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Zoom Hardware Guidelines
> Meetinghouse Technology > Virtual Meetings
There are many different hardware options which can be used with Zoom meetings and webinars. When considering hardware options, ensure the device used to host the meeting meets the Zoom hardware system requirements.
Under the direction of area and stake leadership, members may be allowed to volunteer the use of personal technology, to avoid purchasing laptops, high-end cameras, and other expensive technology.
If member-owned technology is not available or the use of Church-provided hardware is preferred, local units in coordination with local Facilities Management Groups should purchase locally available hardware which is affordable and easy to use.
For most meetings, including sacrament meeting, a mobile device can originate the broadcast. Using a mobile phone mounted on a tripod or microphone boom near the podium and directly connected to the building’s audio system can provide a low-cost, high-quality viewing experience.
GENERAL VIRTUAL MEETING RECOMMENDATIONS
Below are some basic recommendations for meetings and conferences.
1. Local units approved to use technology for virtual meetings should ensure selected technology and virtual meetings are:
a. Not a distraction.
b. Easy for remote participants to join.
c. Flexible and adaptable as needs, policies, conditions, and technology evolve.
d. Not inclusive of the administration of the sacrament.
e. Deleted within one day after the meeting (if recorded)
2. Counsel with your ecclesiastical leader to determine the following:
a. Unit Needs
b. Preferred Technology
c .Budget
(Choose hardware devices that meet the needs of your area and budget)
3. For streams that originate in chapels and are broadcast to remote locations, buildings shouldn't be modified. There may be an occasional need for remote presentations at stake conferences. For most systems, no modification to the building or its existing systems is necessary to accommodate such needs. Instead, local units should use portable, temporary devices, such as standalone webcams, phones or laptops with cameras, and a zoom license.
4. Policies affecting streaming of stake conference meetings have not changed (See Handbook References in FAQ). Updates which are required for the Zoom platform to replace Webcast can be
made.
MOBILE SOLUTIONS
A mobile device solution can be an affordable option for streaming virtual meetings. Cameras on mobile devices continue to improve, making the video quality excellent on most newer models. Mobile devices that could be used include the following:
- Cell phone
- Tablet
- iPod Touch (or similar)
LAPTOP/DESKTOP SOLUTIONS
A laptop/desktop solution can be a good option as well for streaming virtual meetings. In most cases, this type of solution will require an external camera such as a simple USB camera or a high-end PTZ camera. Depending on the available device connections, cable adaptors may be necessary to connect the camera to the laptop/desktop.
Meetinghouses with a Teradek or similar encoder, with audio and video coming into the Teradek using HDMI, will need an HDMI to USB capture card to deliver the signal to the laptop/desktop.
AUDIO SOLUTIONS
Audio is typically one of the most challenging issues related to streaming virtual meetings such as sacrament meeting and stake conference. Generally audio is best when connected properly to the chapel audio. Information for connecting chapel audio can be found here.
RECEIVING ZOOM SOLUTIONS
Viewers generally access a broadcast through a mobile device or through a computer. Using the Zoom app and the web portal, they can view and listen to the broadcast through these devices.
Another option for users to access your Zoom meetings and webinars is through telephones. Zoom provides a way for contributors to call into the meeting or webinar by telephone. Click here for instruction from Zoom to include the telephone audio option in your meetings.
Note: Toll-free calling is not available through the Church Zoom account.
USING ZOOM IN CLASSROOMS
Local units may opt to use Zoom or similar technologies to enable members to remotely participate in meetings outside of the chapel. Units should utilize portable solutions to meet these requests (see “Camera & Audio Recommendations” for a partial list of options).
Many Priesthood, Relief Society, and Children’s meeting rooms have existing sound reinforcement systems. Members may connect the audio output from laptops and other devices running Zoom to one of the sound system inputs. These systems may include XLR (Microphone) and or 3.5mm (headphone jack)-style inputs.
If the system includes a 3.5mm Input, members can connect a 3.5mm cable between the laptop and the sound system. If the system includes an XLR input, members will need to retrieve the crab box or similar device from the library. The 3.5mm device is connected to the crab box; the XLR output is connected from the crab box to the sound system.
As requested by local units, FM groups may replace one XLR jack with a combination XLR/3.5mm Input jack to simplify these types of connections. These rooms do not include a way to input the classroom sound into the Zoom session. Modifications to enable this functionality are not authorized.
USING THE VIDEO DISTRIBUTION SYSTEM
Stake centers in North America are equipped with video distribution systems. These systems allow stakes to distribute audio and video from the chapel to other areas of the building and stream to other buildings. They are primarily used for stake conferences and other stake-level events. These systems are currently equipped with a Teradek device. As the church has transitioned away from Webcasting, the Teradek is now obsolete and is not compatible with Zoom.
To stream video content from the video distribution system, both a computer and capture card will be required.
The computer should be provided on an as-needed basis by the local unit or a member of the unit. It can be any type or brand which can run a Zoom session. The capture card can be any of several “cards” which are compatible with the computer being used. See “Capture Cards” for a partial list of options. The card is permanently installed in the video system.
FM Groups may provide one capture card per stake center, as a replacement for the existing Teradek device.
To install the capture card, remove the current Teradek, and attach the capture card in its place. When needed, members may connect their laptop or similar device to the capture card. Zoom will then show the capture card as a video source that they may select.
HARDWARE SPECIFIC FAQ
Q. What do I do with the old Teradek devices?
A. The Teradek device does not have any sensitive or private Church data stored on it and requires no special handling. Please follow Church and local guidelines for proper disposal or recycling of electronic devices when disposing of these devices.
Q. What about units with special needs, such as ASL (American Sign Language) or language units?
A. Special Needs units will have unique requirements which merit the granting of approval. For example, ASL units have already been granted approvals for mounted cameras, regardless of whether the unit meets in a meetinghouse or stake center. STS’s please contact your local FM, and they will work with Steve Poulsen, or Kurt Dallinga in MFD Shared Services to discuss options to meet these needs.
Q. Is more than one camera permitted in the chapel?
A. The standard stake center system includes one permanently fixed camera and one input for a portable camera. Additional camera inputs are not approved. When properly set up, these two cameras should be sufficient to produce a stake conference video feed which is simple, yet able to convey the spirit of the meeting to those members attending in other parts of the stake center or other buildings.
Q. What is the current guidance about stakes purchasing their own Camera?
A. Source: (MFD Manager)
Currently, when a stake requests an extra camera to be mounted (in addition to the one standard camera), our instruction from MFD is to provide them with the guideline and recommend that it be followed (in the spirit of the PB Vision/Temporal Affairs Guiding Principles of “Simplicity”, etc.).
If the stake persists and purchases an additional camera and then asks the FM Group to mount the camera, MFD is instructed to do so to ensure it is done properly (safety, etc.), and to inform the RAM about the mounting (not to seek permission to install, but to notify RAM what was requested of us).
A. Source (Meetinghouse Technology Policy Guidelines)
3.2 Funding of Meetinhouse Technology
3.2.1 The facilities management group (FMG) within the Meetinghouse Facilities Department (MFD) provides meetinghouse technology equipment as directed by the Office of the Presiding Bishop (PBO) and Area Presidencies. Standard meetinghouse technology equipment is included in new building construction. Maintaining, upgrading, and replacing equipment is the responsibility of the FMG, adhering to MFD and Information and Communications Services (ICS) guidelines and standards.
3.2.1.1 Equipment which was provided with new building construction or was provided later by the FMG is replaced when the product reaches end of life.
3.2.1.2 Equipment under warranty should be replaced or repaired according to warranty instructions. This is managed by the FMG.
3.2.1.3 MFD has established quantity and quality standards for each type of equipment. Standards depend on building size, number of units in the building, and local adaptation needs.
3.2.2 Local unit budgets should not be used to purchase meetinghouse technology (see General Handbook: Serving in the Church of Jesus Christ of Latter-day Saints, 34.7.2).
3.2.3 Local leaders should not seek donations to pay for meetinghouse technology equipment or donations of equipment. If local leaders approve the use of donated equipment, security, inventory, maintenance, and replacement costs are the responsibility of the local unit.
3.2.4 Equipment not provided by the FMG is the responsibility of local units to secure, inventory, maintain, and replace.
Q. Who do I talk to about installing a mounted PTZ camera?
A. The decision to permanently mount a camera should involve both the unit and the facilities management group. They should also consider the need for cameras at events held outside the chapel. Local units who have a desire to obtain PTZ camera should make the request through the proper channels. For reference, the request process is listed below:
The STS talks to the PFR. The PFR then talks to the Stake President for confirmation. Then the PFR discusses this with the FM Manager.
Q. Where should the fixed PTZ camera and portable camera jack be installed?
NOTE: Fixed PTZ cameras and portable camera jacks are only installed in stake center buildings.
A. When determining the placement of the fixed camera, a suitable location should be found where:
• The camera lens is placed at or near the eye level of an average speaker at the pulpit.
• The camera has a clear view of the seats where the presiding authorities are typically seated.
Users often wish to center the camera in the chapel, placing it just above the folding partition wall header in the rear of the chapel. Unless the header is near eye level, this placement should be avoided. A camera placed above the header is more likely to:
• Present an unnatural viewing angle for remote participants,
• Experience a glare from lights reflecting off surfaces on the rostrum.
The portable camera jack should be placed on the chapel wall opposite from the fixed camera location. It can then be moved anywhere throughout the chapel if the video cable is long enough.
Q. Who pays for streaming/broadcasting services?
A. The Church covers the costs of one Zoom license per unit. The facilities management group has funds to provide and maintain audio and video hardware included on the standard plan at the request of the stake or district leaders. All additional broadcasting equipment (e.g., cameras, cables, and adapters) are purchased and maintained by the stake or district leaders using local unit funds.
ICS’s Technology Standards for the Funding of Meetinghouse Technology is quoted below:
3.2 Funding of Meetinghouse Technology
3.2.1 The facilities management group (FMG) within the Meetinghouse Facilities Department (MFD) provides meetinghouse technology equipment as directed by the Office of the Presiding Bishop (PBO) and Area Presidencies. Standard meetinghouse technology equipment is included in new building construction. Maintaining, upgrading, and replacing equipment is the responsibility of the FMG which adheres to MFD and Information and Communications Services (ICS) guidelines and standards.
3.2.1.1 Equipment which was provided with new building construction or was provided later by the FMG is replaced when the product reaches end of life.
3.2.1.2 Equipment under warranty should be replaced or repaired according to warranty instructions. This is managed by the FMG.
3.2.1.3 MFD has established quantity and quality standards for each type of equipment. Standards vary based on building size, number of units in the building and local adaptation needs.
3.2.2 Local unit budgets should not be used to purchase meetinghouse technology (see General Handbook: Serving in the Church of Jesus Christ of Latter-day Saints, 34.7.2).
3.2.3 Local leaders should not seek donations to pay for meetinghouse technology equipment or donations of equipment. If local leaders approve the use of donated equipment, then security, inventory, maintenance, and replacement costs are the responsibility of the local unit.
3.2.4 Equipment not provided by the FMG is the responsibility of local units to secure, inventory, maintain and replace.
Reference: Technology Standards
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Q. Where can I go if I have technical issues?
A. For additional help, visit the “Virtual Meeting Wiki Page” Or contact the Global Service Department.