Audio/Visual Guide for Conference Rooms and Technology

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.  

• Intro to Using Teams for Remote Work - San Rafael Employees (cityofsanrafael.org)
• Designing Powerful Online Meetings - Trainings - San Rafael Employees (cityofsanrafael.org) 

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.

• Use the Scheduling Assistant and Room Finder for meetings in Outlook - Microsoft Support 
• If Room Finder is not working on your Outlook at this time, you can also click "Location" for a list of rooms you can reserve.

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 fire.department@cityofsanrafael.org 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

Notes:

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

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

• Projectors 
  • Xantrion has a projector that can be borrowed for meetings if informed with enough time to prepare. The projector does not come with a screen but can be broadcasted on a blank wall.
• Mobile AV/PAs  (Portable Bluetooth System and Speakers  
  • Please reach out to Digital using our form: Request assistance from Digital Service
• Rentals
  • If you are organizing a large event or will need outside assistance you can use Corporate Media Systems, Inc.: Corporate Media Systems, Inc. | Audio Visual Equipment & Services (cmsrents.com)

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 (cityofsanrafael.org) 
• AV Projects - If you have curious or have ideas for AV projects, please enter a request through the Digital Request Form link below.