Information for Liaisons Assisting Speakers

If the HelpLine receives a request for assistance from a College department sponsoring a speaker at Kenyon, the HelpLine will forward that request to the Liaison for that department. The Liaison should call back to discuss the speaker's specific multimedia/computing equipment needs for the presentation. Here is the information you should get from the contact person for the sponsoring department:

  • Name, phone number and email address of speaker (if LBIS needs to contact).
  • Date, time and location of the presentation.
  • The kinds of multimedia or computing equipment needed for the presentation.
  • Whether the speaker wants a student employee to assist at the presentation. (They must make this request to the HelpLine at least a week in advance).
  • The software (including version no.) being used in the presentation (examples: Windows PowerPoint 2003, Mac Excel 2004).
  • Whether a Kenyon network or Internet connection is needed.
  • If a laptop is used in the presentation, whether it requires audio capability.
  • Whether the speaker plans to use a personal laptop or a Kenyon computer in the presentation. Kenyon loaner laptops must be reserved at the HelpLine at least a week in advance.
  • If using a personal laptop, whether it's a Windows or Mac and the brand and operating system (examples: Dell Latitude- Windows XP or Apple iBook-OSX 10.3)
  • If you have questions about the equipment in the room where the presentation will be given, you may want to check with the liaison responsible for that room. To find the liaison for the room, see Classroom Equipment Liaison Assignments at: https://internal.kenyon.edu/lbis/helpdocs/avequipassignments.htm

     

  • Instructions for the multimedia equipment can be found below:
  • If the speaker is planning to use a laptop that must connect to the Kenyon network, you will need an extra network cable and a second active network port in the classroom. The first port is already in use by the instructor's workstation--please do not disconnect the cable from this port for use with the laptop! Extra cables are available from the HelpLine.

     

  • If the second network port isn't activated, you can activate it in the wiring closet, if you know how to do this. If you are unable to get the 2nd port to work, you will have to use the network port for the instructor's workstation. But please remember to reconnect the network cable from the instructor's workstation to the port after the presentation!

     

  • If using portable multimedia equipment, extension cords (with three-prong holes) may be needed if the distance from the equipment to an electrical outlet will be more than 7 feet. The Circulation Desk has extension cords.

     

  • In the classroom there is a VGA cable that connects the laptop to the ceiling projector system. If it is missing, contact the HelpLine or Paul Mollard for one.

     

  • If the speaker's presentation requires that the laptop have audio capability, there is usually a black audio cable attached to the VGA cable in each classroom. The audio cable plugs into the line output (headphones) port on the laptop. The audio cable may be missing in some classrooms, but an extra cable can be obtained from the HelpLine or Paul Mollard.

     

  • If the speaker is using a personally-owned laptop, s/he will be advised to bring along a backup CD of the presentation in case there are problems using the laptop with Kenyon's projection equipment. As a backup plan, this CD can be used in the instructor's workstation or a HelpLine loaner laptop (if available).

    If the speaker is using PowerPoint software, a backup copy can be made using the Package for CD feature in PowerPoint 2003/2004. (In the older PowerPoint 2000 version, this feature is called Pack 'n Go). The Package for CD (or Pack 'n Go) feature includes the PowerPoint Viewer, which allows the presentation to run on another computer, even without PowerPoint installed on it.

    For instructions in using the PowerPoint 2003/2004 Package for CD feature, see the PowerPoint Help files or check Microsoft's knowledge base entry at: http://office.microsoft.com/en-us/assistance/HA011552791033.aspx For instructions in using the Power Point 2000 Pack 'n Go feature, see the PowerPoint Help files.

     

  • If the speaker is using a Mac laptop that doesn't have a VGA port, a VGA adapter (small plug and cable) may be needed. This is the responsibility of the speaker. But---if the speaker comes without one, ask Bev Actis, Joe Murphy or Paul Mollard for assistance. We may have an extra adapter.

     

  • If the speaker will be in Rosse Hall, there is no resident sound system, multimedia equipment, or computing equipment.
    • If a sound system is needed for a presentation, contact Larry Bower, Rosse Hall manager, to make arrangements for the setup of a sound system. His phone is 5725 or 393-2502. The HelpLine has a long cable and adapter that will connect a laptop to the Rosse sound system.

       

    • If a projector is needed, those loaned from the Circulation Desk are simply not powerful enough because of the size of the hall and the amount of light during the day. Instead, professional-quality projectors should be rented from an outside vendor and paid for by the sponsoring department.

     

  • If the laptop image won't appear on the projector screen when starting up the projector in the classroom, The laptop may have to be reset to display through the projector. (Note: The instructions below may require different keys or settings on other kinds of laptops):

     

    • To reset a Dell Windows 2000/XP laptop:
      • First check the written instructions on the instructor's cabinet for using the laptop with the projector and make sure that you have followed them correctly. If not, shut down and start up the computer and the projector again.

         

      • Press the laptop's Fn+F8 function keys together one time and wait several seconds. If the image still doesn't appear on the screen, press Fn+F8 a second time. If the image still doesn't appear, press Fn+F8 a third time.

         

      • By sequencing three times through this keystroke combination, you should be able to select the correct setting that displays the laptop image on both the laptop and the projection screen.

       

    • To reset a Mac OS X 10+ laptop:
      • First check the written instructions on the instructor's cabinet for using the laptop with the projector and make sure that you have followed them completely and correctly. If not, shut down and start up the projector and computer again.

         

      • Then make sure the following settings are in effect on the Mac:
        • The Mac has a "mirroring" option that must be turned ON in order to display the laptop image on both the laptop and the projector screen. To check the Mac for mirroring, click System Preferences in the Dock, then the Displays icon. In the next screen select the Arrangement tab. Checkmark Mirror Displays (last line of text in window). The monitor and projector will flicker a few times but will eventually display the image on both the laptop and projector screen.

           

        • The Mac's screen resolution can be set to 1024x768 or 800x600 (if higher resolution doesn't work). The screen refresh rate can be set to 75 or 60 Hz (if higher resolution doesn't work). To get to the screen where this setting can be changed, click the System Preferences icon in the Dock. Click the Displays icon in the System Preferences screen. The next screen should allow you to reset the Resolution and Refresh Rate.

           

        • If you cannot make the image display on the projector screen after resetting the computer according to the instructions above, you may be able to borrow a Mac laptop (if available) from the HelpLine loaner pool and run the presentation from it.