The procedures for reserving and using the room, as well as the policies to be used in making scheduling decisions are described below.
Seminar Room 190 includes overhead, computer, and slide projectors as well as the appropriate screens and a white board. There is also a kitchenette adjoining the room.
- To request a reservation of Room 190 for a single event, please fill in the information requested on the Reservation Form. Confirmation is subject to change based on the scheduling guidelines outlined below.
- To request a reservation of Room 190 for a regularly scheduled series of seminars, please fill in the information requested on the Reservation Form. Guidelines used in deciding between competing requests include those mentioned under 'Scheduling Guidelines' below. An attempt is also made to share the resource among the various research groups. Confirmation is subject to change based on the scheduling guidelines outlined below.
- If you have any questions, please email email@example.com.
- No food or drinks are allowed in Room 190. You may use the kitchenette or Barus and Holley lobby to set up refreshments. Attendees of your event are welcome to take their food and drinks onto the terrace off of Room 190 or any corridor in the addition, as well as the lobby of Barus and Holley. Please be sure that if you plan on serving any food, you make suitable arrangements to clean up afterwards. No food or drink may be left in the kitchenette (refrigerator, counter, cabinets) after your meeting.
- No regularly scheduled classes are to be held in this room. Seminar Room 190 is intended for site visits, meetings, seminars, and other similar activities.
Seminar Room 190 is intended to meet the longstanding needs of the School of Engineering and the Department of Physics for a state-of-the-art room to host seminars, colloquia, mini-conferences, and site visits. Furthermore, the Seminar Room is available for use by other departments, campus-wide, when not being used by Engineering and Physics.
To fulfill the intended purposes it will be necessary to schedule the use of the room thoughtfully and to have guidelines and mechanisms in place for resolving scheduling conflicts. As a first step in minimizing scheduling conflicts, users of Room 190 are asked to book only for those times for which there is a very high likelihood that the planned activity will take place and to release the scheduled time as soon as it is known that a scheduled activity will not take place. Secondly, users reserving Room 190 should also understand that there may be times when they will be asked to reschedule or relocate their activity because the room is needed for another activity that is regarded as having higher priority. For example, regularly scheduled research seminars may have to be moved to accommodate an unanticipated need for a location to host a visiting team making a site visit. If scheduling conflicts arise that cannot readily be resolved to the satisfaction of the users involved, then these conflicts will be referred to the Dean of Engineering who, in consultation with the chairs of the departments with competing claims, will make the final decision.
In responding to a request for a reservation, priority will be given to day-long events involving many participants from off campus because of the difficulty of finding suitable space for such events. Research seminars, including regularly scheduled seminars, are expected to account for much of the use of Room 190. Such additional considerations as the anticipated size of the audience and whether or not the availability of the kitchenette is important can be expected to influence scheduling decisions.
The BH190 seminar room is a self-service space, meaning there are laminated instructions and the system is intended to allow the presenter to control the audio-visual in the room, perhaps with some help from their departmental ITSC. Engineering IT is happy to conduct an introductory session for engineering staff or faculty, at least 24 hours before an anticipated event. We do not have staffing after hours, but we would be glad to conduct the orientation, which should take about 15 minutes, during normal work hours. Unfortunately, Engineering IT is not staffed for event support.
For all events, we strongly recommend that, 24 hours or more before the scheduled event, the meeting presenter conducts a run through with as close a setup as possible to the actual event (i.e. with the actual presentation laptop and presentation). This is the best way to ensure your event will run as smoothly as possible. We also suggest a 30 minute buffer in your reservation before the event start time, to allow any previous event attendees to leave the room and to give your presenter at least 15 minutes to set up and confirm that all devices, including any personal equipment, are connected and working properly.
Detailed instructions regarding specific scenarios are below - please read these carefully if you plan to use Zoom, record your event, or use local sound reinforcement.
High profile events
If you are conducting a high profile event or require additional audio visual support, such as a panel for a hybrid session, it is strongly recommended that you contact Media Services 401-863-3600 or email - firstname.lastname@example.org for support. They are familiar with the a/v resources in BH190, are trained in supporting special events, and can ensure your event AV is well run. Please note that their normal lead time is ten days. Another alternative is to contract an outside company to support the event, and Media Services can make suggestions.
To avoid issues, we strongly recommend that you add the Zoom room, Barus & Holley 190, as an alternative host prior to the event by following the instructions below.
Log into https://brown.zoom.us/, and select Meetings on the left menu
Hover the mouse cursor over your meeting, or create a new one, and select edit
Scroll down to options, near the bottom, and click on show
Continue to scroll down until you see the option Alternative Hosts. Enter Barus and the system should prompt you with three options, from which you should select Barus & Holley 190
Be sure to click on Save
BH190 is a Zoom room, which means that you may join an existing Zoom event or create a new meeting directly from the room touch panel Zoom Controls by following the instructions on the lectern.
Please note that for Zoom/hybrid sessions, we strongly recommend that the Zoom room system is the ONLY device in the BH190 connected to the Zoom session. Any other device can seriously disrupt the audio of the event, even if you think you have muted your microphone and speakers. If you decide to have another device in the room, it is essential that you confirm audio is functioning properly to the remote audience and back to the room, if you will be using that feature. You should also be prepared to immediately disconnect that second device from the Zoom session in case of audio issues.
This procedure will ensure that host capabilities, such as recording, sharing of content, and other functions work from the touch panel controls. This will also allow you to start the event from the touch panel without entering additional information.
Recording your event
Please remember to frame the camera shot for your recording as appropriate for the presentation.
Recording your Zoom session may be initiated from the touchpanel via the Zoom control interface from BH190. Please refer to the Zoom session instructions, above, for necessary preparations to facilitate recording.
This space is also equipped with the Brown standard lecture capture system, Panopto. We can schedule a recording with that system (usually set to begin recording 15 minutes before the event and stop 15 minutes after the event has ended). While this is the campus standard for lecture capture, the installation in BH190 is relatively new and without a robust track record, so we strongly recommend a Zoom recording as a backup.
Local Sound Reinforcement
The room is relatively small and most presenters have no need for local sound reinforcement. However, with advance notice, wireless microphones (lavalier and handheld) can be made available, for local sound reinforcement.