Tech Requirements for Annual Meeting of DPCA original: Monday, 1 September 2014 updated: 5 Oct 2016
Please also carefully review the In-room Moderator Tips and Guidance page if you are preparing for a combined In-Room and Remote participant event.
Updated WebEx and Technical Conference Room specification notes for DPCA Global Meetings
In-Room Audio
In-room audio PA system to ensure clear voice audio coverage in the room.
Minimum of 4 (four) portable microphones (cordless preferred) – 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, 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 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 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
3 (three) tripod camera stands for WebCams — we used four separate webcams in Berlin in May 2016
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 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)