Organizing an event includes among other things many information technology preparations. They should be taken care of well in advance so that the event can be fitted into Helpdesk's schedule.
1. Create guest accounts for all presenters from outside of Metropolia so they can log in to Metropolia workstations during the event. Click here for instructions.
2. Ask well in advance all presenters to e-mail their presentation material (a PowerPoint presentation etc.). Ask them also if they will be using their own laptop and if so, is it a Mac or a PC.
3. Test opening the presentation material on the computer that it will be presented on. If there are any problems, please make a service request to helpdesk.
4. Make a space reservation in the space reservation system. The custodians at each location can tell you more about the facilities and their features. Information about the equipments and software in computer rooms and classrooms can be found in the IT Services web site.
- If sound reproduction is needed, we recommend using primarily the auditorium or other facility equipped with AV devices. If a computer or data projector is needed, we recommend using primarily a facility equipped with the devices. Setting up the devices in the gym or other alternative facilities requires special arrangements from the custodians and Helpdesk. Accordingly, alternative facilities are not recommended unless there is no alternative.
- Remember also that the facilities in all Metropolia locations are avaible for Metropolia events.
5. Test the equipment and familiarize yourself with them beforehand. If there are technical problems or you need help, please make a service request to helpdesk.
6. Request the needed installation by making a service request to helpdesk. Specify clearly in the request what you need. If you need help with specifying your needs, explain this also in the request.
7. Ask the presenters to come well in time to familiarize themselves with the equipment before the event starts. If they will be using their own laptops, test the picture with the data projector and the sound with the AV system.
- Information about the AV equipment and presentation technology can be found on the IT Services web site: AV equipment and presentation technology.
- Help your guests connecting to the wireless network as instructed on the IT Services web site:
- Avusta vierailijaa langattomaan verkkoon liittymisestä ohjeen mukaan: Wireless network metropolia-guest.
- It is common procedure that Helpdesk is not present in the events even if requested. Only in especially critical cases or when using unusual presentation technology can the presence of Helpdesk be arranged. Events run usually well if the organizer takes care of the above discussed precautions and familiarizes himself or herself sufficiently with the use of the auditorium.
- The custodians can also give help with using the auditorium equipment during the event and they change the batteries on the wireless microphones when needed.
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