Middlebury

LIS Documentation

LIS Documentation

Top Tech Tips for a Successful Event

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Middlebury College hosts hundreds of events each year. A successful event is the result of careful and timely planning. To assist you with planning your event, LIS has outlined these tips for a successful event:
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Middlebury College hosts hundreds of events each year. A successful event is the result of careful and timely planning. To assist you with planning your event, LIS has outlined these tips for a successful event
  
* '''Plan ahead''': For all events that require tech support, we ask that you give us '''at least 5 business days notice'''. This deadline ensures that we have enough time to coordinate support with other departments (that have similar deadlines) and ensures that we can support more events and produce higher quality events.
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# '''Plan ahead''' and consider whether you will need equipment and support.
* '''Give the [http://go.middlebury.edu/25live 25Live Space Features & Availability Search] a spin''': This tool can help you get a list of spaces that have the features you need: visit [http://go.middlebury.edu/25live go/25live], open the '''Locations''' tab, click '''More Search Options''' and under '''Features''' select the feature you are looking for (e.g. Computer installed at the podium). This can be very helpful in the early planning stages.
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## '''DIY''': Most of our event venues are well-equipped and easy to use. With a brief orientation session, you'll be able to run your event independently and with ease. Please feel free to [http://go.middlebury.edu/helpdesk contact the Helpdesk] if you would like us to help out with the test!
* '''The right room for the job:''' Keep in mind that some spaces are better suited for specific purposes. The event location is especially important if:
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## '''Asking for support and the 5 day rule''': Keep in mind that LIS requires '''five (5) business days''' notice to provide support. This deadline ensures that we have enough time to coordinate support with other departments (that have similar deadlines) and ensures that we can support more events and produce higher quality events.
** you are planning a '''videoconference''',
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# '''Review the most common requests''' along with the steps you can take to check availability and request support:
** you would like to have the event '''recorded'''
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## '''Projection''': Most spaces have projection capability. To confirm, visit [http://go.middlebury.edu/25live go/25live], open the '''Locations''' tab, click '''More Search Options''' and under '''Features''' select '''Computer Projection'''.
** you plan to use '''microphones'''
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### '''Podium computer''': Some spaces already have a computer installed and you do not need to bring your laptop (unless you'd like to). To get a list of spaces with a pre-installed computer, visit [http://go.middlebury.edu/25live go/25live], open the '''Locations''' tab, click '''More Search Options''' and under '''Features''' select '''Computer installed in podium'''.
Not all spaces are well suited for the above purposes (due to acoustics, lighting, capacity, etc.) Thus, to ensure a successful event, LIS has selected [[Top Tech Tips for a Successful Event#Supported Locations|specific locations]] (see list below) that are best designed for these types of events. The Event Management Office will work with you and LIS to find the best location for your event.
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### '''Using your own laptop''': make sure to test your computer and your presentation in the event location. Please feel free to [http://go.middlebury.edu/helpdesk contact the Helpdesk] if you would like us to help out with the test!
* '''Tech options:''' Consider whether you will need additional equipment or tech support (projector, microphones, show a DVD, record the event, etc.):
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### '''PowerPoint Tips''': [http://www.bates.edu/ils/2011/how-do-i/software/powerpoint-presentation-tips/ Using PowerPoint to enhance a talk], [http://library.rice.edu/services/dmc/guides/video/include-media-in-ppt Tips for including media - pictures, videos, audio (& ensuring it all works!)]
** Many event venues already have the most popular equipment (projection, speakers, etc.), as well as an easy to use control panel and a set of printed instructions. With a brief orientation session, you'll operate the equipment with ease. [http://go.middlebury.edu/helpdesk Contact the Helpdesk] if you would like to schedule an orientation session.
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## '''Microphones''': Many spaces have a microphone system. To confirm, visit [http://go.middlebury.edu/25live go/25live], open the '''Locations''' tab, click '''More Search Options''' and under '''Features''' select '''Microphone PA system'''. Note that each space has a maximum number of microphones and many events do not require a PA system. When you request a microphone system or support, we will contact you and advise you on our opinion whether microphones are needed and we will provide the maximum number of microphones for a given space.
** If the location you are hoping to use does not have the equipment you need, LIS offers [http://www.middlebury.edu/offices/technology/help/mediaserv/MediaEquipment several options for getting equipment on loan].
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### '''Microphone Tips''': [http://www.paulrmcmanus.com/mic/use.htm Effective Microphone Techniques]
** If you're sure you'll need tech support, make sure to indicate that when filling out your event reservation request.
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## '''Recording''': Not all spaces are suitable for recordings - most venues lack the required audio and lighting for a successful recording. Thus, LIS only supports recordings in select spaces. Visit [http://www.middlebury.edu/offices/technology/help/mediaserv/Recordingrequest this page] for a list of supported recording spaces.
* '''The Event Management Office''' is your ally. Submit your [http://www.middlebury.edu/offices/business/scheduling/eventreserve reservation request] to the Event Management Office as soon as possible, keeping in mind that LIS and other service departments '''require a 5-7 day notice'''. If you do require equipment or tech support, please ensure you select the appropriate option on the form. If the correct option is selected, the Event Management Office will notify the Helpdesk of your event in a timely manner and we will contact you if more information is needed. Again, it is imperative that you respond to our requests for information '''at least 5 business days in advance of the event'''.
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### '''Recording form:''' To ensure we get all the information necessary to give you our best service, we ask that you complete the [http://www.middlebury.edu/offices/technology/help/mediaserv/Recordingrequest recording request form].
* '''Useful forms:''' To help you prepare for some types of events, and to ensure we get all the information necessary to give you our best service, we may ask you to complete a simple form. See the [[Top Tech Tips for a Successful Event#Useful Forms|list of useful forms]] below.
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### '''Consent form''': You will need to ask the speaker to complete the [http://go.middlebury.edu/consent recording consent form (go/consent)]. This is to ensure that the speaker being recorded is aware of the intent to record and, at the same time, to protect you and the College in the case of a lawsuit.
* '''Guest speakers''': If you are bringing a guest speaker on-campus, send them our [[Technology Checklist for Visiting Speakers]].
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## '''Streaming''': Not all spaces are suitable for streaming - most venues lack the required audio and lighting for a successful streaming. Thus, LIS only supports live streaming in select spaces. Visit [http://www.middlebury.edu/offices/technology/help/mediaserv/livestreaming this page] for a list of supported streaming spaces.
* '''Use a podium computer or bring your own''': A lot of classrooms have a built-in computer at the podium, reducing the need to bring your own computer. Again, the [http://go.middlebury.edu/25live 25Live Space Features & Availability Search] can help you get a list of these locations. If you prefer to use your own laptop for the presentation, make sure to test your computer and your presentation in the event location. Please feel free to [http://go.middlebury.edu/helpdesk contact the Helpdesk] if you would like us to help out with the test!
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## '''Videoconferencing''': Not all spaces are suitable for video conferencing - most venues lack the required audio, lighting and layout for a successful video conferencing. Thus, LIS only supports video conferences in select spaces. Visit [http://go.middlebury.edu/vc this page] for a list of supported video conferencing spaces.
* '''PowerPoint Tips''': [http://www.bates.edu/ils/2011/how-do-i/software/powerpoint-presentation-tips/ Using PowerPoint to enhance a talk], [http://library.rice.edu/services/dmc/guides/video/include-media-in-ppt Tips for including media - pictures, videos, audio (& ensuring it all works!)]
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## '''Film screening''': Our event venues have media players and controls that make it very easy to show a film. Because of that and because of limited resources, we cannot provide screening support in every location. However, there are a limited number of spaces where we do need to provide screening support. For more information, visit [http://go.middlebury.edu/screening go/screening].
* '''Microphone Tips''': [http://www.paulrmcmanus.com/mic/use.htm Effective Microphone Techniques]
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## '''Equipment on loan''': If the location you are hoping to use does not have the equipment you need, LIS offers [http://www.middlebury.edu/offices/technology/help/mediaserv/MediaEquipment several options for getting equipment on loan].
 
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# '''Guest speakers''': If you are bringing a guest speaker on-campus, send them our [[Technology Checklist for Visiting Speakers]].
==Supported Locations==
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# '''Cancellation of an event''': We understand that sometimes it is necessary to cancel an event. When you reach that decision, please contact any offices that were scheduled to provide support (LIS/Media Services, Facilities, Event Management, etc.) At the very least, please contact the Event Management department.
Due to acoustics, lighting, capacity and other factors, not all spaces are well suited for special events such as recordings, videoconferencing, etc. Thus, to ensure a successful event, LIS has selected specific locations that are best designed for these types of events. The Event Management Office will work with you and LIS to find the best location for your event but you can plan ahead and review the potential venue options:
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* [http://go.middlebury.edu/recording Supported recording spaces]
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* [http://go.middlebury.edu/vc Videoconferencing locations]
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* [http://go.middlebury.edu/screening Screening locations]
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* [[Sound Reinforcement|Locations with built-in microphone systems]]
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Every year we renovate selected spaces, so the options will continue to grow. You can always check the above links for the most up-to-date information.
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==Useful Forms==
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To help you prepare for some types of events, and to ensure we get all the information necessary to give you our best service, we've prepared a few forms:
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* For recordings:
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** You will need to have the speaker(s) fill out the [http://go.middlebury.edu/consent recording consent form (go/consent)]. We need to receive this form 2 business days (48 hours) before the event or we will not be able to record. This is a legal document that ensures the speaker is aware of your intent and, at the same time, protects you and the College in the case of a lawsuit. For more information, visit [http://go.middlebury.edu/consent go/consent].
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** Complete the recording request form ([http://go.middlebury.edu/recording go/recording]). We need to receive this form '''5 business days''' before the event or we will not be able to record. This form collects information that we need to prepare for the recording, create a high quality recording that is accessible and reliable, and properly catalog the recording so that you or the College may reuse it in the future. For more information visit [http://go.middlebury.edu/recording go/recording].
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* For film screenings:
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** Complete the screening request form ([http://go.middlebury.edu/screening go/screening]). We need to receive this form '''5 business days''' before the event or we cannot guarantee that we can staff the screening. Screening any media requires sufficient time to purchase (or confirm) that we have the screening rights and that we have the working physical media. Even if you plan to bring your own media, screening rights need to be confirmed and the media itself needs to be tested. For more information, visit [http://go.middlebury.edu/screening go/screening].
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[[Category:Helpdesk Documentation]]
 
[[Category:Media Services]]
 
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[[Category:Public Search]]

Revision as of 12:59, 17 April 2014

Middlebury College hosts hundreds of events each year. A successful event is the result of careful and timely planning. To assist you with planning your event, LIS has outlined these tips for a successful event

  1. Plan ahead and consider whether you will need equipment and support.
    1. DIY: Most of our event venues are well-equipped and easy to use. With a brief orientation session, you'll be able to run your event independently and with ease. Please feel free to contact the Helpdesk if you would like us to help out with the test!
    2. Asking for support and the 5 day rule: Keep in mind that LIS requires five (5) business days notice to provide support. This deadline ensures that we have enough time to coordinate support with other departments (that have similar deadlines) and ensures that we can support more events and produce higher quality events.
  2. Review the most common requests along with the steps you can take to check availability and request support:
    1. Projection: Most spaces have projection capability. To confirm, visit go/25live, open the Locations tab, click More Search Options and under Features select Computer Projection.
      1. Podium computer: Some spaces already have a computer installed and you do not need to bring your laptop (unless you'd like to). To get a list of spaces with a pre-installed computer, visit go/25live, open the Locations tab, click More Search Options and under Features select Computer installed in podium.
      2. Using your own laptop: make sure to test your computer and your presentation in the event location. Please feel free to contact the Helpdesk if you would like us to help out with the test!
      3. PowerPoint Tips: Using PowerPoint to enhance a talk, Tips for including media - pictures, videos, audio (& ensuring it all works!)
    2. Microphones: Many spaces have a microphone system. To confirm, visit go/25live, open the Locations tab, click More Search Options and under Features select Microphone PA system. Note that each space has a maximum number of microphones and many events do not require a PA system. When you request a microphone system or support, we will contact you and advise you on our opinion whether microphones are needed and we will provide the maximum number of microphones for a given space.
      1. Microphone Tips: Effective Microphone Techniques
    3. Recording: Not all spaces are suitable for recordings - most venues lack the required audio and lighting for a successful recording. Thus, LIS only supports recordings in select spaces. Visit this page for a list of supported recording spaces.
      1. Recording form: To ensure we get all the information necessary to give you our best service, we ask that you complete the recording request form.
      2. Consent form: You will need to ask the speaker to complete the recording consent form (go/consent). This is to ensure that the speaker being recorded is aware of the intent to record and, at the same time, to protect you and the College in the case of a lawsuit.
    4. Streaming: Not all spaces are suitable for streaming - most venues lack the required audio and lighting for a successful streaming. Thus, LIS only supports live streaming in select spaces. Visit this page for a list of supported streaming spaces.
    5. Videoconferencing: Not all spaces are suitable for video conferencing - most venues lack the required audio, lighting and layout for a successful video conferencing. Thus, LIS only supports video conferences in select spaces. Visit this page for a list of supported video conferencing spaces.
    6. Film screening: Our event venues have media players and controls that make it very easy to show a film. Because of that and because of limited resources, we cannot provide screening support in every location. However, there are a limited number of spaces where we do need to provide screening support. For more information, visit go/screening.
    7. Equipment on loan: If the location you are hoping to use does not have the equipment you need, LIS offers several options for getting equipment on loan.
  3. Guest speakers: If you are bringing a guest speaker on-campus, send them our Technology Checklist for Visiting Speakers.
  4. Cancellation of an event: We understand that sometimes it is necessary to cancel an event. When you reach that decision, please contact any offices that were scheduled to provide support (LIS/Media Services, Facilities, Event Management, etc.) At the very least, please contact the Event Management department.