ICT/Audio-Visual Facilities

The various venues offer a selection of technical facilities to enable you to manage an event which includes modern styles of presentation.

The information below describes the specific availability of facilities at each venue. Costs and further information is given at ICT and A-V services and charges

Venue->

Facility 

Lecture Theatre

Confer-
ence Room

Board Room

Board Room Annex

Patrick Geddes Room

Video/data projection/ monitor Yes Yes Yes Yes Yes
Projection Screen or Surface Yes Yes Yes Yes Yes
Computer
(see Note 1)
Yes Yes Yes Yes Yes
DVD or VHS Player Yes
(Blu-ray)
Request Request Request  
Video Conferencing System(4)     Yes Yes

PA system Yes(2)      
Induction loop(3) Yes Yes    
Lectern Yes Yes

Conference Phone(5) Request Request Request Request Request
Wi-Fi   Yes   Yes   Yes Yes Yes
       

Items marked as 'Request'are not permanently installed, and should be requested at the earliest opportunity to ensure availability. 

Notes:-

  1. Computer is normally a PC with a minimum of Windows 7 and MS Office 2010.  USB memory socket and CD reader allow for transferring data.  Internet connection available, but does not allow you to install other software.  Connected to room audio system for playback.  You may bring your own laptop computer and connect it to the projection system - both HDMI and VGA connections are available available in the Lecture Theatre, Conference Room and Patrick Geddes Room.  There is VGA connectivity in the Board Room Annex, and an HDMI adaptor is available on prior request.  Connectivity to a visitor's computer cannot be guaranteed, especially to an Apple Mac, and so an alternative (e.g. presentation on a USB drive) should be brought.
  2. PA system includes wired stand microphone at lectern, two radio microphones (lapel mic) and one handheld radio microphone.
  3. For hearing aid users.
  4. Video conference system is based around Skype or similar system using the venue computer, and assumes that you have an account.
  5. Uses Polycom audio conference phone.  Where more than two parties are taking part then a dial-in conference facility can be arranged (advance notice required).

The following information may be helpful to users:-

  • The computers can be configured to run PowerPoint in 'duplicate mode' (same information on computer and projector screens) or in ';extended' or 'presenter mode', where the computer screen will show an image of the current slide, notes for that slide, the coming slides, clock and timer; the projector will show only the current slide.  Other documents (e.g. PDF presentations) can also be shown via the projector, but normally require to be run in duplicate mode.  
  • Internet access from the presentation PC is available and is subject to content filtering.
  • All venues provide a computer screen (fixed or laptop) for the presenter in addition to the main audience projection screen.
  • It is recommended that presentations with video files are given extra time to set up and test.  You should check that Windows includes the correct codec for the format of your files.
  • Read-only (rather than re-writable) optical discs are recommended for both PC and DVD player.
  • For any major event involving multiple speakers and presentations you are advised to have available someone to transfer and test presentation files on the computer, open and start up the next presentation and arrange microphones.  Basic operating instructions are provided at each area. 
  • Polycom audio conference phone may be temporarily installed at most locations.
  • A template document on ICT facilities is provided at Conference ICT Facilities at RBGE from which event organisers can generate information to send to delegates.  We cannot accept any liability for information distributed by event organisers.

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