Overview

A Zoom Room is a conferencing space powered by hardware, software, and a Zoom Rooms software license enabling you to join meetings with the touch of a button. Zoom Rooms may be useful for:

• Conference rooms
• Administrative offices

For departments and staff interested in transforming a space into a Zoom Room, IT Services' Audio/Video and Conferencing Service provides:

• Consultation services to help you design a Zoom Room to meet your needs.
• A list of equipment vendors with University-Wide agreements.
• Technology Help and best-effort support for equipment.
• Create or use an existing Microsoft 365 Calendar Resource to schedule meetings.

Required Equipment

• Device to run the software. You will need a dedicated device to "host" the software.
  
  • To use an existing computer in the planned space, download the Zoom Room software. 
  • Use a system with pre-packaged Zoom Room software, such as a PolyCon.
• Device to act as a controller. In addition to the device “playing host” to your Zoom Rooms software, you will need a controller to run Zoom. Controllers can be
  
  • Android Tablets
  • Purpose-built devices such as DTen units

Optional Equipment

Additional equipment to enhance the conferencing experience can vary according to your space and your needs. Potential additional equipment will be discussed in your consultation and may include:

• TV displays
• Speakers
• Cameras
• Microphones
• Mounts/locks for devices

Highlights (Other Zoom Room Features)

• Digital Signing. Sign documents with your own signature from within a Zoom Room meeting.
• Smart Gallery. Zoom Room's Smart Gallery feature displays individual video feeds for each member in a conference room, rather than a single video feed showing a crowded room of people, allowing other Zoom users to see everyone separately. This feature is currently unavailable but being added to UChicago Zoom Rooms.
• Auto-Attendant Kiosk. Create a virtual receptionist experience through Zoom Rooms. Visitors can connect with people inside of the building from an external location such as a lobby or other predetermined location.

Technical Support and Maintenance of a Zoom Room

For all technical issues please contact Audio Visual Services. If AV Services is unable to resolve the issue they will escalate your issue to the appropriate team. Failures of Zoom Room hardware will receive our best effort in terms of support but should be addressed by the vendor or installer.