Event organizer's checklist
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 account for all presenters from outside of Metropolia so they can log in to Metropolia
workstations during the event. Click [here|http://tietohallinto.metropolia.fi/display/itservices/Guest%27s
+account] 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 at http://hd.metropolia.fi.
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 on the [IT Services web site|
http://itservices.metropolia.fi/display/itservices/Facilities+and+equipment].
- 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:
- Tietoa AV-laitteista ja esitystekniikasta löytyy tietohallinnon sivustolta: [AV equipment and presentation
technology|https://tietohallinto.metropolia.fi/display/itservices/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|
https://tietohallinto.metropolia.fi/display/itservices/Wireless+network+metropolia-guest].
Tapahtuman järjestäjän muistilista
- Created by Kalevi Lehto on 8.11.2012
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