Media Services Event Checklist
The Media Services provides resources and support
for conferences and events. The following checklist
will help you plan your event.
- If your event will require audio-visual assistance
(for example, the set up of microphones or cameras),
you must reserve time prior to the start of the event
to allow Media Services to set up the equipment. For
small events (no more than two microphones), Media
Services requires at least 30 minutes; for more complicated
events (involving videorecording or Webcasting), please
reserve the room for at least an hour beforehand.
- If you plan to hold an event on a Saturday,
Sunday or school holiday, please contact the Media Services as soon as possible to determine
whether technicians are available.
Sound Needs and Set Up
- Determine the number of microphones you will
need and where they should be placed. Will you have
a panel of speakers? Do you want the microphones to
be wired or wireless? Will any speakers use a lectern?
- Determine whether you will need a microphone
for audience questions. Microphones for participants
may be at a fixed location or wireless. If you are
using a wireless microphone, it is essential to assign
someone to carry the microphone to audience members
- If you will have media present at your event,
notify Media Services so that an audio feed will be
Speakers and Presentations
- Assign a primary contact for your speakers.
This contact should determine the particular technology
needs of each speaker and be available to answer speakers'
- Do your speakers plan to use Powerpoint?
Media Services recommends organizing and saving PowerPoint
and other computer files to the law school network
in advance. Do your speakers plan to use the Web?
- Do your speakers plan to work from a laptop?
If your speakers plan to bring files to the law school,
find out whether the file will be saved to floppy,
zip, CD/DVD, or USB. Please note that the law school
cannot readily accommodate zip disks on short notice.
- Will any computer presentations have sound?
Include video? Will any speakers play an audiotape?
Videotape? DVD? CD? Letting Media Services know about
sound and video requirements in advance will help
your event run smoothly.
- Determine whether your speakers will need
document cameras, slide projectors, overhead projectors,
easels, dry-erase boards or any other specialized
equipment. Requests for specialized equipment should
be made in advance of the event to ensure that the
equipment is available.
Broadcasting, Webcasting and Videoconferencing
- If you believe that participation may exceed
the capacity of your primary location, you should
consider having the event broadcasted to additional
rooms. Additional rooms must be reserved in advance,
and media services must be notified of any plans to
- Webcasting is also available at the law school.
All Webcasts must be planned in advance of the event
and advertised. You should also make sure that all
speakers give their permission for the Webcast.
- Videoconferencing can allow remote participation
in your conference or event. To arrange a videoconference,
provide Media Services with a technical contact for
the remote location in advance. The availability of
videoconferencing depends on the compatibility of
the technology in the remote location, which should
be tested prior to the event.
Recording and Duplication
- If you would like to have your event recorded,
you should make sure that all speakers give their
permission and sign recording release forms in advance.
A copy of all videotaped events will be placed in
- Determine the format in which you would like
your event recorded. You have a choice of DVD, videotape,
audiotape, and/or Web file. Determining the format
in advance helps Media Services to quickly provide
you with a copy of the recording.