|2012 Annual Meeting: Audio/Visual Support|
AFS will provide, in every meeting room, the following equipment ONLY: an LCD projector, a screen, a remote control, and a 15-pin VGA cable (the standard connection to the projector).
AFS will also provide sound systems in all meeting rooms this year. Audio cabling will be provided to connect to the house speakers in the larger rooms, and to portable speakers in smaller rooms.
One wireless internet connection will be provided for each meeting room. Log in information will be provided to the presenters only; it will be found with the projector and other equipment at the head of the room. Audience members will not have wireless internet access.
It has always been AFS policy NOT to provide computers for presentations. Presenters using AV materials will need to provide a laptop, or bring their AV materials on another device, such as an iPod, that does not require a laptop and can connect directly to the projector. In many cases, these arrangements are best worked out at the session level.
We strongly encourage you to:
a. Contact your co-panelists about their audio-visual needs NOW. Chairs were asked in advance of the meeting to coordinate communication.
b. Make plans to consolidate all audio-visual materials for the session that will require a laptop to one presenter’s laptop (and possibly to a backup).
c. If at all possible, have presenters using CDs or DVDs send those disks before the meeting to the presenter whose laptop will be used in the session, so that they can be tested on that laptop for compatibility issues.
d. Make certain that you have a suitable adapter to hook the laptop to the projector, particularly if you will be using a Mac.