Video Team

The main role of the announcer is to present the speaker to the audience, and make sure that the talks gets executed smoothly.

Please be punctual, any delays will cause a chain-effect and push the programme for that entire day, which would be unfortunate.

Remember: When you are on-stage you represent the entire organisation, smile, be friendly and remember that the code of conduct also applies on stage.

1. You should arrive at the speakers tent at least 15 minutes before the talk.

2. If the talk is to be recorded, make sure that the camera operators are present.

3. Make sure that the speaker is present, tell him the following:

   • The talk is to be 45 minutes, followed by 10 minutes of questions.
   • I (you, the announcer) will hold up a sign 10, 5, 2 and 1 minutes before time.
   • We will allow you to go over time, but then there won't be time for questions.
   • At the 55 minute mark we will interrupt the talk in order to have enough time to be ready for the next speaker.

4. Help the speaker mount the headset and turn on the transmitter, the LED should light up and become green, if it's not green change the batteries. Work with the camera operators to verify that sound is getting through.

5. Make sure that the speaker's laptop is connected and that the camera operators see the output, the output will not automatically show up on the big screen.

6. When the talk is to start, you take the staff microphone and walk upon the stage, introduce the speaker and the subject, and leave the stage, try not to walk in front of the camera.

7. Even if the headset transmitter starts to run out of power (LED turns red/orange) it should still have power for at least an hour, if however the audio starts to become distorted and/or the camera operators decide to switch batteries, you go on stage, apologize and tell the audience what is wrong using the staff microphone, meanwhile the camera operators change the batteries, this should take no longer than 30-40 seconds. However, with these microphones we have not ever had to do this during a talk yet.

8. When there's 10, 5, 2 and 1 minutes left of the designated talk time (excl. questions) your hold up the laminated signs in a discrete enough way as to not block the sight from the audience, but clearly enough for the speaker to see. I.e. hold them in front of your chest, most often the speaker will acknowledge with a nod or something like that.

9. When it's question time you stand up, face the audience and using the staff microphone say something like "Thank you very much, any questions for ", and then let the audience ask questions using another staff microphone.

   It is important that questions are only asked through a microphone, otherwise they won't be audible in the recording. If a question is asked without a microphone, ask the speaker to repeat it, if he answered already you can repeat the question yourself.

10. When the 10 minutes for questions are over or when there's no more questions, say something like "Thank you very much for your talk, please give a big round of applause for ".

11. Rinse and repeat.

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