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 initialize.

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 by checking for LED lights:
   • Solid white: device is on and operating.
   • Amber: device is in sleep mode.
   • No light: device has no power.
3. If the device is unresponsive or frozen, hold the power button for 10 seconds to force a shutdown. Wait 30 seconds, then press the power button again to restart. Allow one to two minutes for the system to fully load.
4. If it is a touch controller, tap the screen to wake it.

Step 4: Test the microphone and camera

1. Open Microsoft Teams and select Calendar from the left sidebar.
2. Select the meeting you wish to join and click Join, or start an instant meeting from the meeting controls.
3. Confirm the room microphone and camera are selected in the pre-join screen.
4. Look for the camera icon in the meeting toolbar.
5. Open Device settings, then select Audio devices and verify the room system is the default.
6. Check for physical mute buttons on room microphones and ensure they are not engaged.
7. Check for camera privacy shutters or covers and ensure they are open.
8. If you experience issues, refer to the Meeting camera/microphone not working article.

Step 5: Connect your laptop (cable or wireless)

Wired (HDMI/USB-C)

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.

Wireless (Miracast/Apple TV)

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, go to Settings > System > Sound. Under Output, select the room’s specific audio device name (for example, “Crestron Speaker” or “Poly USB Audio”) as the default playback device.
3. Confirm the app (Teams/Zoom) volume is not muted.

Step 8: Resolve room booking system conflicts

1. Check the room scheduler panel outside the meeting room to see if the room is currently booked or locked.
2. If a previous meeting overran and the room is locked, release the booking via the panel or your calendar invite.
3. Re-book the room for your required time slot.
4. If the panel is unresponsive or the conflict persists, contact your office manager to reset the booking system.

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?