Technology and Room Setup: LOEX 2014 Breakout Sessions

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, the typical tablet does not have an Ethernet port to connect to wired Internet. Based on the hotel's wireless Internet (see point 9 below), we strongly recommend you borrow a laptop to bring instead.

5. Handouts 
Past surveys have shown that many LOEX attendees prefer a session handout (full page, half page, business cards with web link or QR Code info on the back--whatever works). The majority of sessions will be absolutely fine with ~50 copies (unless you are in the Emerald or Pearl Room), 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 sessions2014@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.

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
This option is only guaranteed as being available in the rooms of those who require it and requested it in advance. This access will be wired, as wireless access is not readily available throughout the hotel. Even if there is wireless, we strongly recommend presenters don't rely on this; wireless in general, but particularly in hotels, is not typically consistent enough for a conference presentation in front of scores of people. 

10. Room set up 
Typically, presentation sessions will be theater style seating for the attendees. The default set-up for interactive sessions is rooms with large round tables. 

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 Amway Grand Hotel offers access to this equipment in its business center on the Loby Level. If you need to use this, call to ask about possible fees.