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Audio/Visual Guide for Conference Rooms and Technology

Conference Rooms

Scheduling Meetings

When scheduling meetings - make sure to include a physical location if people are in the office! Here are some guides on how to use Teams and design meetings that respect everyone's time.  

How to Reserve a Conference Room

To ensure everyone has a quiet place to go if a meeting will be hybrid but attendees will be in the office, make sure to reserve a conference room.

How to Set Up a Conference Room for Hybrid Meetings

  1. Ensure you have reserved the conference room in Outlook.
    • If you meeting is at the EOC in the Public Safety Center, be sure to inform the Fire Admin's prior via so they can let you in. 
  2. Allow at least 10 minutes prior to the meeting to set up screens and speakers. 

Conference Room Guides


If you are looking to reserve the Council Chambers for your meetings, please reach out to the City Clerk's office at

Some conference room guides still in the works. If you have any questions or comments for any conference rooms, please let Digital know. Request assistance from Digital Service

AV on the Go

Public Meetings

Check the links below for guides on how to set up zoom webinars and meetings and what to expect and tips.


  • If you are in immediate need of assistance, call Xantrion at 510-272-4701.
  • Spare Laptop – Xantrion has a loaner laptop if needed an emergency occurs. Reach out for assistance here: Tech Support - San Rafael Employees ( 
  • AV Projects - If you have curious or have ideas for AV projects, please enter a request through the Digital Request Form link below.
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