the width of the photographic film. Like a slide projector (see above) but has a video camera instead of a lens. Displays its images via a monitor or video projector. Uses normal 35mm slides in a normal slide tray. SVHS = Super VHS. Sometimes called Super-Video. A higher quality version of VHS video with separate luminance ( Y ) and chrominance ( C ) components. A popular type of unit used to operate an audio visual system. The touch panel features a touch-screen which displays different control panels according to the nature of the unit it is controlling. Some touch panels communicate with the AV system by radio, others are connected by a wire into a floorbox or wallplate. AMX is a popular manufacturer. A video machine which uses 0.75inch wide video tape; used a lot in training. A system whereby the occupants of a room (or a person at a desk) can speak face-toface with a person or persons in another (suitably-equipped) room anywhere in the world. The incoming image is shown on a screen; normal loudspeakers provide sound. Microphones and cameras pick up sound and pictures in the room for transmission to the other site. The unit that provides the means of communication is called a codec. The most popular video system in use around the world. Based on 0.5inch wide tape. VHS appears in different forms according to the standard in use in the country where the tape was recorded (see Multi-standard above). Also called a video OHP. A self-contained unit which consists of a horizontal surface above which is a video camera pointing down. The camera picks up whatever item is placed on the surface. It is used to display documents and objects on a projection screen. A popular multi-pin connector. Three-pin XLRs are used for connecting microphones.
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