Meeting Room Guidelines | Harvard Innovation Labs

Meeting Room Guidelines

Please adhere to the following rules and guidelines for using the meeting rooms:

  • Check in on the iPad located outside of each meeting room. Meetings that have not been checked in within 15-minutes of the start time will be cancelled.
  • Meeting rooms are for group work, in-person meetings, or remote meetings via Zoom or a similar platform. They are not intended for independent work. Individuals are invited to work at tables in the open co-working space or lobby.
  • The i-lab’s coworking space and meeting rooms are intended for individual startup ventures and entrepreneurial work, but not for casework, school projects, studying, or unrelated activities. Individuals working on projects unrelated to entrepreneurship or innovation will be asked to work on those projects elsewhere.
  • Be respectful and limit your reservation time to a two-hour maximum per day per individual and/or team. Any reservations that exceed two hours in length will be cancelled.
  • Only members are permitted to make advance reservations for meeting rooms. Non-member students may reserve a room on-the-spot using the iPads outside of each room.
  • Reservations are not permitted to be booked more than two months in advance. Any reservations made more than two months in advance will be cancelled.
  • Please leave the room in better condition than you found it. Reset tables and chairs and erase all whiteboard walls for the next group.

Please note: Room reservations are not guaranteed and are subject to cancellation or change. In the event of a reservation change, we will notify you by the email provided in your reservation and do our best to suggest alternative arrangements.

For questions, please email i-lab@harvard.edu.

Hybrid Technology Guidelines

  • Plug the HDMI into your machine. The TV screen will automatically show your screen within a few seconds. Do not plug in other HDMI cables directly into the TV. Find an i-lab staff member if the HDMI connection is not functioning.

    This room is equipped with a Meeting Owl, a speaker/camera combination device for your hybrid meetings. To use the Owl, plug in its USB-C cable into your computer. On Zoom, set your microphone, speaker, and camera all to "Meeting Owl." The Meeting Owl will show a 360-degree view of the room and will automatically focus on the active speaker.

  • To access the hybrid tech in these rooms:

    1. Select the Zoom button from the in-room touch panel.
    2. Select the Join button to connect the room to the other remote participants.
    3. Enter the Zoom meeting ID and select Join. Follow the onscreen prompts to enter the meeting passcode.
    4. User is now in the Zoom meeting. The user is able to control mute and video, as well as various other features, from the in-room touch panel.
    5. Once your meeting is over and you are leaving the room, power off the system so it works effectively for the next user. Click the power icon on the sidebar and click yes.

    Methods to share content during your Zoom meeting:

    1. Share via share.zoom.us
      1. While in the meeting, click on the green Share Screen button on the in-room touch panel. Select Desktop.
      2. From your device, visit share.zoom.us, then enter the meeting ID and passcode. The Zoom meeting will open without audio or video. You can then share in Zoom as you would normally. The meeting ID and passcode are displayed on the touch panel and on the top right monitor/window.
    2. Share via Zoom desktop application
      1. Click on the green Share Screen button on the in-room touch panel. Select Desktop.
      2. From your device, bring up the Zoom desktop app and select Share Screen. You will be prompted to enter the sharing key shown on the touch panel and on the top right monitor/window. You do not need to join the remote Zoom meeting.
      3. Note: this option will share your entire screen. Use the Sharing via Web Browser for more control over sharing options.
    3. Share by joining the Zoom meeting
      1. You can join the remote meeting on your laptop to share content as you usually would on a Zoom call. Remember not to join audio on your own laptop to avoid creating audio feedback.

    Rooms 102, 123, and 125 are all equipped with a Huddly Canvas, which is a whiteboard with a camera facing toward it. You are able to share this whiteboard on Zoom calls so remote participants can see what you write.

    1. Select Share Screen on the touch panel. A share menu will display.
    2. Select Camera, then Huddly Canvas.
    3. When you are finished sharing, click Unshare.

    You are able to control the Zoom layout on the monitors in these rooms, to prioritize the content or the gallery view.

    1. Click on the Home icon on the sidebar menu.
    2. Choose your desired layout: large content vs. large gallery.

    Lastly, you are able to simply share laptop content onto the monitors, but you are encouraged to utilize a different room, as these three rooms are prioritized for hybrid Zoom calls. If needed, here is how to share from your laptop to the monitors:

    1. Select the laptop icon from the in-room touch panel.
    2. Plug your laptop into the provided HDMI cables.
    3. Select laptop from the touch panel. Shared content from your device will automatically appear on the largest monitor. This can take 5-10 seconds. To troubleshoot, try unplugging and replugging.
    4. Click on the power icon to power off the system so it can be used effectively by the next user.

    If you require assistance with your room, contact HBS Media Services at 617-495-6404.