Top Tech Tips for a Successful Event

Middlebury College hosts hundreds of events each year. A successful event is the result of careful and timely planning. To assist you with planning your event, ITS offers "best practice" tips for success:

1. Plan ahead and consider whether you will need equipment and support.
   • DIY: Most of our event venues are well-equipped and easy to use. With a brief orientation session, you'll be able to run your event independently and with ease. Please feel free to contact the Helpdesk if you would like us to help out with the test!
   • Asking for support and the 5 day rule: Keep in mind that ITS requires five (5) business days notice to provide support. This deadline ensures that we have enough time to coordinate support with other departments (that have similar deadlines) and ensures that we can support more events and produce higher quality events.
2. Review the most common requests along with the steps you can take to check availability and request support:
   • Projection: Most spaces have projection capability. To confirm, visit go/25live/, click the magnifying glass beside Search Locations, click Features + then select Computer Projection.
     • Podium computer: Some spaces already have a computer installed and you do not need to bring your laptop (unless you'd like to). To get a list of spaces with a pre-installed computer, visit go/25live/, click the magnifying glass beside Search Locations, click Features + then select Computer installed in podium/lecturn.
     • Using your own laptop: make sure to test your computer and your presentation in the event location. Faculty and staff can also borrow a laptop from the Library Circulation Desk. Please feel free to contact the Helpdesk if you would like us to help out with the test!
   • Microphones: Many spaces have a microphone system. To confirm, visit go/25live/, click the magnifying glass beside Search Locations, click Features + then select Microphone PA system. Note that each space has a maximum number of microphones and many events do not require a PA system. When you request a microphone system or support, we will contact you and advise you on our opinion whether microphones are needed and we will provide the maximum number of microphones for a given space.
   • Recording: Not all spaces are suitable for recordings - most venues lack the required audio and lighting for a successful recording. Thus, ITS only supports recordings in select spaces. Refer to our list of supported recording spaces.
     • Recording form: To ensure we get all the information necessary to give you our best service, we ask that you complete the recording request form.
     • Consent form: You will need to ask the speaker to complete the recording consent form (go/consent). This is to ensure that the speaker being recorded is aware of the intent to record and, at the same time, to protect you and the College in the case of a lawsuit.
   • Streaming: Not all spaces are suitable for streaming - most venues lack the required audio and lighting for a successful streaming. Thus, ITS only supports live streaming in select spaces.  Refer to our list of supported streaming spaces.
   • Videoconferencing: Not all spaces are suitable for video conferencing - most venues lack the required audio, lighting and layout for a successful video conferencing. Thus, ITS only supports video conferences in select spaces.  Refer to our list of supported video conferencing spaces.
   • Film screening: Our event venues have media players and controls that make it very easy to show a film. Because of that and because of limited resources, we cannot provide screening support in every location.  There are, however, a limited number of spaces where we do need to provide screening support.  For more information, visit go/screening/.
   • Equipment on loan: If the location you are hoping to use does not have the equipment you need, ITS offers several options for getting equipment on loan.
3. Guest speakers: If you are bringing a guest speaker on-campus, send them our Technology Checklist for Visiting Speakers.
4. Cancellation of an event: We understand that sometimes it is necessary to cancel an event. When you reach that decision, please contact any offices that were scheduled to provide support (ITS/Media Services, Facilities, Event Management, etc.) At the very least, please contact the Event Management department.
5. Need or prefer self-service? See our Self-service Tips for Events.