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Audio/Visual (A/V)

Role description

This role does the preparatory work and day-of work in order to provide the audio visual experience in the main talk track rooms. There are some ancillary duties that feed into this, like being a part of the venue organization team, providing a/v resources and equipment to sponsor teams, and working with the volunteer team to staff the audio-visual roles during the conference.

General Tasks

Before event:

  • Inventory and maintenance of owned audio/visual equipment
  • Planning the locations and necessary equipment to throw the event
  • Planning with volunteer coordinators for necessary staffing
  • Planning with venue organizer to meet needs of sponsors and happy hour
  • Training volunteers ahead of event
  • Integrating and Testing A/V equipment before event
  • Acquiring rental or new equipment to fill gaps in plan
  • Acquiring consumables like bulbs and gaff tape
  • Making or acquiring cables of the correct length
  • Ensure rechargeable batteries are all charged and tested
  • Staging equipment for load-in
  • Our equipment is organized in the shed currently by type/role; it needs to be re-organized into bins for day-of.

During Event:

  • Transporting and organizing load-in and setup of equipment on load-in day to meet plan
  • Ensuring sound in main room is running well
    • Speakers have suitable microphones with charged batteries
    • Audio mixer is staffed
    • Audio sounds good
  • Ensuring video in main room is running well
    • Cameras are staffed, working and feeding video
    • Video mixer is staffed and feeding projectors
    • Projectors are operating
    • Recording is happening
  • Ensuring sound in secondary room is running well
    • (above list)
  • Ensuring video in secondary room is running well
    • (above list)
  • Assist timing staff with making sure speakers start and finish on time
  • Provide equipment and staff to happy hour if it’s happening

After Event:

  • Organize load-out of equipment and it’s return to shed
  • Remove batteries and make equipment safe for storage
  • Re-organize equipment into bins-by-type and inventory capital equipment
  • If video was recorded, transcode and upload to streaming services as required

Important Dates

In the beginning

  • TBD: Venue selection
  • TBD: Kickoff meeting (Nov/Dec): Should have visited the venue and know the scope of this year's equipment needs and a/v design. Identify any budget needs and communicate them to core team.

3 Months Out

  • Should unpack and inventory the storage shed and pull equipment that will be used. Next few months should be spent testing equipment and replacing consumables, making cables if necessary, and ordering equipment if necesary.

2 Months Out

  • By now volunteer organizer should be getting volunteer counts and have reached out to volunteers, so get your needs over to them.

2 Weeks Out

  • Hold training for volunteers

The Week Before

  • Know how equipment is getting to the venue for load-in and have it organized into bins.

The Day Before

  • Set up.

The Day Of

  • Make sure it runs smoothly -- see day-of above

Afterwards

  • Get equipment back to storage shed, and inventory it to make sure everything got there.
  • Get equipment that was packed into bins for each stage sorted back into bins by type of equipment and use.

Reminders or Common Mistakes

  • Being involved early with the venue selection is important because you need to know distances, where stages will be, what's already in place from the venue, etc.
  • Understand and agree on the scope with the core team near the kickoff. (Some years do full audio/visual, some years only do audio, some years use the venue's system for everything, etc.)