From the ICS Staff:
Top 10 Tech Tips for Successful Meetings
Your program or meeting is very important. Since technology plays a critical role in many presentations, how can you ensure smooth technology operations during your on-site program or meeting? Based on providing technical support for thousands of programs and meetings, UW-Extension’s Instructional Communications Systems staff offer these top tips for technology success.
1. Reserve equipment and staffing needs early. Identify your equipment and technical staff needs early. This includes traditional AV equipment, teleconference connections and computer equipment. Plan ahead. Let our reservations staff know what you will need. Our technical support staff will have everything ready for you. We prioritize any last-minute requests and respond based upon available staff and equipment.
2. Flag special equipment or connection needs early. We equip classrooms and other instructional spaces with computers, projectors and AV equipment that is appropriate to the room. We encourage you to use our computers. If you decide to bring your own laptop computer or if you have special or non-routine technical needs, contact our technical staff.
- Call Instructional Media Services (608-262-2706) to discuss special equipment or technology needs within The Pyle Center or The Lowell Center.
3. Know your laptop. If you choose to use your laptop, know how to switch between the laptop screen and the external display. Understand what type of connection your laptop needs to access the Internet. If you’re using someone else’s laptop, please get instructions from the laptop owner or your organization. Today most organizations have firewalls and other security precautions in place. We will need to work with your network administrator in order for you to access secured sites and files.
4. Bring your laptop connectors and power cables with you. Make sure you have the proper cables and power cables. These cables are unique to the manufacturer, and while we’re well stocked with equipment and cables, we may not have everything you might need. We are happy to schedule time before your presentation to check your laptop for compatibility with our projection and audio systems.
5. Get acquainted from your desktop. You can tour rooms in The Pyle Center from the convenience of your desktop before you arrive. See conferencing.uwex.edu/pyle.cfm for a look at floor plans, seating capacities, and room details.
6. Prepare to operate the equipment. Don’t assume a technical support person will be in your room at all times. We can provide that service, but it needs to be requested at least a week in advance.
7. Be ready with a backup plan. Computers and projectors are more reliable than ever, but sometimes electronics can fail or a building or campus network can go down. You're always in control if you have a backup plan, have handouts standing by, or even overheads. We also suggest that you bring a backup of your presentation files on a CD or USB flash drive. Please test media for functionality in an alternative computer. Contact us if you have any questions.
8. Arrive early on program day. This is the best way to guarantee that any hardware or software problems will be resolved before program start time. If you arrive just at program time, technical staff will do their best to help you get set up as they work around their other appointments. If you make an appointment to meet with technical staff and are late, our staff may not be able to wait.
9. Check with us before you move equipment. Tables and equipment are located where they are for a reason. If you need a last-minute adjustment, we’d like to move any tables or equipment.
10. Follow PowerPoint guidelines. When using Microsoft® PowerPoint® in your presentation, follow currently accepted guidelines when creating your slides.
For further information:
To contact Instructional Media Services about a pending media services order or for more information about your media services options, call 608-262-2706, or email ims@ics.uwex.edu.
