Conference Media Coordinator Checklist

The Media Services Department in Lane library has prepared this list of questions to assist the designated Conference Media Coordinator (CMC) when planning for an AASU sponsored conference. the CMC should review this list of questions with the presenter(s) to assess the type of presentation and the audiovisual/multimedia equipment needed to execute the presentation successfully.

the CMC should ask the presenter(s):

• Do you plan to use a computer to present your program? Are you providing your own computer? If not, what type of computer will you need, PC or Mac?
• If a computer is requested, what, if any, specific presentation software and which version of that software will be needed for the presentation? (for example, Powerpoint 97/ 2000 or Corel Presentation Software)
• What format will you be using for your presentation--Zip 100 or 250, floppy disk, DVD or CD-ROM? Will you need a zip drive or a computer with a floppy, CD-ROM or DVD drive?
• Will you be bringing your own LCD Projector? If not, a LCD projector will be needed, unless you will be presenting in a classroom or auditorium with a ceiling mounted projector. (Refer to the list of Media Equipped Classrooms)
• Do you plan to show videotape? If so, a VCR/Television Combination unit or VCR and LCD Video Projector will be needed unless you will be presenting in a classroom/auditorium with this equipment. (Refer to the list of Media Equipped Classrooms)
• Will you need an overhead projector for your presentation? An overhead will be needed unless you are presenting in a classroom or auditorium with this equipment present. (Refer to the list of Media Equipped Classrooms)

Once the CMC has determined the presentation plans and equipment needs of the presenter(s), the CMC should:

1. Determine the number of laptop computers, LCD projectors, overhead projectors, slide projectors and TV/VCRs that will be needed.
2. Check the classroom or auditorium to make sure multimedia equipment, projection screens, and computer network connections are in place and operational.
3. Fill out a Set-up and Pick-up Request Form and send to Media Services, indicating the equipment needed and the date, time and place where it should be delivered and set up. the CMC must be present for all equipment delivery and set-up requests!
4. Test the presentation in advance with the presenter. You will want to solve any problems before the audience is seated!