Technical Advice for Doug Scott’s Lectures

Please read this carefully to avoid problems on the night.

Check List

It is the responsibility of the venue to provide the following, as described below:

  • Laptop
  • Data Projector (and spare bulb)
  • Screen
  • Sound System
  • Microphone
  • All necessary connecting cables
  • Lectern (or table) and stool (chair)
  • Display tables (x6)

The Lecture

This is in digital form, using Microsoft Power Point 2003, and file sizes average around 150Mb. If you don’t have Power Point, then a free viewer is available online. Or just search on Google for “Power Point viewer.” A copy is also available from Doug Scott. The presentation will arrive on a USB flash drive (memory stick) or CD suitable for Windows Xp and above. It is best to copy it to the laptop and open it from the hard drive, as memory sticks and CDs are quite slow.

He generally talks for about 45 minutes, then a 15 minute interval, followed by another 45 minutes, and will answer questions at the end.

He might have some pictures to auction and will then need time to sell his books and posters at the end. As many large tables as possible should be available for these to be displayed (ideally six) and if possible a couple of people to help him sell.

Laptop

This will be provided by the venue, and will have at least 512Mb of memory, preferably 1Gb or above. It should be placed on a lectern in such a way that Doug can see the screen and operate the keyboard to advance the slides. If the laptop cannot be placed on the lectern, then a remote control should be available, or at worst someone sat by the laptop.

Lectern and Sound System

A public address system must be provided, and the microphone should be on a stand.
Please provide a stool (for lectern) or chair (for table), plus a glass of water.

Data Projector

This will be provided by the venue. The brighter the projector, the better: ideally 2000 lumens or above, depending on the size of the venue. The slides are composed for 1024 x 678 pixels, so the projector should have a resolution of 1024 x 678 or above. Despite their cost, have a spare bulb handy, or perhaps a spare projector.

Matching the Laptop and Projector

Projectors normally have a resolution of 1024×768 pixels, described as XGA. Laptops often have a much higher resolution. It is important to change the laptop’s resolution to match that of the projector.

To do this, start the laptop, and with nothing running (or everything minimised) right click on the desktop (blank area) and choose ‘Properties.’

On the pop-up window called ‘Display Properties’ choose the ‘Settings’ tag. Make a note of the resolution you are currently using before moving the slider to a resolution that matches the projector.

If having plugged the projector into the laptop and turned both on, the image doesn’t appear on the projector, use the function keys on your laptop. Typically the two you are looking for are like this, though the right jhand key may be other than F5; just look for the two rectangles, representing monitor and screen.

FN Key       F5 LCD Key

Whilst holding down the Fn (function) key, briefly press the monitor toggle key (often F5). Release both keys and wait a few seconds for it to take effect. This is the procedure for selecting either the laptop display, or the projector display, or both.

Screen

This will be provided by the venue, and should be as large as possible, and placed high up so that all in attendance can see it. Windows should have adequate curtains or screens to prevent light falling on the screen.

Extension Leads

These will be provided by the venue. Ensure that all power and data leads which are accessible to the public or cross walkways are adequately taped to prevent people tripping over them. This can be both dangerous and cause expensive damage to equipment.

General Advice

Allow plenty time to set up and ensure equipment is working. A technical rehearsal is advisable. Have a tame ‘techie’ available to sort out any mismatches. If the worst happens and you have a technical glitch during the presentation, you’ll find that Doug can talk over while you fix it.