1. Power Up

First turn on the podium master switch, which – if you are standing behind the podium – is located on the podium’s lower right-hand side.

Next, activate the touch pad. Slide the glass cover to the left, gently press the button on the left side, and the touch pad will pop up (you may have to gently lift it). The touch pad screen will be black. To activate, just touch the screen.

Then touch the “Built-in PC” option in the upper left. The podium also contains a built-in microphone, which has its own on/off switch, and is not controlled from the touch pad.

Note that the stand-alone DVD player and the microphone turn on automatically when you turn the podium master switch on. The PC may also turn on.

If the PC is on, a green light will appear at the top of the PC (the PC is at the lower left of the podium).

Turn on podium monitor by hitting the on/off button that is clearly marked below the podium monitor screen on the podium. If you see a Windows display on the podium monitor, you know the PC Is on.

If the PC is not on, then turn it on by pressing the button on the top-left corner of the PC and allow it to boot up. The green light will come on. The image on the podium monitor may flicker for a while before stabilizing.

2. Log In

When you log in, you may see two options – “CWE Administrator” or “Other User.” Choose “Other User” and login to the podium computer:

Username   .\cwe
Password   25broadway

(This username and password are on a piece of paper taped to to the podium.)

Insert the flash drive containing the presentation file into the USB port located in the right-hand corner at the top of the podium (or one of the two USB ports on the PC). Download the presentation to the computer.

Eject the flash drive by clicking on the caret on the right-hand side of the lower toolbar, then clicking on the flash drive icon, pictured at the left. Follow the prompt to safely eject the flash drive. This procedure prevents the corruption of its contents. You now are running the presentation from the PC.

3. Turn on the Overhead Projector

Turn on the auditorium’s overhead projector by using the separate Epson remote (on the back of the remote, it reads “Overhead Projector”) that is in the closet behind the podium. Point it toward the projector and press the “on” button. (You cannot turn on the projector with the touch pad.)

Lower the pull-down projection screen in the front of the auditorium (the switch to lower the screen is on the opposite wall from the podium)

The built-in podium computer monitor is mirrored to the projector, so what you see on the podium monitor is projected onto the big screen in the front of the room.

4. Configure Zoom and PowerPoint Windows

The two side monitors in the auditorium must be turned on by pressing the on switch in the back of the monitors on the lower left-hand side of each. You may also use a remote to turn on the side monitors.

The side monitors must be configured as second monitors which will present different images than the front screen. To do this, press the Windows Key + p simultaneously on the keyboard. A menu of four choices comes up: “PC screen only,” “Duplicate,” “Extend,” “Second screen only.” You must choose “Extend.” Both side monitors will show exactly the same thing.

Activate the PowerPoint presentation by double clicking on its icon on the desktop. In PowerPoint, on the Slide Show tab, make sure that “Use Presenter View” is NOT checked off.

5. Log In in to Zoom

The Zoom app appears at the bottom of the screen as one of the apps; its icon is shown to the right. Login to the Zoom app and start the class meeting. You need to log in with your email address and the password you use for your Quest account. You may need your AUDITORIUM meeting ID number and passcode (which are the same throughout the semester)

Click on Share Screen, and choose the panel in which PowerPoint is running. (The upper left panel is your desktop window so don’t choose that one unless you want to open up the entire desktop). Be sure to check Share Sound and uncheck Optimize for video clips at the bottom of the screen, and then click on Share, in the bottom right of the window. Drag the Zoom window to the side monitors using your mouse.

Maximize the Zoom window on the monitors that should be showing the video panels of you and the at-home participants. You can maximize by dragging the bottom corners and the bottom middle much like you would maximize a photograph or image. It is extremely important to know that the cursor on your mouse will extend to the side monitors. It’s like one big screen. This takes some getting used to.

Maximize the PowerPoint window and put PowerPoint on “Reading View.” The Reading View icon is on the bottom of the page and looks like an open book (see left). Unlike at home, you do NOT select the “Slideshow” mode to show a PowerPoint. (This may change in the future.)

After you have shared the screen and have selected Reading View, the presenter can begin the slideshow. On the podium monitor and the front projector screen you will see the presentation slides and the presenter will be able to operate them using the arrow keys on the keyboard or the mouse. On the side monitors, you will be able to see all the Zoom participants’ video panels. Those at home should see the presentation and a video panel of you.

6. Set Up Speakers and Microphones

Turn on the main switch at the top of the rack in the equipment closet on the stage, adjacent to the podium. This switch powers up the mixer and the room speakers through which all audio will be played.

Turn on the podium microphone by pressing the small button in the base of the stem. The presenter will need to stand close to this microphone.

There are three external wireless microphones in the the drawer in the rack of the equipment closet for use as roving classroom mics, necessary for in-person attendees to be heard during questions and comments periods. Normally, one mic is sufficient. It can be powered up at the beginning of the class and left on during the presentation, ready for use at any time. Someone must be assigned to carry the device to each person as class members offer questions or comments.

7. Test Your PowerPoint

You should run through you slides and take particular note of your embeds. Are they running smoothly? Does the synchronization between the mouths and words on your video look OK to your at-home participants. If not, you may need to stop share and start the share again, this time selecting the optimize for video option as well as the share sound option.

8. Record the Session

Auditorium sessions will be recorded but we are NOT automatically recording these sessions because there is so much prep time that should not be recorded. You should make sure you select “recording to the cloud” option (not “recording to this computer”) at the start of the session. Since you have so much to think about prior to the session, you may want to assign someone to remind you to record, perhaps the lead coordinator.

9. Power Down

When the class ends, you must turn off the podium as follows:

  • First, shut off the overhead by pressing “Standby” on the Epson remote in the auditorium.
  • If a flash drive is still mounted, eject it.
  • Shut down the computer by clicking on the “Windows” icon in the lower left hand corner of the screen, then click on “Power,” then “Shut-down.”
  • Turn off the master podium switch.
  • Return the touch pad by gently pushing it back down using the bar on its right-hand side. Then slide the glass cover back to the right. You do NOT turn off the touch pad; it will “go to sleep” by itself.
  • Turn off side monitors (if you let them power down by themselves, they will go into “deep sleep” mode and it may be difficult for the next person to activate them).