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Back to Committee Chair Descriptions

Audio/Visual Chair

Required to be onsite everyday during the entire conference. Works closely with the Program Chair and Special Events Chair.

Duties:

• Collect and organize all of the A/V requests for workshops, luncheons and special events (pre-conference, opening ceremonies and banquet).

1. Suggested deadline for presenters: 2 weeks before submitting A/V requirements to the hotel (if necessary) or 4 weeks before the conference, whichever is greater.
2. A sample text to send out to all presenters for A/V requests:

   Hi all, my name is ______.
   I'm taking care of all of the Audio/Video needs for your presentations. I want to make sure your presentation(s) flow as smoothly as possible.  I'd like to make sure we're all on the same page.  We will be automatically providing in all presentation rooms:

   -Stage
   -Podium
   -Power strip/surge protector

   At this time we will not be providing:

   -Internet access
   -Computers

   This means if you have a powerpoint presentation, you should be bringing your own computer or arranging to share one.  Please also bring your cables to ensure that the laptop can be connected to the LCD data projector.

   We are also providing many other things on request like overhead projectors, LCDs, flip charts/poster boards but only by advance notice. Feel free to email me with any questions at all.

• Make sure the language needs are met (e.g. spoken language users have microphones, and signers have LCD projections to increase visibility.)
• Have a secure place to store equipment.
• Possibly borrow equipment from local ITPs or colleges and universities

1. Prepare to have an efficient labeling system to ensure correct returns of all equipment borrowed.
2. Consider a form of reimbursement to the colleges.

• Troubleshoot on site problems before and during workshops.

1. Ensure lighting quality and request access to light switchers/dimmers (some presentations switch between LCD projected movie clips and presentation and the lighting needs are dynamic.)
2. Make sure to have more than one person working to setup A/V needs for multi-track conferences, especially if all presentations begin and end at the same time.
3. If A/V budget does not allow for providing a laptop for each Powerpoint presentation, encourage presenters to bring all of the necessary adaptors for their laptops and A/V chair should also bring plenty of different adaptors to ensure maximum compatibility between LCD data projectors and laptops (e.g. M1, S-video, RCA, analog, DVI, female to male adaptors, etc.)
4. A few miscellaneous, but essential tips/items that should be available for A/V chair:
1. duct tape, power strips and extension cords.
2. If using a camera for a video feed to a LCD projector, be sure to have a tape ready to record on since many cameras have auto-off features if they are not recording.
3. Extra long video cord is helpful to connect a camera to a LCD projector and allows for the best positioning of both.

• Establish an A/V Budget.

1. This should be done closely with the CIT president and the conference chair.

• Submit a final report at the end of the conference.