
+++++++++++++
Speaker Prep:
+++++++++++++
Well oiled machine at this point.  If you send your speaker manager to a previous conference and bring, Vincent and Takahasi.  You are all set.

++++++
Stats:
++++++

40Mb Dedicated for Staff Network
150 Mb for Delegate Wireless and Paper Cafe


15Mb average
Frequently peaking over 30Mb

Pages:
1000 (Copy Center)

6893 Total Prints  Estimate 9000 total
114338 before 117390 = 3052
58489 before 62,330 = 3841

Costs:
------

Included quotes for Networking, A/V and system hardware in IT bundle of files.

$45K - Networking/Wireless
~$58K for A/V
$16K - Rentals

++++++++
Network:
++++++++
40Mb Bandwidth for Staff
150Mb Segment for Wifi and Paper Cafe

Spent a great deal of time reiterating requirements to network staff.

+++++++++++++++++++
Setup and Software:
+++++++++++++++++++

42 Workstations
23 Laptops
7 Printers (2 high duty color and 5 multi-function)

Cloning and sysprep for system setup worked very well.

Sys prep with user retention.
33-40 minutes for physical clone. 
Physcial hard driver cloner (~$400) 3 drives at a time.
clonzilla for laptops (~20minutes for disk image).



Purchasing as much of the hardware as possible worked very well and gave much more time for initial configuruation.

Acrobat on Mac:
---------------
- Had to apply consecutive patches up to Acrobat 9.2(5 total and they were difficult to find)  and then do auto-update to 9.5.5 to work
on Mavericks
- Pitstop 10 did not work on Mavericks.  Pitstop 11 did and the JACow trial worked on this version.

Pit Stop 11 does not work well with Acrobat 9.5.5.  Reverted to 10.


+++++++++++++
Other Things:
+++++++++++++

Phone Tree:
-----------
Created a phone tree with a single merged vcf file.  This allowed easy import on smartphone.
Export vcc files to directory then merge with:
copy *.vcf IPAC15_LOC.vcf

Small bits to remember:
-----------------------

Extensions cords and power strips cost money if you don't bring them.
Linens on tables cost money so make sure this is in the plan.
Laptop security cables.

Satellite Meetings:
--------------------
Lots of requirements come very late in the process. Plan to deal with them late or not at all (push them to the venue for support).

A/V:
----
Only real issue was mapping out a process for handling mics for speakers.  Every situation will be different.  Figure out a process and make sure that this is emailed to the speakers, chairpersons and printed and placed on the table on the stage.

Having a dedicated technician and a keen volunteer from our lab running the show, worked very well.  I would caution against students in this role.  Students did work well for mics and timer.

Erin prepared print outs of the daily talks for the A/V crew.  They really liked this and it help keep them on track and knowing what was coming up.

Advice:
--------
Learn from Lessons from the past.  I believe we did this very well.


Bring extra:

- Power strips
- Extension Cords
- Monitors
- Stock up on sleep

Be Flexible:
- Don't think the requirements of your conference will exactly the same as the last one - Printers?
- You will do a lot more than IT

Spending lots and lots of time with the network people beforehand pays off.

Don't expect to get anything done at your regular job starting about a month before the conference.

Having people with experience in Speaker prep made it run like clockwork.  You definitely
should send a Speaker Manager to at least one conference for training.  In fact, send as many people as possible to previous conferences.

A/V and IT should perhaps be separate people.  It is a bit too much.

#1 - Include/Draft intelligent dedicated people as early in the process as you can.  You can't do it alone.  Bring as many as they will allow you.  Special thanks to Theo and Erik on day 10.
