Technology and Room Setup
1. Equipment made available in each breakout session room:
- An LCD projector and screen
- Computer speakers
- Microphones for presenters (if LOEX determines it is required due to room size); flip
chart(s), if already requested
2. Laptops - remember to bring your own
Presenters are required to bring their own laptop, if they plan on using one. If you are co-presenting, consider having
your partner(s) bring a backup.
3. Double-check how to connect your laptop for projection
Do you know which button(s) to press to project your laptop...F8?
F4? Does your computer have a place to put the projector's cord to
connect to it? 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. If needed, staff will be available to provide tech
support and connect your laptop to the LCD projector.
- If you are a Mac user, remember to bring your own VGA
adapter, as it might be necessary to hook your laptop to the hotel's
projectors.
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 or the projector, a laptop gives
you more connection options.
5. Handouts
Many LOEX attendees like a session handout (full page, business cards with web link on the back--whatever works), so consider making one. Most sessions will be absolutely fine with ~50 copies (unless
you are in one of the 90-plus capacity rooms), but because attendees do not
pick sessions in advance, we do not know which sessions will need
more (or less). 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 sessions2018@loexconference.org)
and on your host institution's site.
6. Save your presentation materials in multiple locations
In case of technical problems, 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 to show
because you downloaded it to your hard drive ahead of time.
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. Internet access
Internet will be available--for presenters--in all breakout rooms.
- If you need access for attendees, please contact
us to make arrangements; wireless access for attendees can be available but proper preparations need to be made.
This internet for presenters should readily-enable typical
presentation usage (e.g., showing a YouTube video or reviewing a
LibGuide). It will be wireless.
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.
9. Room set up
Presentation sessions will typically be theater style seating for
the attendees. The set-up for all interactive sessions is rooms with
large round tables. Each presenter will receive info, via email, on
their exact room assignment two weeks 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.
10. 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).
11. Access to printer, copier, scanner
The Royal Sonesta Houston offers access to this equipment in its Business Center (located on Lobby Level). If you need to use this, be aware of required fees.
