[FOSS4G-Oceania] Motion: A/V spending

[Daniel Silk]

+1 from me, nice work figuring all of this out. 

I’m sure session chairs will be a little more relaxed if they are armed with an A/V emergency number for the onsite tech.

> On 30/10/2018, at 5:15 PM, Jonah Sullivan <jonahsullivan79 at gmail.com> wrote:
> 
> +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:
>> 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.
>> 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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