Technology and Room Setup
1. Laptops
Presenters are required to bring their own laptop, except in unusual circumstances. If you are co-presenting, consider having your partner(s) bring a backup.
2. Double-check how to toggle your laptop for projection
Do you know which button(s) to press to project your laptop? Fn F8? F4? Does your computer need to be turned on before the LCD projector or after? Be certain of the steps for projection before you come to the conference; in some time slots, there is only 15 minutes to set up between presentations. If needed, staff will be available to provide tech support and connect your laptop to the LCD projector.
3. Mac users
Please remember to bring your own VGA adapter in order to hook your laptop to the hotel's equipment.
4. Tablet users
If you are using Internet access for your presentation, consider borrowing a laptop to bring instead. If there is unexpectedly an issue with connecting your tablet to the wireless, a laptop gives you more connection options.
5. Handouts
Past surveys have shown that many LOEX attendees prefer a session handout (full page, half page, business cards with web link on the back--whatever works). The majority of sessions will be absolutely fine with ~50 copies (unless you are in one of the two big rooms), but because attendees do not pick sessions in advance, we do not know which sessions will need more. Extra copies may be distributed at the conference Registration Desk. Also, strongly consider posting your presentation and handouts on the conference site (by emailing the materials to sessions2015@loexconference.org) and on your host institution's site.
6. Save your presentation materials in multiple locations
In case of technical problems with your laptop, be sure to save your presentation and any videos you plan to show in a backup location such as a USB flash drive or as an attachment to an email. So if YouTube is not working, for example, you can still show that 2-min video you wanted attendees to see via a downloaded file on your hard drive.
7. Have a back-up plan!
While there will be technical assistance available for equipment problems, it is always a good idea to be prepared for the worst-case scenario.
8. Equipment made available in each presentation room:
- An LCD projector and screen
- Computer speakers and flip chart(s) if requested in advance
- Microphones for presenters, if required due to room size
9. Internet access
**Mid-April Update** Internet will be available if it is needed, for presenters, in all breakout rooms.
This internet access should readily-enable typical presentation usage (e.g., showing a YouTube video or reviewing a LibGuide). It will be wireless, per the hotel's recommendation that we utilize their recently upgraded wireless network. If unexpected issues arise with connecting at the beginning of a session, we have asked for a back-up wired option.
Overall, we still strongly recommend presenters be prepared in case there is unexpectedly an issue with the internet (see #6 and #7 above!) so all goes as smoothly as possible for your conference presentation.
10. Room set up
Typically, presentation sessions will be theater style seating for the attendees, though some will have rectangular table. The default set-up for interactive sessions is rooms with large round tables. Each presenter will receive info, via email, on their exact room assignment ahead of the conference.
Also, at least one presentation room will be available from 7:30 to 8:30 a.m. on Friday and Saturday if you would like to review the hotel's A/V equipment. This is NOT required; it is just an option for those who are interested.
11. Wall use in presentation rooms
Hotel rules stipulate that nothing can be attached to the permanent walls unless using mounting putty. Masking tape may be used on air walls (temporary partitions).
12. Access to printer, copier, scanner
The Hyatt Regency offers access to this equipment in its business center on the Lobby Level. If you need to use this, call to ask about possible fees.
