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- In-Room Audio
- In-room audio PA system to ensure clear voice audio coverage in the room.
- minimum of 3 (three) Portable microphones (cordless preferred) for head table and to be able to pass around the room to reach room participants
- ideal is to have on-table conference room microphones to avoid the mic pass-around problem
- Audio Mixer with echo/feedback suppression to integrate room microphones and laptop audio in/out for WebEx video conferencing
- Audio and video cables with necessary adaptors of sufficient length to reach WebEx hub, projector, and Sound Mixer
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- Internet Capacity
- Fixed ethernet connection with bandwidth of a for host WebEx computer of 4 Mbps (minimum dedicated 1.5 Mbps)
- Good WiFi coverage for 50+ participants and mobile devices, minimum 1.5 Mbps — bandwidth should be separate for WebEx and in-room WiFi coverage
- In-room and WebEx Video
- Video projector and screen for video display of WebEx and presentations
- depending on room layout two simultaneous projectors could be beneficial (participants need to be able to read text on the screen)
- HD 720p WebCam on dedicated tripod — we used two separate webcams in Wash DC in March 2013
- USB extender cables to be able to position webcams
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- Computers
- Dedicated "Hub" computer for WebEx hosting with cabled connections to Projector, Audio-In and Audio-Out to Audio Mixer, WebCams, and network connection — should be relatively up-to-date computer (Quad-core, min. 2GB RAM, dedicated GPU video card)
- 2nd dedicated laptop computer for podium presentations
- 3rd computer for WebEx host management highly preferred as well
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- Power Plugs
- power strips near tables is ideal, or at least a "charging station" near one of the walls with several outlets
- Labor Costs
- Room and technical set-up
- on-call for audio and video troubleshooting management
- Misc
- Floor tape to secure cross-floor wires