[il-talk] Audio Meeting Notes

[Byron J. Lee]

People in attendance:
Byron Lee
Byron Harden
Patti Chang
Bill Rief
Glenn Moore
Marco G
David Meyer
Leslie Hamric

People who have confirmed they can help out:
Byron Lee
Byron Harden
Bill Rief
Roberta Rief
Glenn Moore
Marco G
Patti Chang
Francisco Chang
Dave Meyer
Leslie Hamric


Other potential volunteers:
Denise Avant
Steve Hastalis
Debbie Pittman
Kathy Randal
Julia Chang
Debbie Stein
Robert Gardner
Jamal Powell
Linda Hendle
Katie Leinum
Debbie Birmingham
Edward Birmingham
Cathy Stepp
Jessie Rodgers
Bruce Paul
Dan Dwyer
James Dickman
Kurt Dickman
Brian Sumner
Austin Mages

If anyone who wishes to volunteer is not listed here, please contact 
Byron and he will make sure you have something to do on the Audio 
Committee. If a Question Mark is next to your name Byron will contact 
you to see if you can do the job. If anyone else wants to volunteer 
please let us know!

Byron Lee's contact info is:
byron at byronlee.com
773 633 4799

Byron Lee will ask Debbie Stein how many cast members are in Braille is 
Beautiful and talk to Byron Harden and Marco about extra mics.

Patti Chang has asked the hotel if we can get a dedicated login for 
wi-fi again this year. Bill Reif will bring an ethernet cord if we need one.

Byron Lee to connect with IABS Idol to get music.

Byron Lee arriving between 3:30 and 4:30 depending on transportation.

Thursday Night Setup (Starting at 8-ish, couldn't hurt to show up early!)

Tear down and set-up are the two biggest jobs, we need all the 
volunteers we can get. If you were not on the conference call and would 
like to help please make a point to show up to either Set-Up or Tear Down!

Jobs To Be Done:

1. Unload and Sort Equipment (Byron Lee, Bill, Marco, Glenn Moore)
Steps: Help Chang family unload and deliver audio equipment to the main 
room, unpack and sort equipment, untangle loose wires, re-wrap loose 
wires, assist in any lifting or moving of heavy equipment to proper spot 
of the room.

2. Set Up Microphone Stands (Bill, Marco, Byron Lee, Glenn)
Steps: Unfold mic stands, put on clips, put mics in clips, plug mics in, 
run cables to the snake, plug mics into snake while keeping tabs on 
which mic went into which input of snake, run snake to the audio table. 
(you will have to get creative about running cables under table skirts 
and under the stage)

3. Set Up Speakers (Bill, Marco, Byron Lee, Glenn)
Steps: Set up speaker stands, put speakers on stands, plug speakers in, 
run cable between speakers and audio table (you will have to get 
creative about running cables behind the stage)

4. Cable Tapedown (Byron Lee, Byron Harden, Marco)
Steps: Tape down excess cable between audio table and mic snake, tape 
down cable between speakers and audio table. Tape down extension cables 
between audio table and power outlet if any. (Byron Harden has cable 
covers and will drop them off with Patti)

5. Audio Table Hook-Up (Byron Lee, Bill, Marco, Glenn?)
Steps: Hook up mics to mixer careful to note which mics are going into 
which inputs (these should match the numbers on the snake), hook up 
wireless mic, hook up external mixer and all external equipment for 
streaming, hook mixer up to amplifier, hook speakers up to amplifier, 
apply power and test.


Morning Pre-Setup:

Jobs To Be Done:

1. Inspection (Byron Lee)
Steps: Re-test everything, make sure all connections are tight and that 
nothing was forgotten.

2. Last Minute Shopping (Francisco?)
Steps: Drive to electronics or music store, buy or assist in buying any 
emergency last minute materials, deliver receipts from treasurer.

3. Scheduling (Byron Lee)
Steps: Work with convention presenters and chief officers to accomidate 
any last minute changes in schedule, location, or other variables, 
assist in percuring equipment needed for presentations later in the weekend.


Friday, Saturday and Sunday General Sessions:

Jobs To Be Done

1. Mic Runner (We need someone to do this, maybe Glenn or Gina Falvo)
Steps: Walk around the room and bring wireless microphone to people who 
wish to speak, change batteries when you suspect the mic is dying, bring 
mic to prize table when they want to draw names, keep track of the mic 
as it can go missing easily.

2. Mic Adjuster (Glenn or Gina Falvo?)
Steps: Watch the microphones or listen on headphones at audio table, 
adjust mics when they are knocked off kilter, adjust mic height or 
length depending on presenters' needs, check mic connection when and if 
a mic gets unplugged and is rendered unhearable.

3. Video Manager (Nelly Gamino?)
Steps: Acquire and set-up projector if not already done, help presenters 
hook up laptop or other playback device to projector (video or audio), 
run slideshows if presenter doesn't have a remote control, turn off 
projector when not being used, dim or raise the lights when needed. 
(projector may be needed in various rooms, so this job means you need to 
work with whoever needs the projector at any time)

4. Audio Manager (Byron Lee)
Steps: Watch the stream for any dropping, monitor audio in headphones 
and adjust levels when required, keep all un-used mics down low to 
prevent excess noise or picking up whispering of people who don't wish 
to speak on the mic, keep an ear out for dropped channels or crackle, be 
prepared to play sound effects, audio clips, audio from videos, etc, 
provide audio cables to external devices such as Media Players and 
Laptops, talk and or play music during breaks or recess, alert those who 
may be walking near the audio table and direct them past it.


Friday Evening (IABS Idol):

1. Pre-IDOL Crew: (Byron Lee, Marco)
Steps: About an hour before IDOL, take 2 wired microphones and re-adjust 
them to serve as floor stands, rip up the cables and tape then back 
down, place wireless mic by the IABS area, where the MC will sit (MC and 
Judges will share wireless mic), test mixer, music playback and mics.

2. Mic Adjuster (Julia?, Brianna?, Jimmie Dickman?)
Steps: Re-adjust mic height if talent has trouble, adjust mic for 
sitting if needed, adjust mic for guitar/other instrument and singing if 
needed, fix mic or mic stand if it falls over or breaks, change 
batteries in wireless mic if it starts to die, assist in locating the 
wireless mic if and when it gets lost.

3. DJ (Byron Lee)
Steps: Monitor microphone level, play music, queue up special sound 
effects if needed, search for or download last minute requests, assist 
in any other IDOL needs.

4. DJ Assistant (Leslie)
Steps: Download last minute requests and listen to them to make sure 
they are good copies, transfer them to DJ via Dropbox, communicate with 
MC if DJ is busy, take over DJing if DJ has to pee or is otherwise 
occupied, assist in all IDOL DJing duties.

5. Post-IDOL Crew (Byron Lee, Marco, Bill)
Steps: Move 2 floor mics to table, reconfigure them for table mode, tape 
the mics back down, replace wireless mic battery regardless of battery 
level (better safe than sorry), make sure room is ready for Saturday event.


Special Events Audio Needs:

Parents of Blind Children Breakfast: Room A? (Byron Lee will use his 
iPhone to Stream, Dave to record with Olympus and Bill to use VR Stream)

Student Breakfast: Room A? (Byron Lee will use his iPhone to Stream, 
Dave to record with Olympus and Bill to use VR Stream)

IABS Luncheon: Main Room (Using main audio table equipment)

Parents Seminar: Room A? (Hotel Audio, no stream or recording)

Teen Scene: Room C? (No Stream, No Recording)

NFBI Kid Kamp (No Audio, No Stream, No Recording)

Post-Convention Tear-Down Crew:

(Byron Lee, Byron Harden, Marco, Bill, Roberta, Patti, Fransico, Glenn)

Jobs To Be Done

1. Mic Dis-assemblers
Steps: Unplug mics and take the out of the clips, place mics in bubble 
wrap, untape and wrap cables, put cables in plastic bin, remove clips 
and put with mics if possible, if not put them in their own bag, unscrew 
tri-pods and fold up, tighten screws, place tri-pods back in vinyl bags, 
zipper them up and place near plastic bins, untape audio snake and 
disconnect from board, wrap snake and place in plastic bin (wrap it in 
bubble wrap if possible), look around for any audio equipment that may 
be laying around and make sure it doesn't belong to the hotel before 
packing it.

2. Speaker Dis-assemblers
Steps: Unplug speakers, take speakers off stands, fold stands, remember 
to loosen screws and tighten them once folded again, place stands in 
vinyl bags, untape speaker cable, disconnect speakers from board, wrap 
cables, place in plastic bins, look around for any audio equipment that 
may be laying around and make sure it doesn't belong to the hotel before 
packing it.

3. Board Disconnect: Unplug all cables from board, check with Byron to 
make sure some of the cables don't belong to him, wrap cables, stow 
loose adapters in plastic box, unplug power BUT do not unplug power 
until Byron has his laptop packed as he may be saving audio files and 
power loss may result in damaged files, pack all cables and adapters in 
plastic bins, pack mixer and amplifier in seperate plastic bins to 
distribute weight, be careful to keep everything organized and neatly 
wrapped, avoid putting cables or adapters that go together in seperate 
bins, look around for any audio equipment that may be laying around and 
make sure it doesn't belong to the hotel before packing it.

4. Re-Sort, Pack, and Load Equipment
Steps: If equipment is placed in bags or bins where they don't belong 
repack them, manage space appropriately in bins, pack everything that 
can be in bubble wrap or protective packing, nothing heavy should go on 
top, help load bins or other heavy equipment onto the cart, help load 
the Chang family vehicle with bins and other equipment.

5. Chicago Equipment (Ask Patti if she has the Chicago Equipment)
Steps: This equipment is on loan from the Chicago Chapter and is needed 
for their local meetings, if it is not already packed and accounted for 
please do so, open case and double check that all peices of Chicago 
Chapter equipment are present. Make sure this equipment gets into the 
Chang Family vehicle.

6. Hotel Equipment
Steps: All hotel equipment must be returned to the hotel, make sure that 
none of it gets packed and that it is left somewhere where the hotel 
staff will find it.