Scheduling
• Schedule the event by either filling out the form at Manor Reception or using the online link to the Smartway2 scheduling system.
• If audio-video support is needed fill out the information on the back of the scheduling form or use the fields in the online form at the time the room is scheduled, before the last Tuesday of month to insure an operator is scheduled. The Audiovisual Lighting Committee (AVL) assigns resident volunteer operators on the last Tuesday of each month for the following month.
• Late requests may not be supported as a volunteer operator may not be available. AV operators may be resident volunteers or WVI staff.
• If there are special needs not covered on the form the sponsor MUST contact the Information Technology Director. If an event is canceled be sure to notify the AVL Chair and Manor Reception.
Event Considerations – Presentations / Recording / Zoom /
• The Sponsor is responsible for working with the presenter if any type of presentation or performance is involved.
• The sponsor is responsible for deciding if a video recording or Zoom streaming is appropriate. Live Music events are best enjoyed in-person.
• Not all events are appropriate for streaming, and the number of Zoom events in any month may be limited based on operator availability.
• It is the sponsor’s responsibility to obtain a presenter’s permission for streaming on Zoom and/or recording for uploading to You Tube as an unlisted video.
Presenter / Performer Prep
• Presentations should be prepared and provided on a USB flash drive in a Windows format.
• If a Mac computer is used, the presenter must provide a laptop which is capable of connecting to HDMI and must know how to connect it to an external display.
• The Sponsor must ensure that presenters or performers arrive in the auditorium AT LEAST 30 min. prior to program; or sooner if a sound check is needed.
• Presenters are responsible for knowing how to run their presentation. Assistance will be provided for Zoom events.
Publicity
• The Event Sponsor is responsible for all publicity, including the distribution of attendee Zoom links. (See Publicize Your Event under Events in the main menu.)
Ushers
• Fill out the information on the room scheduling form or SmartWay2 when the event is scheduled.
• A Head Usher will be provided by the Ushering Committee.
• The Sponsor is responsible for providing ushers. If there is to be a Q&A period the sponsor needs to make sure there are ushers available to handle microphones during the Q&A time.
• The number of ushers needed will vary, depending on the expected number of participants and whether programs will be handed out.
• Ushers should plan on being at the auditorium at least twenty minutes before the scheduled start time.
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