Tech Requirements for Annual Meeting of DPCA
original: Monday, 1 September 2014
updated: 5 Oct 2016
Updated WebEx and Technical Conference Room specification notes for
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DPCA Global Meetings
- In-Room Audio
- In-room audio PA system to ensure clear voice audio coverage in the room.
- minimum Minimum of 3 4 (threefour) Portable portable microphones (cordless preferred) for head table and – 1 for Podium, 1 for Head Table, and 2 to be able to pass around the room to reach room participants
- Depending on cost, ideal is to have on-table conference room microphones to avoid the mic pass-around problem (but not at significantly increased cost)
- Audio Mixer with echo/feedback suppression to integrate room microphones and laptop audio in/out for WebEx video conferencing
- Audio and video and network cables with necessary adaptors of sufficient length to reach WebEx hub, projectorHub, WebEx Moderator, Podium, Video projector(s), and Sound Mixer (including USB to audio adaptor)
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- Internet Capacity
- Fixed ethernet connection with bandwidth of a for host WebEx Host computer of 4 Mbps (minimum dedicated 1.5 Mbps)
- Good WiFi coverage for 50+ (up to 150) participants and mobile devices, minimum 1.5 Mbps — bandwidth
- Bandwidth should be separate for WebEx and in-room WiFi coverage
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- 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 WebCam
- 3 (three) tripod camera stands for WebCams — we used two four separate webcams in Wash DC in March 2013Berlin in May 2016
- USB extender cables to be able to position webcams
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- Video projector and screen for video display of WebEx and presentations
- 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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- Dedicated "Hub" computer for WebEx hosting with cabled connections to Projector, Audio-In and Audio-Out to Audio Mixer, WebCams, and network connection — —
- Power Plugs
- power strips near participant seats/tables is ideal, or at least a "charging station" near one of the walls with several outlets
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- On-site Technical support
- Room and technical set-up and testing
- on-call for audio and video troubleshooting management
- (full-time audio and technical support should not be necessary)
- (full-time audio and technical support should not be necessary)
- Misc
- Floor tape to secure cross-floor wires
- European to US power plug adaptors