Meeting room equipment not working

Summary

This guide helps you troubleshoot and resolve: Meeting room equipment not working. Follow the steps below to fix the issue.

Common Causes

Problem

You cannot get the meeting room display, video‑conferencing equipment, or audio devices to work for your meeting.

Symptoms

• TV/monitor shows “No signal”.
• Microphone or camera not detected.
• Cannot connect to Teams or Zoom meetings.
• Audio not playing through room speakers.

Quick Checklist Before You Start

• Do you have the correct room booked?
• Is the equipment powered on?
• Are cables properly connected?
• Is the room booking system not locking the room after a previous meeting?

Solutions

Step 1: Turn on the display

1. Locate the room’s TV or projector.
2. Find the remote control or power button.
3. Turn on the display – wait 10–15 seconds for it to initialise.

Step 2: Select the correct input source

1. On the remote, press “Source” or “Input”.
2. Select the appropriate input:
   • HDMI 1 or HDMI 2 (most common).
   • “Teams Rooms” or “Conference” for dedicated systems.
3. The meeting‑room PC or Teams display should appear.
4. If the display remains blank, see the Monitor/display not showing article.

Step 3: Check the PC/Teams device

1. Locate the small PC or dedicated Teams device near the display.
2. Ensure it is powered on (check for LED lights).
3. If it is a touch controller, tap the screen to wake it.

Step 4: Test the microphone and camera

1. Start a test Teams meeting (click “New meeting” → “Start meeting”).
2. Confirm the room microphone and camera are selected.
3. Look for the camera icon in the meeting toolbar.
4. Open Device settings → Audio devices and verify the room system is the default.
5. If you experience issues, refer to the Meeting camera/microphone not working article.

Step 5: Connect your laptop (cable or wireless)

1. Connect your laptop to the supplied cable.
2. Select the corresponding input on the TV.
3. Check Windows display settings – ensure the mode is set to “Duplicate” or “Extend” as required.
4. For Teams meetings, the room should automatically join.

1. On Windows, press Win + K to open the Connect pane.
2. Select the room display from the list.
3. Follow any on‑screen prompts.
4. On macOS, use AirPlay from the menu bar and choose the room’s Apple TV.

Step 6: Restart the room system (if needed)

1. If using a dedicated Teams device, hold the power button for three seconds.
2. Wait 30 seconds.
3. Turn it back on.
4. Allow the system to fully load (this may take one to two minutes).

Step 7: Check volume and audio output settings

1. Use the room remote or controller to raise the volume.
2. In Windows, click the speaker icon in the taskbar and ensure the room’s audio device is set as the default playback device.
3. Confirm the app (Teams/Zoom) volume is not muted.

Need More Help?

If the equipment still does not work:

• Try a different meeting room.
• Use your laptop as a backup (you can create a personal hotspot for audio/video if required).
• Open a ticket with the room name and equipment details.

Still Having Issues?