Conference Planning Guide

Designate a Conference Media Coordinator

Technology is an important element in modern conferences. When planning a conference at AASU, a Conference Media Coordinator (CMC) should be designated to plan and oversee all the technology (audiovisual/multimedia) requirements for the conference.

When planning for a conference, it is crucial that the technology needs of the presenter be reviewed and discussed well in advance of the conference date. The CMC (or trained assistants) should be available throughout the conference to assist the presenter during their presentations.

Conference Media Coordinator Checklist

Media Services has developed a Conference Media Coordinator Checklist for the designated Conference Media Coordinators (CMC) to review with the presenter to assure that all technology (audiovisual/multimedia) needs are handled.

This guide will provide the CMC with a list of necessary questions to ask the presenter as they plan for the technology (audiovisual/multimedia) needs of their presentations. The more information gathered in advance about each conference presentation, the better Media Services will be able to assist the CMC with those technology needs.

Contact Media Services

One of the first steps in successful conference planning is to contact Hongxia Yang or Buster Woods in Media Services Equipment Distribution Department in Lane library at (912) 344-2967. They will provide the CMC with the necessary training needed to operate the audiovisual/multimedia equipment loaned by the Media Services Department as well as the multimedia equipment systems located in the auditoriums and classrooms.

If additional on-site technical support is necessary for the conference after this training has been completed, Media Services requires 7 days advance notice prior to the date of the conference in order to schedule the appropriate staffing.

Equipment Reservation Request Form

Once the CMC has determined all the audiovisual/multimedia equipment requirements of the conference presenter(s) they should contact Media Services. If the equipment is not available in the auditorium or classroom where the conference will be held, the CMC will need to complete an Equipment Reservation Request Form and send it to Media Services at least 7 days prior to the date of the conference. This will allow the Equipment Distribution Department time to reserve the necessary equipment and, if necessary, plan for equipment delivery and set-up.

Equipment Delivery/Set-up Request Form

When equipment set-up or delivery has been requested, the CMC must complete an Equipment Delivery/Setup Form and be present at the time of the requested delivery(ies) and/or set-up(s) to review the set-up of the equipment . If possible, the presenter and/or a copy of his/her presentation should be available to assure that the presentation is operating properly. It usually pays to test everything in advance.

Scheduling Campus Space

Requests for reservations of campus facilities should be directed to Kathy Platt or Donna Kaplan, in the Registrar's Office. Kathy and Donna are responsible for making all on-campus reservations for events and classes. Kathy can be reached at (912) 344-3099 or by e-mail at: kathleen.platt@armstrong.edu and Donna can be reached at (912) 344-2583 or by email at donna.kaplan@armstrong.edu.

The only exception is the Fine Arts Auditorium. The reservation schedule for the Fine Arts Auditorium is maintained by Plant Operations.

Contact Plant Operations

Plant Operations should be contacted by the CMC in advance with work orders for the set up of additional sound systems, tables, chairs, trash cans, directional signs, additional cleaning, lighting or HVAC problems. Contact Plant Operations at (912) 344-2545.

Contact CIS for Software Support

Please be aware that Media Services does not provide software support. Computer & Information Services (CIS) should be contacted for software technical support and/or network problems. Contact the CIS Help Desk at (912) 344-2518.