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Running a Successful Speaker Ready Room
2019 JACoW Team Meeting, Santos, Brazil
Contact: Vincent Mitts (CAMD/LSU) vmitts@lsu.edu 
Description:
This topic covers three categories that have a direct affect on "Running a Successful Speaker Ready Room".
- Preparation & Setup
- Speaker Ready Room
- Good Communication
OVERVIEW
1. PREPARATION & SETUP
- Network Requirements
- Computers & Software
- Auditorium Stages & Screens
2. Speaker Ready Room
- Tracking of Speakers & Talks
- Testing of Presentations
- Establishing a Proper Work Flow
3. GOOD COMMUNICATION
- Importance of Good Communication
- Methods Used
1. PREPARATION & SETUP
NETWORK REQUIREMENTS
- Requires advance planning with venue
- Be specific with your requests
- Make sure your requests are clearly understood
- And make sure all requests are documented and are in writing before signing final contracts
- DEDICATED BANDWIDTH
- network performance and reliability should not be impacted by the use of other networks at the conference site. (e.g. Public WiFi)
- BANDWIDTH SPEED 100 Mbps - recommended for large conferences like IPAC
- INTERNET CONNECTION - requires SYNCHRONOUS Upload and Download speeds
- A lot of concurrent uploading and downloading of large files is occurring with the SPMS database
- Therefore, upload speed should not be capped or throttled. Needs to be the same as download speed.
- This includes the Speaker Ready Room, Auditoriums, Proceedings Office and Author Prep.
- VLAN - helps with security and privacy by segmenting the network from being seen by other local networks
COMPUTERS & SOFTWARE
LAPTOPS
- Consistency with computer hardware and software is very important
- IDENTICAL laptops are required to be used in the Speaker Ready room and Auditoriums so that solutions and fixes can transfer correctly and consistently
- The most current version of the Microsoft Windows Operating System must be installed, along with all security and application patches from Windows Update
- Uninstalled updates can affect what the editors are seeing in the Proceedings Office regarding both papers and presentations being prepared for publication
PRESENTATION SOFTWARE
- The most current software provides the best support for backward compatibility
- Current versions (as of 2019):
- MS POWERPOINT 2019, or Office 365
- ADOBE ACROBAT
- Standard DC (for windows only)
- Pro DC (for windows & mac, full featured)
- version 2017 (one-time purchase, non-subscription)
NOTE: Conference budget needs to include licensing costs for Adobe Acrobat
STAGES & SCREENS
PODIUMS
- Carefully consider the podium distance in relation to Presentation Screens in the Auditoriums
- Make sure the speaker can see screen(s) behind or to the side of themselves
- If not, plan for the speaker to rely exclusively on the confidence monitor, which requires the use of a digital laser pointer
- Recommendation: Logi SPOTLIGHT (Logitech)
- Useful for large auditorium screens, where red laser pointers are ineffective and green laser pointers are prohibited
- Also, required when the presenter can only see their talk by confidence monitor
CONFIDENCE MONITORS
- Screen Size and Distance from the Podium does matter
MICROPHONES
- Wireless Lavaliere (at least two per stage: one for the speaker and one for the next speaker in-waiting)
- Stage Microphones (for Chairman at table, podium, etc)
- Wireless Microphones (for audience questions)
SCREEN ASPECT RATIOS
- Widescreen (16:9) - Default - maintains the original size of presentation if it is displaying a Standard (4:3) formatted presentation
- Standard (4:3) - no longer the default - doesn't maintain the original size of presentation if it is displaying a Widescreen (16:9) formatted presentation
2. SPEAKERS & PRESENTATIONS
TRACKING SPEAKERS & TALKS
- Speakers and Presentation ID's are tracked by Day, Time and Auditorium
- SPMS provides a sequential list of speakers for the conference
- Parallel sessions are separated out and a list is printed for those managing laptops in the auditoriums
- Talk times are given along with times for questions & answers for each speaker
- Important to check the online or printed Synoptic Table of the conference with what is currently showing in the SPMS database, to note any discrepancies and make sure which is correct
- Any missing or late talks are identified and followed-up on while there is still time
- Any speakers having difficulty uploading their talks are welcome to come to the Speaker Ready room for help with this
- Also, it is noted which speakers actually do come to the Speaker Ready room to verify their talks
TESTING PRESENTATIONS
PowerPoint Compatible AUDIO and VIDEO Formats
- RECOMMENDATION for newer versions of PowerPoint:
- Use .mp4 files encoded with H.264 video and AAC audio
- Video formats supported:
- .asf, .avi, .avi, .mp4, .mov, .mpg, .mpeg, .swf, .wmv
- Audio formats supported:
- .aiff, .au, .mid, .mp3, .m4a, .wav, .wma
- Special use cases for audio or video are identified
- e.g., when it is necessary to put an external audio or video file into a separate folder along with it’s presentation and a REAMDME.txt file that provides instructions for the stage technicians
RESOLVING FORMATTING AND SPACING ISSUES
SAFE FONTS
- Fonts that get installed as part of the Operating System on both Windows and Mac computers and Microsoft Office
- Translates correctly across different devices, which helps maintain intended spacing, alignment and overall look of the presentation
- e.g. Ariel, Arial Black, Book Antiqua, Bookman Old Style, Calibri, Cambri, Candara, Century Gothic, Consolas, Constantine, Corbel, Garamond, Georgia, Palatino Linotype, Tahoma, Times New Roman, Trebuchet MS, Verdana
Alternatives to using SAFE FONTS
EMBEDDED FONTS
- TrueType fonts, limitations are due to the license associated with the font
- As a rule of thumb, you should only embed TrueType fonts that provide the Font embeddability value of Editable or Installable inside of PowerPoint
Convert Fonts to IMAGES - (e.g. Equations)
Save as a PDF or FLAT FILE
WORKFLOW
- After talks are fully checked, they are PUSHED from the Speaker Ready room to Auditorium laptops
- A shared network folder is created on the desktop of the laptops in the auditoriums using Windows Advanced Sharing
- NOTE: Speakers are not allowed to load talks on auditorium laptops by USB stick. This is a serious security risk and by not allowing it, helps to prevent any potential showstoppers from happening.
3. GOOD COMMUNICATION
THE IMPORTANCE OF GOOD COMMUNICATION:
- Promotes understanding from the very beginning
- Reduces mistakes and misunderstandings
- Helps to resolve issues and problems quickly
METHODS USED
- TRAINING - allows for questions and clarification
- Student Volunteers need to be trained at least a day before conference starts.
- Next years hosts may want to accompany or spend time shadowing those doing the jobs they will be doing the following year.
- FLOATERS - people who can walk around and check on how things are going during the conference. They can address issues themselves or notify the appropriate individuals when issues or problems arise.
- REMOTE COMMS:
- Helps in the resolving of issues or problems quickly
QUESTIONS?
SUMMARY
1. PREPARATION & SETUP
- Network Requirements
- Computers & Software
- Stages & Screens
2. SPEAKERS & PRESENTATIONS
- Tracking of Speakers & Talks
- Testing of Presentations
- Proper Workflow
3. GOOD COMMUNICATION
- Importance of Good Communication
- Methods Used
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