Technician - Session Room Operation Manual

Duties:
  * To download the presentation file with Event Presenter app.
  * To read any "Note to Operator", if any.
  * Operate the countdown timer (Event Speaker Timer app) for each presentation.
  * To open the online polling, if need.

For detailed operation, follow the guideline at https://eventpresenter.app.itcarer.com/

• If there is any specific note about that presentation topic, it will be display on top of the right-hand panel.

• On top of each topic, it will show the “duration” as either xx minutes or xx+yy minutes.
  • The first “xx” is the duration of the presentation
  • The second “yy” (if any) is the duration of Q&A
• The Event Speaker Timer app will auto sync with the schedule.
• On the bottom of the right-hand panel, there are [start], [pause] and [reset] buttons to control the timer. But you could also use a mobile phone with the app to control it.

If polling is required (will be informed via the Note to Operator), you are required to open a specific Polling PowerPoint file. You will also need to use both computers, the first one will be used to display the presentation while the second one will be used for online polling.

• Download and play the speaker presentation file on the first computer.
• Open the specific Polling PowerPoint file on the second computer.
• Make sure the second computer has already installed the PollEverywhere Presenter plugins. If not, download and install it at once.
• Login the PollEverywhere with account (username: , password: ).
• Play the Polling PowerPoint file and be ready.

• When the speaker is required to do the polling, switch the video output to the second computer.
• The polling result is in real time.
• Switch back to the first computer when the speaker's polling is finished.

We use the Blackmagic recorder to record the presentation and the audio signal from microphone.

Technician inside the session room should

• Get 3 new 256GB SD card from speaker ready room.
• Insert 2 SD cards inside the Blackmagic slot#1 & #2.
• Power on the Blackmagic and check if video and audio signal is good.
• Make sure the remaining time is normal (for Codec: ProRes PR, 2 x 256GB SD card should record ~300 minutes)
• Press the [Record] button before the start of the first session in the morning.
• During lunch break, stop the recording and check the remaining time.
  • If it is less than half of original time (e.g. 150 minutes), it means the slot#1 card is already full. Take it out and mark it on a paper with venue and sequence. e.g. 209 #1, means room 209, card #1.
  • Continue the sequence numbering since the first SD card. So on day 2, you might have card #4-6.
  • ALSO move out the slot#2 card and put it to slot#1. Blackmagic always start recording from slot#1 to slot#2 but will NEVER go back from slot#2 to slot#1.
  • Insert a new SD card to slot#2. Check the remaining time again.
• Press the [Record] button again before the start of the first session in the afternoon.
• Press the [Stop] button to stop it at the end of day.
• Take out all SD cards from the Blackmagic and then return ALL 3 SD cards to speaker ready room.