Video Contents

Capture Cards
Check List
Flash Cards
Indexed Powerpoint
Setup Guide
Tape to ASF
To do
Video decks


Check List

  • Room Setup
  • Notes to speakers
  • Inventory
  • Camera Location
  • Mistakes To Avoid
  • Room Setup

    1. Wheelchair access
    2. Outside Phone Line for Conference Call
    3. 2 Tables (1 - 6'-8' long, 1 - 3' long) for capture equipment
    4. Internet Connection?
    5. XGA Projector (we can bring one if need be)
    6. Overhead Projector (we can bring one if need be)
    7. Lighting - Ideally, stage style lighting
    8. Podium
    9. We will need access the day before the workshop for about 4 hours.
    10. We will need access the day of the workshop starting at 6:30am
    11. Agenda - with a list of what talks we are going to capture. In general, we should avoid capturing all day, it makes it much harder to check our results

    Notes to speakers

    • Make your slides available to capture crew the week before the presentation. Interrupting the crew while they are capturing the talk before your talk is only going to cause problems.
    • Once you submit your slides, don't submit updated versions, it makes it much more difficult to keep track of the proper version of the slides.
    • The less you move around while speaking, the more we can zoom in.
    • Use a pointer, stay away from the screen. The screen is very bright, so if both the speaker and the screen are in the image, then the speaker will not be well lit.
    • The process of converting animated Powerpoint slides may result in different results. For example, slides that have separate text sections that are displayed as the presenter clicks the mouse are all combined into one .jpg file with all the animation completed.
    • Powerpoint slides that contain non-standard fonts may not display properly on the presentation machine. When in doubt, get your files onto the presentation machine well in advance of your talk and check for font problems.
    • Transfering Powerpoint slides larger than a single floppy is tricky. One workaround is to use Winzip to created multiple floppy images. Sometimes a single image on a slide will consume megabytes of space.



  • 2 Canon cameras w/ remotes
  • Spare room camera
  • video switch box
  • s-video cables
  • Audio

  • Wireless mic for speaker
  • Wireless mics for Richard and Kurt
  • Two room mics, stands, cables
  • Mixer
  • Compressors
  • 3 sets Headphones
  • Cables to connect to capture card
  • Computer Gear

    1. Presentation Laptop
    2. Capture Laptop
    3. Monitor Laptop
    4. Conversion Laptop (optional)
    5. PCI bus expansion chassis
    6. Video capture card
    7. Spare hard drive for backing up talks
    8. 100' Ethernet cable to reach from podium to capture desk
    9. 25' power cable for presentation machine
    10. Multiple Laserpointers, with batteries
    11. Wireless mouse
    12. 100Mb hub
    13. Shorter ethernet cables


    1. 100' phone cable
    2. Conference call phone


    1. Lots of fresh spare batteries
    2. Velcro cable ties
    3. Extension cords
    4. AC Plug strips
    5. Manuals for all gear.
    6. Gaffers tape

    Camera Location

    • Usually a speaker will favor the left or the right side of the room. If the podium is on the left side of the room, then try to set up the camera on the right side of the room.
    • Try to set up the camera so that audience foot traffic does not get inbetween the camera and the speaker.
    • Backgrounds with patterns require more compression resources than plain backgrounds. If possible, use a plain background behind the speaker.

    Mistakes To Avoid

  • Be sure to presetup the talks in individual directories. There are shell scripts on gigavault that can help with this.
  • If you are not doing a live broadcast, it is not necessary to convert each ppt talk to .gif files before starting the presentation. Skipping the conversion can help if you get the slides just before the talk.
  • Don't bother restarting the capture process to save disk space. Disk is cheap, you can cut the dead time at the start later. If you try to restart, you run the risk of not having the capture run
  • Copy the .asf files to a safe location as often as possible.
  • Watch how much free space you have.
  • Contact 
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