Meeting technology

ASURA has a Zoom account and owns equipment that is used for meetings and seminars. Additionally, ASURA makes use of classroom equipment when holding events in CSB 330-332. This page describes what is available and how to use it.

Overview

ASURA maintains a Zoom Meetings Pro license, which allows the organization to run Zoom meetings or seminars with up to 100 participants and for up to 30 hours. It comes with 1GB of cloud recording. If there are to be more than 100 participants, the Large Meetings option can be purchased for one month for $50.

To facilitate meetings and seminars ASURA has acquired the following equipment:

A laptop computer. Specifics: Dell Latitude 5430 purchased June 2022. It has the standard ASU software on it and is supported by the UTO. Login is the same as for the office desktop computers.
A portable projector to use with the laptop. Specifics: Epson EX9240, purchased December 2024. This would normally be needed only in the Executive (small meetings) room.
A Meeting Owl to use for hybrid meetings. Specifics: Meeting Owl Pro purchased April 2021.

The laptop and Meeting Owl are used for hybrid meetings -- those with some in-person and some remote attendees. The Meeting Owl automatically projects whichever in-person attendee is speaking to the remote attendees -- both audio and video. It works with Zoom meeting technology.

How to use

Zoom account

Those who are authorized to host a Zoom meeting using ASURA's license can find sign-in information on the Technology accounts page. To see this page you must be logged in to this website and be specifically given access to the accounts page. If you do not have access, contact the Website Committee chair.

The following applies only if the Zoom account is configured to ask for verification from infrequently used devices, which it currently is not.

The first time you log in to Zoom on a particular computer, Zoom will want to verify that you have access. To do that, it sends an email with an authorization code to the email address associated with ASURA's Zoom account, i.e., ASURetAssoc@gmail.com. In order to get the code so that you can complete the Zoom login:
- Preferably before you try to log in to Zoom, in your browser, go to gmail.com. Log in using the credentials on the Technology accounts page for Google.
- You will see a folder called "Zoom" under the "Labels" heading on the left, The email with the code you need will be in that folder.
Note that if you do not save cookies on the computer (most people DO save cookies), you will either have to go through the process of supplying a code each time you log in, or exempt Zoom.com from the cookies that are deleted.

Equipment

Instructions for equipment use are available as PDF documents so that they can be printed and carried to where they are needed:

The Word versions of this document is stored with the PDF versions on Wild Apricot, in the MeetingTechnology folder. They can be updated and replaced in that location as needed. See "Working with WA files" for how to do this.

Updated 5 May 2025 by Connie McNeill