Supplied By Hotel
- Large room to seat 150 to 250 people with no windows or glass doors. Blackout curtains that can be completely closed are acceptable. (see example photos below)
- "United Nations" style convention meeting with long platform in front of room (see photos below for examples) (check with IGRA secretary for number of tables and chairs needed)
- Two small tables or carts with power to hold projectors (take note of placement distances table below)
- One "WIRED" broadband internet connection (with no log-in requirements and outside public access of port 80 if posible), located near where the AV and sound equipment are setup. This connection must have an absolute minimum of 30,000 Kbps (30 megs) upload speed (60 megs or more would be perfered). The entire convention floor will be using this Internet connection so the higher the speed the better. This is in addition to any normal bandwidth hotel guests may be using.
- Platform (12' x 32') with 4 skirted tables at front of room
- Speaker's podium
- Four tables for audio and web-cast/AV presentation equipment located to one side at front of room (note: our current setup requires a cable run of less than 90 feet from the AV tables to the podium for special camera equipment)
- One power strip at every table for laptop computers
- Three power strips for laptop computers, monitors and other equipment at platform
Supplyed by Convention Commettee
Marked items will be supplyed by Frank Harrell if event is within driveing distance from Denver.
Numbers in (parens) indicates the minimum
number of people needed at any given time.
- Microphone Runners: (2+) Runs wireless microphones to individual delegate tables as members are recognized to speak
- Floor Secretary: (1) This person is responsible for receiving reports, presentations, bylaws and rodeo rules proposals, converting them to html, saving them to the server and moving defeated proposals to a separate storage area. Must have a computer with Microsoft Word and a hard wired network connection. This job is not dificult, only requiireing about 5 minutes of instruction.
- Live Editor: (1) This person is responsible for live editing proposals as they are adjusted or fine tuned by the floor during convention session. A computer with Microsoft Word is required. Usually done by Benjamin Avant. If Benjamin is not available, anyone fluent in Microsoft Word can fill the position.
- Projection Manager (1) This person is responsible for running the computer that is used to project current topics or documents on to the jumbotron screens. This may also involve running PowerPoint presentations or video
- Audio Engineer: (1) Responsible for running the audio mixer which feeds the sound system in the convention hall
The following are optional and not absolutely required, but will allow for a much better webcast presentation. Both jobs are easy but require dedication at manning the posts through out convention.
- Webcast Director: (1) Operates webcast computer and audio mixer used to stream YouTube coverage of the convention. May also manage YouTube event chat features
- Webcast Camera Operator: (1) Runs a tripod mounted video camera to get zoomed in closeups of currently speaking delegates to be included with YouTube stream
May be supplyed by Hotel, IGRA or other rental sources
- Two to four reliable good quality wireless microphones (plus a backup) for delegate speaking
- Two wired or wireless microphones on table stands for officers on platform dais
- One wired microphone for speaker's podium
- Sound board with enough channels to run all equipment, including a balanced (or unbalanced) audio OUTPUT to AV person for webcasting and one high level stereo input to sound board from Power Point computer for presentation audio
- Amplifier and at least two speakers to ensure good, audible voice quality for speakers and delegates (music will be played with some presentations and during the breaks). Hotel in-house sound system may suffice depending on quality and available connections
- Technician(s) to man sound board for both days 8am - 6pm
May be supplyed by Hotel
- Two LCD or DLP projectors, absolute minimum resolution of 720x1280 (or higher) with 3,100 to 5,000 lumens.
- Two 10' to 12' screens
- Three flat screen video monitors, for dais and speaker's podium.
- VGA video distribution amplifier and cables suitable for supplying video from a computer located near sound board to the above equipment
- Computer to source the projection system
- Wireless private Internet network for convention floor and office computer
- All equipment needed for webcast
- Server for common holding of convention files
If projectors are supplied by Frank Harrell, use the following distances from screen to position projector tables
Make sure delegates tables don't interfere with projector placements.
More examples of past Convention setups