IGRA Annual Convention Technical Requirements

Purpose This document is intended as a guide to the convention committee to use for research, planning and budgeting in selecting a hotel. It can also be used as a technical reference to any hotel which the committee is considering bids from. If the committee or hotel has any questions concerning these requirements, have them call Frank Harrell to discuss any details at (202) 957-6187

November 11, 2012, Las Vegas, Nevada, Tuscany Suites and Casinos

Supplied By Hotel and/or AV Rental Company

Setup

See more example photos at the bottom of this page.

Large room to seat 100 to 150 people (depending on current expected size of convention) with no windows or glass doors
Classroom style convention seating and tables. (check with IGRA secretary for number of tables and chairs needed for current year)
Speakers' podium located in center of risers listed below
Risers at front of room with enough skirted tables sufficient to seat at least 6 people and the podium listed above, plus an additional 4 feet of platform space on one or both ends to hold tripod mounted video cameras and operators. This addition does not need to be directly attached to main platform but should have a good view of convention floor without blocking attendees view of the projection screens
Full size tables of about 20 foot total length located at front and to one side of room for audio, webcast and AV presentation equipment
Two small tables or carts, with power, to hold projectors (take note of placement distances table below)

Technical Requirements

Two, 10 to 16 foot projection screens configured for a 16:9 or 16:10 horizontal aspect ratio if possible
One "WIRED" broadband internet connection located near where the AV and sound equipment are setup.
This connection must have an absolute minimum of 30,000 Kbps (30 megs) upload speed (60 megs or more is preferred)
This connection is used for webcasting plus the entire convention floor will be using this single Internet connection so the higher the speed the better
Note: We will not need wireless Internet service on the convention floor during Saturday and Sunday. That will be supplied by the committee via the hardwired connection listed above.

Supplied by IGRA Convention Committee

Items in RED supplied by Frank Harrell

Floor Personnel

Numbers in (parens) indicates the minimum number of people needed at any given time

Floor Secretary: (1) This person is responsible for receiving reports, presentations, bylaws and rodeo rules proposals, converting and saving them to the server. Must have a computer with Microsoft Word and a hard wired network connection. This job is not difficult, only requiring about 5 minutes of instruction
Projection Manager (1) This person is responsible for running the computer that is used to project current topics or documents on to the projection screens
Live Document Editor: (1) Responsible for live editing proposals as they are adjusted by the floor during convention session. A computer with Microsoft Word is required. (Usually done by Benjamin Avant. If Benjamin is not available, anyone fluent in Microsoft Word can fill the position)
Audio Engineer: (1) Responsible for running the audio mixer which feeds the sound system in the convention hall
Microphone Runners: (2+) Runs wireless microphones to individual delegate tables as members are recognized to speak (Royalty is a good group to pull from)

Webcast Camera Operator: (1 or 2 if available) Operate tripod mounted video cameras to get zoomed in closeups of currently speaking delegates to be included with YouTube stream
Webcast Director: (1) Operates computer used to stream YouTube coverage of the convention. (Frank Harrell can manage this if no one else is available, but a person with video production experience would allow for a much better presentation as that would free Frank up to concentrate on the convention)

Audio Equipment:

Two amplified speakers with cables and stands to ensure good voice quality audio for speakers and delegates.
Two reliable good quality wireless microphones for delegate speaking.
Two wired microphones for officers on platform dais
One wired microphone on an adjustable or flexible gooseneck style stand for speaker's podium
Sound board with enough channels to run all equipment
All neccessary cabling to operate the sound system

Video Equipment:

Two LCD projectors with a resolution of 1920x1080 at 6,000 lumens
Three flat screen video monitors, for dais and speaker's podium
Video distribution amplifier and cables suitable for supplying video from a computer located near sound board to the above equipment
Various video equipment components for live webcasting of event on YouTube