With the government shutdown looming, people everywhere are being affected, including those in the meeting and events industry. Last week, Projection serviced the Infectious Diseases Society of America’s (IDSA) IDWeek 2013 in San Francisco where many presenters from various government agencies, including the Centers for Disease Control and Prevention (CDC), were scheduled to present their papers at the Moscone Center. However, 15 of those presenters were ultimately unable to travel to the conference due to the shutdown and government furloughs.
In lieu of this unexpected setback, IDSA turned to Projection to coordinate a web-based solution for these individuals to present their PowerPoint slide shows, videos and audio remotely to their scheduled meeting room, on-time and without delay.
Unforeseen changes are a huge part of the business of AV professionals and this was no exception. Having a “What If” solution is necessary and the solution for this particular challenge was GoToMeeting. Three of the VIP presentations from Emory University in Atlanta were scheduled for the Keynote in the Esplanade Ballroom and the 12 other presentations were scheduled to present from other varied meeting rooms around the Moscone Center. These rooms were already networked since Projection also provided Presentation Management services for IDWeek 2013. A Projection National Computer Technician contacted each individual presenter prior to their scheduled presentation and walked them through the process of logging on to GoToMeeting and connecting via the VOIP phone line to deliver audio.
The Keynote Technical Director handled the three remote keynote presentations in the ballroom. The video headshot of the presenter was routed to the stage’s center screen and the PowerPoint presentation was shown on the two outboard screens, as well as the two delay screens, allowing the audience to actually see and hear the speaker and their presentation slides and videos.
In the 12 smaller workshop rooms, the Picture-in-Picture (PIP) video image was not used in order not to interfere with the PowerPoint material on-screen and those presentations were delivered with the PowerPoint slides and the presenter’s audio only.
In addition to this last-minute solution to accommodate those government agents not able to present in person, Projection also provides many other planned AV services to accommodate last-minute client decisions and enhance the overall conference. Projection provides room-to-room streaming of sessions for overflow purposes. Through our network, we are able to send video and audio from any session that overflows to any available meeting room on our network containing a projector and computer. In these scenarios and others like them, is Projection’s “What If” operating motto that allows for maximum flexibility and adaptation in the busy, ever-changing and time sensitive world of meetings and events.