This is the Social Committee Guide for Setting up the audio-visual equipment for hall users and for joint Online and Clubroom meetings. There are two major steps to setting up a for a meeting
- laptop and connections setup, described here
- online meeting setup, described on the next page
Clubrooms meeting equipment
The club provides the following equipment for use at club nights and in some cases for hire:
- ceiling mounted data projector
- Windows laptop, Microsoft office including PowerPoint, file viewing software, and wireless mouse
- presenter's light
- sound (public announcement) system for the hall with wired and wireless microphones
- USB microphone for online meeting sound
These instructions will also assist hall users who use their own laptop.

USB Mic
Meeting hosts should have a key to the presentation cabinet.
- unlock the presentation cabinet
Large and small plastic tubs in the cabinet contain the equipment required for presentations.
- please ensure everything is returned to these tubs.

USB Hub
Laptop and connection setup
Please follow these instructions to connect and start a laptop.
- plug the laptop power adaptor into wall socket below the stage and into the laptop
- open the laptop and switch on
- plug the HDMI cable into the stage panel and the laptop; this connects the laptop with the data projector
- plug the USB mic directly into the laptop
- plug the USB hub direcly into then laptop, plug all other USB devices into the USB hub
- if audio is required plug the audio cable into the stage panel and the laptop. This connects the laptop with the hall sound system; if using the data projector for sound this step is not required
- if a reading light is required set up the presenter's light, plug into the USB hub
Visual display equipment
- turn on projector and stereo switches on wall to the right of the stage
- press the power button on data projector remote control, aiming it at the projector mounted on ceiling.
- the light under projector should change from red to green and flash several times and then stay on.
Sound system console
The sound equipment console is a located on the back wall of hall.
- Turn on sound box at wall (right switch) in front of and below the console
- open sound box with key in kitchen cupboard (pink colour tag labelled PA #4)
- check blue power light is on (far right)
- check power button is on under Crown sign
Microphones for the hall sound system
Obtain the lapel and wireless microphones from the audio equipment top drawer in the sound console box at the rear of the hall (yellow colour tag labelled Data #1)
- on the black transmitter unit, press and hold the power button at top until green light shows
- press again for red light (on hold)
- hold green button down to Go
- check the wireless microphones' battery levels using the indicator at the sound console. Replace batteries if necessary
- #2 is the handheld microphone
- #4 is the headset or lapel microphone
Any problems – see the troubleshooting guide
Give the speaker the rectangular black transmitter unit with clothing clip. Speakers can clip the transmitter to their belt or pocket and the lapel microphone somewhere near their throat or collar. Make sure the microphone is facing up toward their face and not rubbing against their clothing.
- the wired microphone's cord is plugged in at wall under the stage (to allow multiple speakers to pass mic easily from one to another)
- all microphones can be operated simultaneously
Assist the speaker
Show the speakers how to use the equipment
- see the presenter's guide for details
- see the file viewers for presentations guide if the presenter is not using PowerPoint
Ensure that the slide show and if needed sound and video is working prior to the club-night starting
- ensure the slides can be seen on the screen as well as the laptop
- press Fn+F8 or Windows+P to select displays (laptop LCD/projector/both)
Assist the speaker with any technical issues which arise
- if issues do arise, document what happened, how to avoid it in future, update these instructions, and share with the social and general committees.
Shutting down the equipment
- power down the projector using the remote control
- shut down the laptop
- turn off and sound console
- return plastic tubs back to the presentation cabinet
- lock the presentation cabinet and sound box and return any keys as needed
- shut off the power to the Projector and Stereo at the wall switches to the right of the stage
Laptop shutdown
- remove any USB drives from the laptop using the icon at the bottom right of the screen that shows a USB plug and green dot to “safely remove hardware and eject media” to ensure nothing is damaged in the process, or remove after shutdown
- move any files or folders the speaker may have placed on the desktop to the presentation folder in the documents folder
- shut down the computer by pressing the power key briefly. This will close any open files and exit from any running programmes before powering down; let it run its course
- unplug all cables and return to plastic tubs
- switch off the mouse
Audio shutdown
- check power is turned off on wireless microphones
- return the wireless microphones to drawer in sound box