[FOSS4G-Oceania] Motion: A/V spending

[Jonah Sullivan]

+1 this increases the professionalism of the conference

On Tue, 30 Oct. 2018, 15:13 John Bryant, <johnwbryant at gmail.com> wrote:

> Hi all,
>
> I've been running around a fair bit over the past few weeks, pulling
> together the information we need about A/V at the venue. The Uni has some
> excellent equipment in place, and nearly all of our needs are met without
> any additional expenditure.
>
> There are 2 items I'd like to get approval for spending money on though:
>
>    1. *An on-site Uni-supplied A/V tech to be present to help immediately
>    resolve any technical issues*. Without this, we have the option of
>    calling the Uni help desk, and A/V issues will be resolved in due course.
>    However, we have a tight schedule, and an A/V issue could cause a major
>    disruption. Also, for a significant part of the program, we'll be running
>    in 3 rooms, so 3x the risk of something going wrong. To have a dedicated
>    A/V tech on site will cost something in the range of $1000-1400 for the 2
>    days.
>    2. *Additional microphones in Theatres B & C*. The secondary rooms (B
>    & C) only come equipped with a single lapel mic, no handheld mics. This
>    means that session chairs & presenters would have to share a lapel mic, and
>    there are no handheld mics for the audience to ask questions. This is
>    especially problematic for the video recording, which relies on the
>    built-in PA system for the audio, but could also present problems for
>    people with hearing difficulties. There is an easy solution: an on-campus
>    company called AVMelbourne can provide extra A/V equipment, which in this
>    case would involve installing an additional microphone kit in the 2 rooms
>    for the 2 conf days, giving us 2 lapels & 2 handheld mics in each room,
>    which would be plenty. They've quoted $1200 for this service.
>
> The Public Lecture Theatre comes supplied with 1 lapel mic and 2 handheld
> mics, so should be OK as is. We have the option of getting additional mics
> installed for the panel session, but I've asked around a bit and people
> seem to be OK with 1 lapel & 2 HH for that session.
>
> The current budget already has $1000 for '*Audio visual equipment &
> labour*', so the total impact of this proposal is to increase that budget
> item by to $1600.
>
> So, the motion is:
>
> *We increase the Audio visual equipment & labour expense in the budget by
> $1600 to cover the incremental cost of: 1) a Uni A/V person on site during
> the conference days, and 2) additional microphones in the secondary
> presentation rooms during the conference days.*
>
> I know I would sleep a bit easier with these in place, so obviously a +1
> from me. We have a very healthy budget surplus to draw from.
>
> Cheers
> John
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