AV Tips When Hosting Guest Speakers

Modified on Mon, Oct 27 at 2:18 PM

All users are now required to log in to shared computers in QHS IT supported spaces (e.g., classrooms, small group rooms, conference rooms). This may require changes to how departments facilitate guest speakers. The following are some options to consider.

Considerations Before An Event

If the event is being offered in a hybrid format and is supposed to also be recorded, make sure the event invitation is set up to automatically record to the cloud.
If scheduling with Zoom, make sure to designate one or more alternate hosts so the recording can be stopped/started as needed.
Content to be shared: make sure you identify in advance who will share content (e.g., the speaker from their own device, an admin who has been sent slides in advance, etc.)

Designate an Event Host to Facilitate The Event (online and in person)

Any user with Queen's credentials can log in to shared computers. This could be a program administrator, a learner, a faculty member, etc. The designated individual can log in to a computer and then share content (if provided by the speaker in advance) or start a meeting on the shared computer and have the guest speaker also join that meeting and share their content.

Designated individuals should make sure to log out of their account after the presentation is complete.

Have Guest Speaker Bring Their Own Device

If a guest speaker brings their own laptop, in many rooms they can use an HDMI connection to share their content on an in-room screen (remind them to bring a dongle if they are a Mac user).

Alternately, they can connect to the Queen's Guest Wi-Fi network and then join a hybrid event from their laptop to share their content.

ITS Guide on Joining Guest Wi-Fi: https://queensu.service-now.com/esm?id=kb_article_view&sys_kb_id=20c283ef473f1250a2a5fe8c416d4309

Provide Clear Instructions for Guest Speakers

Make sure to provide instructions for your guest speakers that align with what you need them to do (e.g., join online meeting or not, share their content or not, etc.)