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Indiana Wesleyan University Support Knowledge Base

Zoom Rooms

This page discusses the licensed product called Zoom Rooms; a shared meeting space.


This product includes a software license for the streamlined control of video camera, integrated audio and wireless mirroring (mobile device to a large display). Zoom Rooms can transform any meeting space into a modern, easy to use, powerful collaborative workspace. Institutional Media Technologies recommends a site visit by our AV Consultant, or an external AV integrator, prior to selecting the equipment for a Zoom Room. The expenses listed below are for budget purposes only, and are subject to change. Each space and use case is unique, and a solution that works in one location may not provide satisfactory conferencing results in another.

In short, Zoom Meetings are the software that you use from your computer. Zoom Rooms are physical configurations to make using Zoom Meetings as seamless as possible. With Zoom Rooms, you can enable one-click meeting start, simple wireless (multi)screen sharing, and more. The room can be scheduled through an Outlook calendar, or by walking in and pressing the Start Meeting button.

Zoom Room can join a Teams meeting. Click here for instructions.

Current Zoom Rooms at IWU

Currently, IWU has one Zoom Room license:

NGM 130, Administration Conference Room

Hardware Components

A Zoom Room is comprised of the following components:

  1. A desktop computer
  2. A connected Display (TV, monitor, projector and screen) or multiple displays
  3. A microphone, or group of microphones
  4. A speaker (a TV-mounted speaker bar, ceiling speakers, or wall-mounted speakers
  5. A control device (iPad, or Extron touch panel, or an interactive flat panel display) to launch and end the meeting, and adjust the optional PTZ camera and speaker volume.
  6. USB web-camera, connected to the PC
  7. A wireless keyboard with track-pad (optional, for in-meeting chat)

Or, a Zoom room can exist in the form of a single unit, such as an interactive flat panel TV with built-in PC.

Software Components

Zoom's licensed Zoom Room software ($49/month, $499/year)

The Zoom Room software can be purchased from Zoom, as an add-on to our Zoom educational site license. The app can be downloaded from Zoom's website. However, it requires network configuration in order to work. Please submit a support request for an installation and configuration of Zoom Room, by contacting the support center or the IT portal page.

The PC should have a current educational version of Windows installed.

For Control options, an iPad should be installed

For scheduling purposes, IWU's Office 365 administrator will need to set up a calendar specifically for the Zoom Room. It will allow an IWU employee to schedule meetings ahead of time.


There is a 30-day free trial of Zoom Room software. Try it with the approved hardware, and if it isn't worth the annual or monthly license, then consider not paying for it.

By installing the software on the PC, the PC becomes a dedicated Zoom device--it cannot be used for Teams, Google Hangouts, etc. When it boots up, it will automatically launch Zoom Room.

Some popular equipment are compatible with Zoom video conferencing, but are not compatible with Zoom Room license. Zoom regularly adds their Zoom Rooms compatibility designation to new or updated equipment which meet Zoom's established requirements.

Zoom Rooms are meant for conference rooms, huddle spaces, and classrooms, and do not typically have an available headphone jack for private listening. Consider holding conferences which contain private matters in a separate Zoom meeting (on a laptop or a smart-phone) rather than using the Zoom Room equipment.


Guided Access has been enabled to prevent users from exiting the ZoomRoom app on the iPad controller. Administrators may exit Guided Access if they have the passcode.

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