Technology and Room Setup
1. Equipment made available in each breakout session room:
- An LCD projector and screen
- Computer speakers
- Microphones for presenters (unless LOEX determined it is not required due to room size)
- Podium
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. Staff will be available to provide tech support and connect your laptop to the LCD projector if you need assistance. If you are a Mac user, remember to bring your own 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. Have a back-up plan in case of technical issues!
In case of unexpected 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 your laptop's hard drive. So if YouTube is not working, for example, you can still show that 2-min video because you downloaded it to your hard drive ahead of time. While there will be technical assistance available for equipment problems, it is always a good idea to be prepared for the worst-case scenario.
6. Internet access
Internet will be available—for presenters—in all breakout rooms. It will be wired, in order to ensure a high-quality, consistent connection.
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If you need access for attendees, please contact us at SESSIONS EMAIL to make arrangements; wireless access for attendees can be available but proper preparations need to be made.
Overall, we still strongly recommend presenters be prepared in case there is unexpectedly an issue with the internet (see #5 above!) so all goes as smoothly as possible for your session.
7. 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 fewer). Presentation and handout materials can be made available on the conference site (by emailing the materials, after the conference, to SESSIONS EMAIL) and on your host institution's site.
8. 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.
9. 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).
10. Access to printer, copier, scanner
There is a business services center located in the hotel, and also a FedEx Office located in the building.
