AV Support Guidelines

• Before the Meeting
  1. If possible, please arrive at Asilomar on Tuesday, May 25 in time to attend the orientation session in the Chapel at 7:30 pm
  2. Please provide your cell phone number to Mike Katz, if you have not done so already. Due to the layout of the meeting rooms it is very helpful to be able to contact you directly in case of a problem. Make sure your phone is turned on during the conference, but put it on vibrate mode during sessions.

Equipment

Laptop computers are being provided by WSC. Only this computer may be used. Residents absolutely ARE NOT allowed to use their own computer, and we have back-up laptops and projectors if the primary hardware fails. Each computer is assigned to a specific room for all four presentation sessions.

On-Site

• IMPORTANT NUMBERS:
  • WSC Registration Desk: 2236 (from any Asilomar phone)
  • Mike Katz (AV Coordinator): 520-247-1501
  • Greg Morrill (AV Coordinator): 602-617-7849

1. Attend the orientation session Tuesday, May 25 7:30-8:15pm in the Chapel (just across the grassy circle from the main building). This will be a combined orientation session for all preceptors, moderators and AV support. We will provide an overview of the activities to be performed and let you know about any last minute changes.
2. All Powerpoint files will be uploaded to a central web site and transferred to the presentation room laptops in advance.
3. Please plan on arriving at your assigned room at least 30 minutes prior to the scheduled start time. This will allow enough time to make sure all equipment is functioning normally. Session Moderators also have been asked to arrive at the room 30 minutes prior to set up. With close to 500 resident presentations, we need to make sure each presentation begins and ends on time, and Residents become anxious when there is no one there to help them in advance of their session. Please use “cell phone time” so that all of the presentation rooms will be synchronized.
4. We would like all AV Support people to be in appropriate attire—“Business Casual”. Please take this into account when packing.
5. You are responsible for ensuring the room is in optimal condition for the presenter. If necessary arrange the AV equipment, window shades, lighting, seating, traffic flow, etc., as needed. If there are problems that you cannot remedy yourself contact the Registration Desk or AV Support staff at the numbers above.
6. Most rooms will have a microphone. Though the rooms are small, the audience will be able to hear much better if the resident uses the mic. Please strongly encourage them to do so.
7. Before the session begins, open the appropriate Switchboard (see screenshot below) for your session. All of the Switchboards and presentation files will be accessed through a shortcut folder on the desktop with the name of the presentation room (i.e. Acacia, Marlin, etc.) Within this folder are subfolders for each session (Weds AM, etc.). If you double-click on the room shortcut icon on the Desktop, you will see the four sessions listed. Double click on the session you are covering, and you will see a list of files for that session. The last file on the list will be the session Switchboard. To start your program open the Switchboard file. Put the Switchboard slide in Slide Show view (click on the little screen icon on the bottom left or click on View at the top and then click on Slide Show). Each resident’s file can then be opened by simply clicking on the appropriate hyperlinked photo on the Switchboard. Before each presentation begins, please show the resident how to advance the slides. They can use touchpad, arrow keys or simply hit “Enter”. At the end of the Resident’s presentation, the Switchboard slide will reappear. There will be no need to open any files but the Switchboard. Residents are not allowed to make any changes in their files. What they uploaded is what they will present
   
   
   



• If the Resident’s file does not open (typically due to a bad hyperlink), you can try opening the file directly from within the session subfolder (file names are #name.ppt, e.g. 234Katz.ppt). If this still does not work try opening the backup file the Resident should have on a USB flashdrive.
8. If there is a problem with the laptop or projector, try a quick troubleshoot, but there is very little time and we cannot delay the start of a resident’s presentation. If there is a hardware problem, it is best to call Mike Katz (520-247-1501), Greg Morrill (602-617-7849) or the Registration Desk (2236) so we can have backup hardware delivered immediately to the room. Note that cell phone reception at Asilomar can be spotty. Sometimes a text message will go through when a phone call will not.
9. When your session is over, lock the doors and take the key and completed evaluation forms immediately to the registration desk. Leave the laptop and LCD projector in the room, but MAKE SURE ALL DOORS AND WINDOWS ARE LOCKED. Make sure the key is returned immediately to the registration desk after the session is over.

AV Support Guidelines