DPCA Meeting Tech Setup Requirements

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)
     

Misc

• Floor tape to secure cross-floor wires

• European to US power plug adaptors