2. CIC- Ch 23, 29: A/VRequirements And Virtual Conferencing Flashcards
________ _______ is now among theLargest Cost Factors in most budgets
Audio Visual
When selecting the best meeting room to meet your audio-visual
needs, you will want to consider all of the following except:
a. Columns
b. Chairs
c. Ceiling Height
d. Set-up Time
b. Chairs
Which of the following sound systems works best for a musical presentation? a. Cluster/Stack b. Distributed c. Wireless Mic d. Omni-directional
a. Cluster/Stack
What is the best type of microphone to use for a round table discussion? a. Uni-directional b. Omni-directional c. Table Mic d. Wireless Mic
b. Omni-directional
Which of the following is not a benefit of Virtual Conferencing?
a. Conveniently located near home or office
b. Great for sensitive negotiations
c. Less strain on participants, no travel
d. Simple to record
b. Great for sensitive negotiations
International Interpreters:
a. Handle written word
b. Handle spoken word
c. Both of the above
d. None of the above
b. Handle spoken word
How far should a screen be from the floor?
a. 3’
b. 4’
c. 5’
d. 6’
c. 5’
What does LCD mean?
a. linear crystal design b. liquid crystal display c. linear clear display d. liquid crisp display
b. liquid crystal display
Using the 2x8 rule, how far should the last row of chairs be from an 8' wide and 10' high screen? a. 16' b. 64' c. 20' d. 80'
d. 80’
9. Which acts like a floodlight and provides an even light over a specific area? a. Leko b. Parcans c. Fresnels d. Intelligent Lights
b. Parcans
What is a parcan?
lighting set back in ceiling. aka: recessed lighting
What popular Microsoft program has convinced the business
community that anyone can design a graphic presentation?
a. Word
b. Excel
c. PowerPoint
d. Graphics
c. PowerPoint
1. What is the most changed area in the meeting industry in recent years? a. Speakers b. A/V c. Costs d. Venues
b. A/V
Which audio visual labor type is most restrictive?
a. Union b. Non-union c. Exclusive d. In-house
a. Union
What type of microphone would be the best to use for a speaker standing at a lecturn? a. Handheld Microphone b. Omni-directional Microphone c. Uni-directional Microphone d. Multi-directional Microphone
c. Uni-directional Microphone
- Which of the following is not recommended for International meetings?
a. Take your US production company with you
b. Hire a full service International company
c. Handle the production yourself
d. Use local companies and venue staff
c. Handle the production yourself
If the last row of chairs is set at 88', what should the verticle dimension of your screen be? a. 10' b. 11' c. 12' d. 8'
b. 11’
Which is the most important to convey to your speakers?
a. Bring Handouts b. Time Limits c. # of Attendees d. Goals and Objectives
d. Goals and Objectives
Which of the following microphones has problems with sound quality? a. Floor Mic b. Table Mic c. Podium Mic d. Wireless Mic
d. Wireless Mic
Which of the following is not a drawback of Rear Screen Projection? a. Need to book a larger room than normal standards.
b. Attendees could walk between the projector and the screen. c. Takes up a lot of valuable space. d. Not as clear and sharp as other options.
b. Attendees could walk between the projector and the screen.
Which of the following is not one of the four phases of managing
graphic signage orders?
a. Printing and Fabrication
b. Identify all entities within your organization involved and set
deadlines
c. Have fire inspector review your signage plan
d. Communicate order to your vendor
c. Have fire inspector review your signage plan
What is the largest cost factor in most meeting budgets?
a. Signage b. Security c. Audio Visual d. Speakers
c. Audio Visual
A webcast delivers program content in ______ _____ or on demand to an audience that is not physically at the event.
Real time
A third party vendor who manages and distributes web-based services and solutions is called: a-ISDN b-Bluetooth c-ASP d-portal provider
c-ASP- Application service provider
The number one software application used by meeting professionals is- a-StarCite b-Passkey c-Microsoft office d-Certain Registration e-Cvent
c-Microsoft office
The number one software application used by meeting professionals is- a-StarCite b-Passkey c-Microsoft office d-Certain Registration e-Cvent
c-Microsoft office
An audio conference should have: a-no more than 5 pple in attendance b-written objectives and an agenda c-handouts d-touch tone speaker phones
b-written objectives and an agenda
\_\_\_\_\_\_\_ conferencing enables speakers to give and audio visual presentation and field questions from an audience without actually traveling to the site. a-web b-audio c-video d-streaming
a-web
share and collaborate visually with spreadsheets
When implementing an online registration system, one must
a-understand the reg patterns of the intended audience
b-have a thorough understanding of HTML
c-Purchase specialized mngment software for the computers used
d-Have a relational database installed for storing data
a-understand the reg patterns of the intended audience
Audio conferencing is: a-talking on the phone b-participating in a mtg by phone or streaming audio c-speaking loudly to a group d-listening to a mtg on audio tape
b-participating in a mtg by phone or streaming audio
An ex of off-shelf software is: a-StarCite b-Passkey c-Microsoft office d-Certain Registration e-Cvent
c-Microsoft office
The most complicated and expensive mtg planning applications tend to be used by: corporations Independent planners Associations Exhibit Managers
Associations
need to manage members dues, members, etc.
Online meetings work best: a-when attending networking is primary goal b-In mtg's of shorter duration c-with older attendees d-On dial up modems
b-In mtg’s of shorter duration
Hard to keep pple’s attention
A well designed event website: a-includes graphics used at every opportunity
b-requires the viewer to really study it to find the info needed
c- includes very few pages of info so as not to confuse the attendee
d- can increase attendance, sell booth space, attract speakers, generate press coverage
d- can increase attendance, sell booth space, attract speakers, generate press coverage
When shopping for mtg's technology, you should ask your vendors for: a- number of active users in system b-detailed data security plans c-copy of tech support policies d- system upgrade policies e-all of the above
e-all of the above
What to watch for when choosing a venue:
Obstructions-Columns, Chandeliers, Mirrors… Windows that do not darken Low ceiling height Non-dimming lights Set-up time Seating Capacity
A quick way to figure out seating capacities for a room is to divide the square footage of the room by:
Theater – Divide Square footage by _____
Classroom – Divide Square footage by ______
Theater – Divide Square footage by 10
Classroom – Divide Square footage by 17
EXAMPLE:
MEETING ROOM - 3400 SQUARE FEET
THEATRE: 3400 ÷ 10 = 340 PEOPLE
CLASSROOM: 3400 ÷ 17 = 200 PEOPLE
Two basic types of speakers:
Distributed: Used for human voices
Cluster/Stack: Used for Music
To avoid feedback:
Make sure that the microphones are not too close to the speakers. Adjust the speaker volume properly.
The latest development in Audio Systems is the ____ _____ _____ Distributed speakers hung throughout a room provide excellent sound for a very long distance. You can cover an entire room from a single line of speakers across the front.
“Line Array System”.
Main choices/ types of wireless mics are:
2 options
Handheld or Lavaliere (Lapel)
Wired or Wireless
Which costs more-wired or wireless?
Wireless
What are the two frequencies of wireless mics:
VHF: Very High Frequency
UHF: Ultra High Frequency (more reliable)
too many ________ _______ in a single meeting room can be costly and difficult to control, frequencies can overlap and cause problems.
wireless mics
How many mics do you need for:
Panel discussions:
One mic per 2p
How many mics do you need for:
On-stage Interactive Panels:
One mic per person
How many mics do you need for:
Roving speakers:
No more than 6 mics per room
Two directions that mics go in are:
Omni-directional
Uni-directional
_____ directional: Mics pickup sound from all sides. Great for panel discussions.
Omni-
______-directional: Mics pickup sound from speaker only
Uni-
Mixers do what:
mix various input signals (mics, cds, tapes…) to make them work in harmony together.
You need:
One mixer for ___ or more microphones
2 or more mics
You need: A technician for ___ or more microphones
5 or more mics
You need: A larger mixer when a room exceeds ___ inputs
4 inputs (tapes, cd’s, mics)
Amplifiers do what?
Increase the level of the signals so that they can be heard throughout the venue.
35mm Slide Projector:
Reliable, high quality, not high tech, no motion, amateurish. Slides are 2”x2”, watch for international speakers – their slides are different.
Overhead Projector (OHP):
Inexpensive, interactive, must be between audience and screen, not high tech. Uses mirror system to project image.
LCD Projector (Liquid Crystal Display):
High Resolution for video and computer presentations. Microsoft PowerPoint and relatively affordable.
DLP Projector stands for what?
(Digital Light Processor)
DLP Projector (Digital Light Processor)
HDTV compatible. Greater accuracy of image reproduction, a more natural look. Watch out for MAC presentations.
What are Lumens?
Brightness of Projector. The higher the lumens the brighter the picture.
What speed is needed?
56kbps:
Standard phone line and modem.
What speed is needed?
ISDN:
Integrated Services Digital Network (requires specific modem to access)
What speed is needed?
T1(Ethernet) or T3:
High Speed
Screen selection size is based on the following-
*ARSC
Audience Size
Room Size
Space available for projector
Ceiling Height
3 Screen Types:
Tripod: Portable (Size range 4’to 8’) Cradle Screen up to 12’ Supported by rod on back Must set on table or riser/not recommend surface buckles Fast Fold: Sizes range 5’ to 30’ adjustable legs, hang from ceiling
Front Screen is:
Brighter and sharper images, equipment is set between audience and screen–noise, visual distractions, lighting.
Rear Screen is:
Equipment hidden by screen and drape. Takes up a lot of space. Use corner if possible. Brightness may be addressed by using a higher output (lumens) projector.
3 types of Screen Setup are:
Corner: Saves space, good visibility for speaker and audience.
Straight: Good visibility for audience, not for speaker.
Offset: Good visibility for audience, marginal for speaker.
Screens should always be:
- 5’ off the floor
- Distance from projector to screen needs to be at least 1.5 x width of screen.
- Projection platform must be 90 degrees to the screen.
- Projection platform must lift projector at least to the bottom of the screen.
How far should the projector be from the screen?
**Multiply the width x 1.5
Ex:
Projector
Width 10’ X 1.5 = 15’
2x8 Rule consists of what?
- 1st row of chairs can be no closer than 2x height of screen.
- Last row of chairs can be no more than 8x height of screen.
Determine where the first row and the last row of chairs should be set.
Screen is 9’ tall and 12’ wide
First Row: 2 X 9’ = 18’
Last Row : 8 X 9’ = 72’
VHS/SVHS:
Video home system - not for screens 20’ or larger
Betacam:
Near Broadcast Quality
Digital Video:
DVD - Can store on computer and play on command. Easy to edit.
Type of theatrical lighting- Also known as ellipisoidal, used to light lecterns and areas that need a tightly focused pool of light.
LEKO
‘LEKo lights Lecturns’
Type of theatrical lighting- Also known as ellipisoidal, used to light lecterns and areas that need a tightly focused pool of light.
LEKO
Type of theatrical lighting-
Channel light to a specific area with soft edge.
‘soft light on Fresno CA’
Fresnels:
Type of theatrical lighting-
Channel light to a specific area with soft edge.
Fresnels:
Type of theatrical lighting-
Computer controlled or operated.
Intelligent Lighting:
Lighting systems can be supported by:
Light Trees
Trusses
Flown
‘LTF’
Systems can be supported by:
Light Trees
Trusses
Flown
‘LTF’
If you have to use multiple computers for a presentation, you should use what to make it streamlined?
Use a VGA switcher to link up more than one computer.
Virtual Conferencing is-
any event where people at two or more distant locations are linked using video, audio and/or data for two-way communication.
Typical Uses for virtual conferencing-
Training: Distance learning, Seminars, new products and trends
Communication: Program planning, remote speaker presentations, brainstorming, press conferences, site inspections and negotiations.
Marketing: Customer outreach, market research and focus groups.
Benefits of virtual conferencing-
- Less strain on participants (no Travel)
- Generally reliable (Not affected by weather)
- More efficient due to limited time
- Conveniently located near home or office
- Simple to record for those who cannot attend.
Disadvantages of virtual conferencing-
Will never replace meetings where sensitive negotiations or networking is the primary goal.
Difference in Satellite Broadcast Videoconferencing-
1- Point to Point:
2-Point to Multipoint:
1- Point to Point: Transmission between two locations
2-Point to Multipoint: Transmission from one location to two or more locations.
Primary use of satellite :
Major announcements or product launches.
Ex of web conferencing-
AOL Instant Messenger, CITRIX GOTOmeeting and Microsoft Life Meeting.
Elements needed for a virtual conference-
Goals and objectives
Program content
Announce the conference as soon as possible to “save the date”
Set the agenda
Have an evaluation process
Budget
Knowledge of remote facilities
Trained Facilitator at each site
Get all presentations in advance
Work on presentation skills with speakers
Test and retest your equipment
Each side should brief participants in advance
Each site should call in 5-30 mins in advance
Speaking Protocol
Etiquette – Background Noise
Use Horizontal Format
Use Color Graphics/Contrast
Keep it simple. Not to busy.
Type should be bold and at least 14 points.
Avoid dressing in white, busy patterns, tight stripes and flashy jewelry. Medium blues and pastels for shirts and medium to dark jackets are camera friendly.
Things for Speakers to consider for a virtual conference.
When hosting A/V in a foreign country- you can do one of three things-
Take along your home based production company
Added expenses, but provides peace of mind
Combined use of local companies and venue staff
Familiar with the environment, but not with you
Language may be a problem
Will need more hands-on approach
Full Service Production Company
One stop shop
______ can be used to enhance education and networking.
Technology
What is a (PCOs):
Professional Conference Organizers
What does the 2x8 rule say?
1st row can be no closer than 2x the height of the screen
Last row can be no more than 8x the height
**height only!
