Boardroom Teams Room — Booking & Operation
How to book, set up, and operate the SMCC Boardroom Microsoft Teams Room system.
Booking approval required
Adding the room to your calendar invite does not confirm your booking. You must receive a written confirmation email from frontdesk@seattlechamber.com before your reservation is guaranteed.
1. About the SMCC Boardroom
The SMCC Boardroom is a dedicated, premium meeting space equipped with a fully integrated Microsoft Teams Room system. It supports high-quality video conferencing, audio, and content sharing for hybrid meetings.
The room is available to Chamber staff and authorised guests. Because it is a shared, high-demand resource used for board-level meetings, all bookings require delegate approval.
Room Equipment
| Equipment | What it does |
|---|---|
| Large wall display | Shows the Teams meeting — remote participants, shared presentations, and content. |
| Wall-mounted camera | Wide-angle camera that captures everyone seated at the boardroom table. |
| Ceiling microphones | Omnidirectional microphones that pick up voices clearly from anywhere in the room. |
| Room speakers | Play audio from remote participants at boardroom quality. |
| Touchscreen console | The tablet on the conference table — your control panel for everything. |
| HDMI cable | Allows a laptop to share its screen directly into the meeting. |
2. Booking the Boardroom
The Boardroom must be reserved in advance — ad-hoc use is not permitted.
Delegate approval is required
Adding the room to your calendar invite does not confirm your booking. You must receive a written acceptance email from frontdesk@seattlechamber.com before your slot is confirmed.
How to Book
- Open a new meeting invitation in Outlook or Teams. Set the date, start time, and end time.
- Add the Boardroom as a location. In the Location or Add a room field, enter:
OfficeBoard@seattlechamber.com. Or use the Room Finder panel in Outlook to search for SMCC Boardroom and select it. - Add your attendees — both in-person and remote participants.
- Send the invitation. The Boardroom calendar will receive the request, but this alone does not confirm your booking.
- Wait for your confirmation email from frontdesk@seattlechamber.com. Once accepted, your meeting will appear on the Boardroom console on the day.
Lead time & cancellations
- Submit booking requests at least 48 hours in advance wherever possible. Requests with less notice may not be approved in time.
- If your plans change, cancel the Outlook invitation promptly and notify the front desk so the slot can be released for others.
3. Arriving at the Room
On the day of your meeting, there is very little to do in advance. The room system handles most things automatically.
- Arrive a few minutes before your scheduled start time.
- Walk in — the touchscreen console on the table wakes up automatically when it detects movement. No buttons need to be pressed.
- Take a seat at the conference table, ideally facing the wall display. The wide-angle camera captures the full table, so all in-room participants will be visible to remote attendees.
Please leave the room as you found it
The Boardroom is a shared space used for senior-level meetings. Ensure the room is tidy before your meeting starts, and leave it in order when you're done.
4. Joining a Scheduled Meeting
- Wake the console — walk in, the touchscreen activates automatically. You'll see the home screen with today's meetings listed on the right.
- Locate your meeting — find it in the calendar list by title and start time. The meeting will only appear if (a) the room was included in the invitation and (b) the booking was approved by the delegate.
- Tap the green Join button — the system connects within a few seconds.
- The meeting opens — the large wall display activates and shows the meeting. Remote participants can see and hear everyone in the room.
Meeting not showing on the console?
- Confirm that
OfficeBoard@seattlechamber.comwas included in the original invitation. - Confirm you received an approval email from frontdesk@seattlechamber.com.
- If both are confirmed and it still doesn't appear, contact IT support at itsupport@seattlechamber.com.
5. Controls During the Meeting
All meeting controls are on the touchscreen console. The wall display shows the meeting itself — manage everything else from the console.
| Button | What it does |
|---|---|
| Mic | Mutes or unmutes the room microphone. A red indicator means the room is currently muted — tap to unmute. |
| Camera | Turns the room camera on or off. Remote participants see a blank tile when the camera is off. |
| Volume | Adjusts the room speaker volume. Tap + to increase and – to decrease. |
| People | Opens the participant list showing everyone currently in the meeting. |
| Share | Share content — connect a laptop via the HDMI cable on the table, then tap Share, or share directly from the console. |
| Leave | Disconnects the room from the meeting. Other participants remain in the call. |
Common Situations
Remote participants say they can't hear us
Tap Mic on the console. If it is highlighted in red, the room is muted. Tap once to unmute.
We can't hear the remote participants
Tap Volume and increase the level. Also check that remote participants have not muted themselves on their own devices.
The camera doesn't appear to be working
Tap Camera on the console to toggle it off and back on again. Allow a few seconds for the camera to reinitialise.
Sharing a laptop screen
Connect the laptop using the HDMI cable on the table, then tap Share on the console to begin sharing into the meeting.
6. Ending the Meeting
Tap the red Leave button on the console. The room will disconnect from the Teams meeting and return to the home screen automatically.
Before leaving the room
- Remove any personal items, printed materials, or cables.
- Return chairs to their original positions.
- Do not power off any equipment — the room manages this automatically.
Ending for all participants
Tapping Leave only disconnects the room. If you are the meeting organiser and need to end the meeting for all participants, do so from your personal device before leaving the room.
7. Troubleshooting
| Issue | What to try |
|---|---|
| Console screen is blank | Wave your hand near the console or tap the screen — it may have gone to sleep. |
| Meeting not showing on console | Confirm the room email was in the invite and you received an approval email. If both are true, contact IT support. |
| No audio from remote participants | Check volume on the console. Verify remote attendees aren't muted on their own devices. |
| Room microphone not picking up | Check the Mic button on the console — if red, tap to unmute. Speak clearly toward the centre of the table. |
| Camera not showing | Tap Camera to toggle off and back on. Wait a few seconds for it to reinitialise. |
| Laptop screen won't share | Ensure the HDMI cable is firmly connected to the laptop. Tap Share on the console after connecting. |
| Issue persists | Contact IT support: itsupport@seattlechamber.com |
Contacts & Resources
- Book the Boardroom: Add
OfficeBoard@seattlechamber.comto your meeting invite - Booking approvals & front desk: frontdesk@seattlechamber.com
- IT Support: itsupport@seattlechamber.com