This SOP explains how to correctly set up and operate the conference room’s videoconferencing system using Google Meet. It ensures that all team members can properly connect the hardware, manage HDMI inputs, select the right meeting room, and start or create meetings efficiently to guarantee smooth and professional virtual communication.
Step 1. Hardware Setup
The conference room TV has two HDMI ports and three HDMI cables.
Use the black “TV remote” controller to switch between HDMI 1 and HDMI 2.
- HDMI 1: Black cable — used for the camera system.
- HDMI 2: White cable — connects the Chromecast (always plugged in).
- Black cable (unlabeled): Located at the center of the table — plug into your laptop if needed.
- To activate the slideshow on Chromecast, click the Gear icon and select “Screensaver.”
Step 2. Turn On the Camera System
- Switch to HDMI 1 on the TV.
- On the Video Conferencing system behind the TV, tap the meeting to start.
- Join the meeting from your computer using Presenter mode to avoid duplicated screens.
Step 3. Create a Google Meet
- Create a new Google Meet link.
- Click Add Google Meet Video Conferencing.
- Click Add rooms.
Step 4. Add the Conference Room
- Click Browse all rooms & resources.
- Select Conference Room Floor 1.
- Confirm there is a checkmark next to the room name.
Step 5. Finalize and Start the Meeting
- Before saving the meeting, ensure Headquarters → Conference Room (1) is selected.
- Once saved, the meeting will appear on the Videoconferencing Display Screen behind the TV.
- Tap the meeting to start and log in from your computer.