This site hosts the documentation about the IT tools and their configuration for JACoW conferences.
TL;DR
We try to create an understanding why we propose the conference IT as is here, but if you just want a quick glance to find our recommended hardware and software, here you go:
Recommended Hardware
Recommended Software
Why Should IT Be Near Perfect?
IT plays a crucial role in conference success because it:
- Foundation of the conference - Forms the basic infrastructure everything else depends on
- Enables editors to work - The better the IT, the more efficient editors become, directly impacting proceedings quality
- Major budget component - Represents a significant portion of conference expenses
- Drives perception - One of the key factors influencing attendees' perception of conference success
An up front Advice for Future Planners
Time Management
- Don't expect regular work productivity starting one month before conference
- Expect expanded scope - you'll investigate and handle much more than just IT
Learning and Preparation
- Learn from past conferences - study lessons learned documentation
- Send people to conferences - attend as many conferences as possible for experience
- Train speaker managers - send at least one person to gain speaker preparation experience
Flexibility and Planning
- Stay flexible - each conference has unique requirements
- Draft experienced people early - you cannot handle everything alone
- Bring extra supplies:
- Power strips
- Extension cords
- Monitors
- Stock up on sleep before the conference
- Plan extensive venue networking discussions beforehand
Staffing
- Having experienced people in Speaker Preparation ensures smooth operations
- Recruit intelligent, dedicated people as early as possible
- Bring as many qualified staff as budget allows