The text on the remainder of this page provides a template document describing ICT facilities from which event organisers can generate information to send to delegates as part of a conference pack (especially if they are presenting). To avoid distributing incorrect information, organisers should send their version to RBGE for review. RBGE cannot accept any liability for information distributed by event organisers. As indicated, note that some items are optional, depending on whether that facility has been booked.
The presentation computer in each venue is a PC running Windows 7. Default presentation software is MS Office PowerPoint 2010, with output to a digital projector. An audio output facility from the computer is available and feeds the sound system in the venue. Files originated from PowerPoint 98 onwards should work correctly. Files originated in Mac PowerPoint normally run correctly on a PC, although you should check this when your presentation file is loaded (and ideally also before you travel). Due to the variety of coding mechanisms in existence, video files may have difficulties. If the video content is critical to the presentation, you are advised to submit the presentation to the conference organisers in advance for checking, or to have an alternative available. Any video should be embedded within the presentation rather than being linked. The exception is YouTube, where the link will normally work correctly.
You are asked to provide your presentation file during a break on the day preceding your slot by bringing it to the appropriate venue. It will then be loaded onto the computer. For those presenting on the first day please provide it during any break prior to your slot.
You may provide it on USB memory key (preferred) or on CD (CD-R). You are advised to have a backup copy available. Please name your file in the style ‘AuthorSurname-ShortTitle’.
Internet access from the presentation PC can be provided, although subject to content filtering. Please contact the conference organiser with details if you require this.
A separate DVD player is also available in the Lecture Theatre on request.
Users may connect their own computer to the projection system, but do so at their own risk. Please contact the the conference organisers for advice if you intend doing this. A VGA connector is available at all venues, with an HDMI/mini HDMI also being available in the Lecture Theatre and Conference Room.
Your presentation will normally be started for you by the Session chair. The presentation will be normally be run using Extended/Presenter View. The PC screen will show the Notes area, slide forward and reverse buttons, and a slide image. The projector will show only the slide. Slides may be changed by using the remote control (with laser pointer), by using the Spacebar, clicking the mouse or any of the other PowerPoint controls.
Although the Notes field will be present on the lectern monitor (in Presenter View), there is a risk that it will be too large to fit in the available area. You should have a printed set of notes as backup.
The use of PDF, Word or similar documents for presentations should be avoided where possible as it may require the Windows display mode to be changed for your slot.
If you are using a large number of photos in your presentation, you should compress the images using the standard PowerPoint functionality. Not doing so can slow down the loading and transition of slides.
Microphones are provided in the Lecture Theatre. The fixed lectern mic is best used for short introductions by the person chairing the session. It is not suited to presentations as the speaker tends to turn their head or move away. For this, radio microphones are available with lapel mics. The microphone capsule should be clipped on the speaker's clothing at high level, centrally and pointing upwards. A shirt or blouse with a central buttoned opening, or a jacket or similar item with lapels, is best. An item with a high round neck (e.g. T-shirt) is less than ideal, as the microphone capsule tends to rub against the skin or moves off the vertical position. It may be possible to clip the capsule to the fabric. Avoid clipping to scarves and similar loose clothing as the microphone will move and lose sound pickup. Also be wary of larger necklaces and similar neckware which might touch the microphone. The radio transmitter can be placed in a pocket or clipped on to a belt. If you are unsure of how you will wear the microphone then you should check before the start of the session.
Each microphone can be set to the Mute position. For multi-speaker events, if you are not using a technician to control the microphones then you should set the microphone to Mute until you walk out for the presentation. When completed, set it back to Mute and hand it to the next person. The volume levels are pre-set to provide a good level of sound from an average speaking voice, with no risk of feedback. If there is a technician controlling the volumes then the microphone should always be left unmuted.
For audience feedback/Q&A sessions, a hand-held radio microphone is available. You will need one person to manage it, identifying potential speakers and passing the microphone. As handling noise on them is low, they can be left unmuted all the time (indicated by an illuminated red light on the push button on the mic.). This will prevent problems with audience members not knowing whether a microphone is live or not. They can also be used at the presentation area where a group of speakers wishes to quickly pass a microphone amongst themselves.
Public Wi-Fi is available in the main venue rooms using the identifier 'Botanics Visitor' (no password).