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Zoom Rooms by IS&T Pilot FAQ

If you do not see your question on this page, please ask your question as a comment at the bottom of this KB article for IS&T’s review.

Questions:

What are Zoom Rooms?

Zoom Rooms integrate in-person meetings with remote video calling enabling in-person and remote participants to interact in real time. For more information specific to MIT visit https://ist.mit.edu/zoom-rooms-pilot. For more general information from Zoom visit https://zoom.us/zoomrooms

How do I request a Zoom Room?

Fill out the Request to participate in the pilot program form to be contacted by IS&T (Touchstone Login Required). Every Zoom Room solution is unique and personalized to your specific needs.

Are these solutions limited to conference rooms only?

No, you may submit a request for other space types. There are many other use cases that Zoom Rooms solutions can help satisfy, and you’ll see on their “ProAV” concept designs (which IS&T is basing our space designs around), there are spaces ranging from small meeting rooms to classrooms and large seminar spaces. To see all Zoom ProAV designs, visit this link: https://support.zoom.us/hc/en-us/sections/360009297492-Professional-Services-ProAV-Designs

How much will one of these rooms cost a DLC?

There is no up-front cost for a DLC to request participation in this pilot. IS&T will work with you to assess the scope of need for these spaces at MIT, and the intent is to fund these video conferencing solutions as core infrastructure, similar to the MIT campus network and other core IT infrastructure.

How long will it take to get my Zoom Rooms solution installed?

Installation timelines may vary depending on the complexity of the requested solution, as well as any complexities introduced by the rooms themselves. Once a request is approved, IS&T will begin working with Zoom’s Professional Services Organization (PSO) to deliver these solutions as quickly as possible.

Will I (or a member of my DLC) have a say in the design?

Absolutely. IS&T wants to ensure that these spaces will meet the needs of you and your team, and we will not move forward with any installation steps until the requester (and any other relevant parties to the operation of the space) have signed off of the proposed design.

What if I already have existing AV equipment? Can it be reused as part of a Zoom Rooms solution offered by IS&T?

In order to achieve the desired outcomes of this pilot, and to help IS&T assess the supportability and scalability of this model, IS&T is requesting that all existing video conferencing equipment be removed from the room, unless it is identified that the video conferencing equipment is providing a critical functionality that cannot be replicated with the proposed Zoom Rooms solution, in which case, IS&T will have further conversations with the requester to discuss the best way to proceed.

If I want to participate in this pilot, and I agree to have all existing AV removed from the spaces, what are my options for that equipment?

If there is any value associated with the equipment that has been removed from the space, IS&T can help provide recommendations on how DLCs can facilitate a sale of the equipment.

Are these Zoom Rooms compatible with other video conferencing platforms (i.e. Webex, MS Teams, Blue Jeans, etc.)?

Zoom Rooms can be invited to meetings with Skype for Business, Microsoft Teams, WebEx, GoToMeeting, Google Hangouts or BlueJeans and join the meeting with one click. More information can be found at this Zoom support article

Will I (or a member of my DLC) be granted administrative privileges to control settings for the Zoom Rooms?

All administration will be managed by IS&T.

Does participating in the pilot oblige DLCs to allow their spaces to be reserved by other groups and departments via the associated scheduling system?

No. Zoom Rooms pilot spaces will be connected to Microsoft Exchange/O365 calendar resources that departments currently utilize for booking meetings/rooms for their DLCs, and it will not be required that folks allow their spaces to be reserved by anyone who does not currently have access to do so.

Is there someone who can talk through the AV setup options with us so we understand what configuration would work best in our room?

Yes. IS&T's primary focus is ensuring that the Zoom Rooms solution will meet the needs of each DLC. Once a room is accepted into the pilot, IS&T and Zoom will review the photos from the form submission and create a preliminary design for the space. That design is then presented to the requester for review to ensure that it will meet the needs of the DLC. After reviewing the design, IS&T can discuss each space in more detail if there are concerns with the proposed solution. Once approved, IS&T will take the necessary steps to facilitate the installation of the equipment in the space.

IS&T Contributions

Documentation and information provided by IS&T staff members


Last Modified:

August 03, 2021

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  1. Jul 08, 2021

    • does participating in the pilot oblige DLCs to allow their spaces to be reserved by other groups and departments via the associated scheduling system?
    • is there someone who can talk through the AV set-up options with us, so we understand what configuration would work best for our room?
      Thanks!
    1. Jul 12, 2021

      Thank you for posting this comment, Elizabeth! We have updated the FAQ with answers to both of your questions.

  2. Jul 26, 2021

    We have a number of rooms with large, HDMI-capable displays already, but no cameras, mics, or other video conferencing equipment. Can the extant displays be integrated into a supported Zoom room, or will they need to be replaced as well?

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