Engineering Computing Services (ECS) supports Audio Visual (AV) and Video Conferencing (VC) capabilities for events in Engineering boardrooms. ECS also provides technical support and guidance to help organizers plan successful hybrid and virtual events.

Event Format & Communication Requirements

All groups booking Faculty of Engineering and Applied Science spaces, including students, faculty, staff, and external partners, must clearly communicate event details to invited speakers and attendees before the event:

1. Event Format Disclosure

• Organizers must inform guest speakers whether the event will be:
• In-person
• Virtual
• Hybrid (in-person and online)
• Any change in format after confirmation must be communicated promptly to the speaker.

2. Recording Disclosure & Consent

• If the session will be recorded (audio, video, or livestream), speakers must be notified in advance and provide explicit consent before the event.
• Organizers must clarify how recordings will be used (e.g., internal use, public distribution, limited access).
• All attendees, online and in-person, must be clearly informed that the session is being recorded.
• A verbal announcement at the start of the session stating that the event is being recorded is required.
• Signage should be posted in physical rooms where recording is occurring.

Clear communication ensures that privacy expectations are respected.

Supported Video Conferencing Platforms

ECS provides support for the following platforms for hybrid and virtual events:

• Webex
• Microsoft Teams

Technical support, troubleshooting, and recording assistance are available only for supported platforms. If alternative platforms are used, ECS technical support will not be available.

AV & Video Conferencing Room List

ECS provides AV and VC support in designated Engineering boardrooms. Please contact the listed booking contact for room reservations.

Room	Capacity	A/V	VC	Booking Contact
CSF1203	30	HDMI Connection for laptops VGA Connection for laptops Mersive Wireless Collaboration Memorial Domain PC	Yes	Secretary for the Department of Electrical and Computer Engineering engr.ece[at]mun.ca
CSF1208	12	HDMI Connection for laptops VGA Connection for laptops Mersive Wireless Collaboration Memorial Domain PC	Yes	Secretary for the Department of Electrical and Computer Engineering engr.ece[at]mun.ca
CSF3109	8	HDMI Connection for laptops Mersive Wireless Collaboration Memorial Domain PC	Yes	Secretary for the Department of Electrical and Computer Engineering engr.ece[at]mun.ca
CSF4108	8	HDMI Connection for laptops VGA Connection for laptops Mersive Wireless Collaboration Memorial Domain PC	Yes	Secretary for the Department of Electrical and Computer Engineering engr.ece[at]mun.ca
CSF5107	8	HDMI Connection for laptops VGA Connection for laptops Mersive Wireless Collaboration Memorial Domain PC	Yes	Secretary for the Department of Electrical and Computer Engineering engr.ece[at]mun.ca
EN2100	12	HDMI Connection for laptops VGA Connection for laptops Memorial Domain PC	No	Secretary to the Associate Dean of Research
EN2116	18	HDMI Connection for laptops VGA Connection for laptops Memorial Domain PC Only WebEx is available. MS Teams will not work.	Yes	Secretary to the Associate Dean of Research
EN3011A	10	N/A	No	Co-ordinator for Outreach Activities for the Faculty of Engineering and Applied Science
EN3075	8	Mobile Video Conferencing Cart HDMI Connection for laptops Memorial Domain PC	No	Marketing and Events Coordinator for Memorial Center for Entrepreneurship mce[at]mun.ca
EN4000	40	HDMI Connection for laptops VGA Connection for laptops	No	Administrative Staff Specialist II for the Faculty of Engineering and Applied Science
EN4002	57	HDMI Connection for laptops USB C Connection for laptops Mini DisplayPort Connection for laptops Memorial Domain PC	Yes
EN4003	16	HDMI Connection for laptops USB C Connection for laptops DisplayPort Connection for laptops Mini DisplayPort Connection for laptops Memorial Domain PC	Yes	l
EN4018F	6	HDMI Connection for laptops VGA Connection for laptops Mini DisplayPort Connection for laptops Memorial Domain PC	Yes
EN4030	10	HDMI Connection for laptops VGA Connection for laptops Memorial Domain PC	Yes	Intermediate Clerk for the Engineering Co-op Education Office
EN4032A	22	HDMI Connection for laptops USB C Connection for laptops DisplayPort Connection for laptops Mini DisplayPort Connection for laptops Mersive Wireless Collaboration Memorial Domain PC	Yes	Secretary for the Department of Ocean and Naval Architectural Engineering engr.onae[at]mun.ca
IIC3030	15	HDMI Connection for laptops Mersive Wireless Collaboration Memorial Domain PC	Yes	Secretary for the Department of Process Engineering engr.process[at]mun.ca
ECS Mobile Video Conferencing Cart		HDMI Connection for laptops Memorial Domain PC	Yes	Submit a Ticket to ECS

For larger events or non-Engineering spaces, please contact Conference and Event Services (https://www.mun.ca/meet/) for more options.

User Guides

The following guides are available to assist users with common AV and video conferencing tools in Engineering spaces.

• Mersive (Wireless Presentation) - Mersive allows wireless screen sharing in supported boardrooms.
• Webex - Webex is a supported platform for hybrid and virtual meetings in Engineering spaces.

Booking & Technical Support

• Contact the appropriate departmental secretary to book a boardroom.
• Submit a support request to ECS for assistance with AV setup or supported video conferencing platforms.

 Advance Notice Requirements

 Advance notice is required for ECS technical support:

• A minimum of two (2) business days’ notice is required for support in any boardroom with listed AV and VC capabilities.
• Late requests or “just-in-time” support will be handled on a best-effort basis only.
• Larger events or events requiring special setups must be submitted a minimum of one (1) week in advance to allow time to review requirements, discuss setup, and confirm available support options.

 Advance planning helps ensure proper setup, testing, and a successful event experience.