EVO Video Conferencing

If you think any information on this website needs update or change, please contact PPD IT Helpdesk

Evo H.323 settings

The Resource Group laptop is managed by Debbie Loader and is available to be used by all members of the Resource Group. If you are using the laptop to host a presentation or to manage an Evo meeting then please logon with the ppdpresent account. If you are using the Resource Group laptop to take minutes or for APR review then please use your federal account.

Seting up EVO

• Meeting organizer responsibility

• Book meeting in EVO http://evo.caltech.edu/evoGate/ E.g.:

  • Title:	RAL PPD senior staff
    Description:	RAL PPD senior staff meeting
    Community:	Universe
    Password:	ralppd

• Book meeting in the appropriate Conference Room and inform PPD IT Suport

• IT Support resposibility

These step can only be followed if PPD IT Support have had adequate notice and have been given access to the laptop to be used for the meeting.

Network Request
Create Footprints request to RAL-Networks, asking them to configure a port (specified by us) to the PPD LAN 130.246.40.0.

• Do this several days in advance, if possible. Previous queries are in the Footprints system as examples.
• Leave plenty of time before and after the meeting for set up/clear up. Book an extra 30-60 minutes either side, if necessary.
• Verify the job has been done as required

Checking the laptop
Prior the meeting:

• Start up the laptop on the network and perform a full software update to ensure the system performs well in the meeting.
• Leave plenty of time before the meeting to perform this check, if possible perform it the day before

• Before the meeting starts

1. In the meeting room, prform the following setup tasks, prior to the meeting.

• Start the video conferencing system using the box or remote controls, as appropriate:
  

  Power On Then select 'Video Conference' Then select 'LAPTOP' from sub menu Then press play►

• Set up the conferencing sound system, if necessary. Note the red light normally means it is muted
  

  	Ensure the power cable is connected and turned on
  	Press mute button (until red light on top goes off)

• Set up and start the laptop, connecting it to the PPD LAN at the port requested from Networks
• Connect the laptop to the video conferencing system VGA port using the 'black' video cable from far right hand corner of room (as seen from the door)

2. Starting and setting up EVO

• login on the PC - using appropriate credentials
• open a web browser and go to http://evo.caltech.edu
• press "Start EVO" and login with appropriate login details
• join your meeting
• click on the telephone icon next to the Koala menu and select "Call H.323/SIP client"
  
• set the pull down menu to “h323:”, specify the address as 6442@192.100.78.13, click the "Advanced" button and set the bandwidth to maximum and the "Connection through Panda" option as shown in the screenshot (it's a good idea to click the blue button to save this to your address book for when you next use the room – the name you use in the address book will be the name shown in the EVO meeting)
  
• once you've specified the above, press the green telephone button to call and EVO should connect automatically to the Polycom
• remember to press the red button on the microphone to unmute it (red button lit is muted)

For optimal sharing of presentations, see the section on showing VC presentations on EVO below.

Finally for best incoming vide, move the ViEVO window onto the TV screen and view that rather than the incoming feed on the Polycom (i.e. position 2 on the video switch, not 1)

When connecting to the meeting in EVO, there should be an audible ringing in the room from the sound system (usually from the roof). If you do not hear this, check your EVO settings.

Some rooms have a large red "on air" lamp at the front or side, indicating the video system is active.

3. In the conference, use grey remote control to:

• Power on
• To transmit camera image of room:
  • Select S-video on remote, or
  • Select Computer 2 and press Fn-F8 to broadcast screen on your laptop.
• To transmit slides from your laptop:
  • Select "broadcast screen" in EVO
  • Select Computer 2 and press Fn-F8 to broadcast screen on your laptop.

4. The black remote control allows camera zoom/pan.


5. Use the remotes to reconfigure the camera and projector inputs, but do not make other setting changes without counsulting with RAL Media Services (e.g. Andy Wells).

• Desktop sharing

Some users may wish to make presentations during a meeting. To present their presentations from the laptop, confiugure desktop sharing.

1. Once connected in the appropriate meeting, Koala (the main EVO client) will show a black bar with a series of icons, about half way down the window. Locate the icon that looks like a monitor with a diagonal line through it.

2. Click the monitor icon, so the diagonal line disappears. A small red window will be displayed. Locate the maximize icon on the right edge. It is usually the bottm of four icons. This will maximize the sharing area on the entire screen.

3. Click the centre-bottom button of the sharing area, marked SHARE. EVO is now projecting your desktop to all other meeting participants.

4. Start the presentation and use normally.

• After the meeting

SHUTDOWN THE LAPTOP PLEASE!

Going into hibernation mode can cause network connection problems when the laptop is next used.