AV Facilities for Informatics Events/Meetings - DRAFT PAGE

Available facilities

• G01/Atrium
• G03
• G07
• G07A
• 1.15
• 1.16
• 2.32/Mini-Forum 1
• 3.02
• 4.31
• 4.33
• 4.40/Mini-Forum 2
• 5.02

Making event bookings

Instructions on making bookings can be found here. (A link will be provided shortly to link to the documentation currently being drafted by Admin.) In the meantime, please consider the following when making a booking and make sure that support are sent your full requirements well in advance via the support form.

Please note that we only provide support during office hours.

Facilities	Comments
user accounts	Will any of your visitors require accounts ? Any member of staff can create a limited number of visitor accounts which will allow visitors to access the central wireless network. Follow this link to register your visitors. You must ensure that your visitors sign and agree to the University Computing Regulations. For larger numbers of visitor wireless accounts, you need to contact ltsts@ed.ac.uk. For most events, this type of account should be adequate. If you feel that this doesn't meet your requirements, then let support know and we will try to help.
network connectivity	We can provide wired network access as well. We need to know in advance what connectivity is required so that we can enable ports for the correct subnet.
visitor machines	Visitors will be able to use their own laptops and connect via the central wireless provided wireless accounts have been created. There are DICE visitor machines in the open areas on levels 2, 3 and 4 but they require a DICE account. They are therefore not suitable for short-term visitors. However, if any of your visitors will not be bringing their laptop but still require to read their mail and use a browser, then there is currently 1 machine available on level 3 that will give this limited access and does not require a DICE account. If 1 machine is not going to be enough, then you must let us know well in advance and we may be able convert some of the DICE visitor machines to this setup.
Any other relevant information	If you are using external sources to help with streaming/video-ing etc., then please let support know. It is more than likely that they will require some network assistance. If your event includes demonstrations in the Atrium, then again, please consider network and power requirements.
Testing ...	If you are planning to do something other than a standard PowerPoint style presentation, then we STRONGLY advise that you book the facility for a test run. If you feel that you need a quick demonstration of the facilities, then let us know in advance and this can be arranged.

Making meeting room bookings

For most meeting room bookings, it is unlikely that you will need to contact support as the day to day use of the AV facilities in these rooms is documented and fairly straightforward. If you wish to use the mobile lecterns, these must be booked in advance to give support/servitorial staff time to put them in place. At the moment, there is agreement that the servitor will set out seating in the ground floor rooms and will set up the lectern in G03 if required.

General points

• Software for the SmartBoards can be downloaded here. You need to ask support for the Product Code.
• Please do not use the standard whiteboard markers on the SmartBoards!
• Microphones and the visualiser are now kept at reception. Please specify at the time of booking of you require any of these items.
• Please report any faulty equipment as soon as you can to support.
• All meeting rooms have been supplied with network cables for connecting laptops to the self-managed wire. Please do not remove them.
• Not all the ports in meeting rooms have been enabled so please do not disconnect network cables from the floor boxes. If you need a specific port enabled, please contact support. Ports that have been enabled will have a coloured dot beside them in the floor box or will have a label "PolyCom".
• Support keep a set of keys for the lecterns but we cannot lend them out. Reception also keep a key for the Ground floor G03 lectern ONLY.
• There are a number of PolyCom conference phones available which can be used in the meeting rooms. They are kept with the Admin offices on each floor and are a bookable resource via the Room Booking System. If you require to use one, please make sure that you include this in your list of requirements at the time of booking.
• Please do not attempt to move any of the lecterns.
• Support do not have a laptop that can be lent out.