course:congress_setup:operations_manual:speaker_ready_room:helper

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Helper - Speaker Ready Room Operation Manual

The Speaker Ready Room System (SRRS) ONLY accept PowerPoint presentation file. Mac Kyenote file is NOT supported yet. 
Duties:
  * To help Speaker to upload the presentation file to the server.
  * To write "Note to session room operator", if need.

Training Video

Upload the Presentation File

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

==== 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
Topic not uploaded yet (yellow)
Topic has uploaded file

===== 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)

===== 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
  • course/congress_setup/operations_manual/speaker_ready_room/helper.1554781410.txt.gz
  • Last modified: 2019/04/09 11:43
  • by jack.tang