course:congress_setup:operations_manual:speaker_ready_room:helper [Questwork's Wiki]

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====== Helper - Speaker Ready Room Operation Manual ======


<note important>The Speaker Ready Room System (SRRS) ONLY accept PowerPoint presentation file. Mac Kyenote file is NOT supported yet.</note>


<code>
Duties:
  * To help Speaker to upload the presentation file to the server.
  * To write "Note to session room operator", if need.
</code>

===== Training Video =====

  * https://www.youtube.com/watch?v=-SAsnzzyv8s&list=PLr_utZPSrK_0u1gr1AOvGAwjRb5wGlvGZ


===== Upload the Presentation File =====

<note important>Please note that every time the speaker upload a file to the same topic, the new file will replace the previous one.</note>


==== Get the Presentation file ====

  * Plug in the speaker's USB drive or download the file from internet.
  * If the speaker needs to edit the file, let s/he edit it on the USB drive.
  * Then, copy the presentation files (either PPT or PPTX) to the upload workstation's "Desktop".
  * **Unplug the USB drive** before you upload the file.

<note important>Always unplug the USB drive before you upload. If speaker has more than 1 presentation, copy all of them to the workstation before unplug the USB drive.</note>

==== Login to the System ====

  * Open the Google Chrome browser and open SRRS URL. Default is http://192.168.88.200/
  * Login the SRRS with speaker's last name (case insensitive) and registration code. You could find both on Speaker's badge.
  * On top-right will display the speaker's name, check it.
  * After login, click the [Speaker Ready Room] button on top menu.

==== Upload Presentation File(s) ====

  * On the right will display a presentation topic list of this speaker.
    * Ask Speaker to confirm the topic list is correct.
    * Find the specific topic and click the [Choose File] button and select the file from "Desktop". 
      * There should be only ONE file for each topic. 
      * If the speaker has a separate video, ask the Technician to embed it inside the PowerPoint file before upload. A PowerPoint file with video must be saved in PPTX format.
    * It will display the % progress during uploading.
    * After it is finished, click the [Review] button to review the presentation file.
    * Check the playback of the PowerPoint file is ok, especially the playback of video file, if any.
    * If need, repeat the above steps to upload another presentation file.
  * When it is done, click the top-right dropdown [Logout] button to logout.



^ Top Menu ^
| {{:course:congress_setup:operations_manual:speaker_ready_room:screen_shot_2017-02-26_at_3.56.12_pm.png?200|}} |

^ Topic not uploaded yet (yellow) ^
| {{:course:congress_setup:operations_manual:speaker_ready_room:screen_shot_2017-02-26_at_3.55.21_pm.png?600|}} |

^ Topic has uploaded file ^
| {{:course:congress_setup:operations_manual:speaker_ready_room:screen_shot_2017-02-26_at_4.12.15_pm.png?600|}} |




===== Write "Note to operator" =====

If the speaker has special request to the session room, such as using his/her own computer for presentation. Besides uploading the presentation file, you should write a note to the operator.

  * Login the SRRS with speaker's account as usual.
  * Find the specific topic from the topic list as above.
  * Click the [Note] button on top of the topic.
    * Write the note in the popup window and then click [Save] button.
  * The [Note] button should change to "Yellow" color.
  * Logout the speaker's account.

^ No Note (white} ^ With Note (yellow) ^
| {{:course:congress_setup:operations_manual:speaker_ready_room:screen_shot_2017-02-26_at_4.02.10_pm.png?200|}} | {{:course:congress_setup:operations_manual:speaker_ready_room:screen_shot_2017-02-26_at_4.01.51_pm.png?200|}} |

===== FAQ =====

==== File Format ====

  * Only PowerPoint file and Keynote file
  * NO PDF

==== Day 1 morning special arrangement ====

  * On Day 1 morning, a lot of speakers will show up to upload their files
  * We will reserve half of the computers for them to make sure they could upload the file before the session starts


==== Waiting area ====

  * Please greet the speaker at the entrance
  * If all computers are occupied, please lead them to the waiting area and sit in row

==== Could I use my own computer ====

  * No. The organizer has guide line for the speaker to upload their files in the speaker ready room. They are not supposed to use their own computer in session room.
  * If the speaker insists, you may ask him/her to go to the session room half day before to arrange it with the technician.

==== Could I change my presentation schedule ====

  * Please arrange it with the organizer. You may introduce him/her to the oranizer.

==== Could I just upload a video ====

  * No. Please embed it inside a PowerPoint or Keynote file.

==== I could not find any of my presentation after login ====

  * Most likely s/he may have more than one registration. So the registration code associate with the presentation is NOT the one s/he got in the registration counter.
  * Login with "speaker" account and search the presentation name or speaker name instead.

==== Checking Session overall upload status ====

Sometimes the chair person wants to check the upload status of his/her session. You could do it 2 ways.

  * Inside "Speaker Ready Room", search one of the speaker and then locate the session code
    * then search the "session code" to see all presentations.
  * Inside "Session Room", search by date and venue of the session