Media Services Event Checklist

The Academic Technology Department 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 Academic Technology Department 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 for questions.
If you will have media present at your event, notify Media Services so that an audio feed will be available.

Assign a primary contact for your speakers. This contact should determine the particular technology needs of each speaker and be available to answer speakers' questions
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.

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 broadcast.
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.

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 the library.
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.