IGRA Annual Convention Technical Requirements

Supplied By Hotel

Setup

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 seating and tables. (see photos below for examples) (check with IGRA secretary for number of tables and chairs needed for current year)
Platform (12' x 32') with 4 skirted tables at front of room. An additional 6 feet (or more) of platform space is needed on the end closest to the AV equipment tables to hold a tripod mounted video camera and operator.
Speaker's podium centered between 4 tables on platform.
Four full size 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)
Two small tables or carts, with power, to hold projectors (take note of placement distances table below)

Technical Requirements

One "WIRED" broadband internet connection (with no log-in requirements and outside public access of port 80 if possible), 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 preferred). This connection is used for webcasting and the entire convention floor will also 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. (If the hotel has any questions concerning these requirements, have them call Frank Harrell to discuss details at (202) 957-6187)
One power strip at each delegate table for laptop computers (Power strips for the platform will be supplied by convention committee)

Supplied by Convention Committee

Marked items will be supplied by Frank Harrell.

Floor Personnel

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 (Royalty is a good group to pull from)
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 difficult, only requiring about 5 minutes of instruction. (Check with Frank Harrell as he usually arranges for this person)
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

Audio:

May be supplied by Hotel, IGRA or other AV rental sources

Two to four reliable good quality wireless microphones (plus a backup) for delegate speaking
Two wired or wireless microphones for officers on platform dais
One wired microphone on an adjustable or flexible gooseneck style stand 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

Video:

May be supplied by Hotel or AV equipment rental company

Two 10' to 12' screens (try to place so any recessed ceiling lights are not shining directly on screen)
Two LCD or DLP projectors, absolute minimum resolution of 720x1280 (or higher) with 3,100 to 5,000 lumens.
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

Other Items:

Three power strips for laptop computers, monitors and other equipment at platform
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