HyFlex Conference Event Preparation Manual

• Zoom has "Meetings" and "Webinars". Decide which one you will use.
  • If you want to use "webinars," you will need to upgrade your license.
• Make sure there is enough room for the number of participants in the Zoom.
  • Normally, the maximum number of participants is 100. Upgrade to 300 / 500 / 1,000, etc. as needed.

Where to apply for Zoom-related

• Contact prospective online participants with three pieces of information for admission to the Zoom meeting/webinar.
  1. Meeting/Webinar URL
  2. Meeting/Webinar ID
  3. passcode
• For webinars, send a dedicated email invitation to the online speakers (panelists) from the Zoom administration page.

• If you wish to allow someone off-campus to use TUFS Wi-Fi, you must have a "visitor account" issued in advance.
• If your event is on a weekend or holiday, contact ICC in advance about using the campus Wi-Fi.Since system maintenance is sometimes performed on weekends and holidays, it is a good idea to make a request regarding the availability of a stable Internet environment.
• Consider how to respond in the event of a campus Wi-Fi outage.
  • The risk is extremely low, so risk tolerance is not a problem for normal events. In case of an emergency, you can get by with tethering on the organizer's phone, so make sure you know how to do it. If necessary, you can also rent pocket Wi-Fi or other equipment from a vendor.

Where to apply for WiFi-related services on campus

• Make sure all presenters/speakers, whether in-person or online, know what kind of presentation you plan to make; it is easier if you ask them to declare it via Google Form or other means.
  • Will slide materials be used?
  • For PowerPoint, do you use the "Presenter Tools" (a screen for presenters to check notes, elapsed time, etc.)?
  • Can I use a PC from the venue? Use own PC? (The organizer may specify)
  • During the presentation, do you handle sound, such as playback of audio files or CDs?
  • During the presentation, do you handle video files, playback of DVDs, etc.?
• Depending on the content of each presenter's presentation, we will adjust the equipment setup at the venue. Once you have some idea of the overall picture, please contact the Educational Informatization Support Office to discuss how the venue will be set up.

• The following personnel will be required to operate equipment related to venue facilities/Zoom distribution.
  • 1 person in charge of Zoom host PC operation
  • 1 person in charge of camera operation for online broadcast
  • Lighting (for Prometheus Hall) 1 person, ※ Can be concurrently used with host PC if familiar with it.
  • 1 or 2 people to explain how to use the equipment to the speakers (panelists) ※ It would be good to also have a microphone person for the Q&A session.
• As mentioned above, we will need 3-4 people per venue for a HyFlex-style event. Normally, students or others would be assigned to these for an honorarium, but it is safe to say that students with some mechanical expertise would be a good choice. Please set up a rehearsal for the next step after you have secured the manpower in advance.

• Book a venue and set up a rehearsal on a different date than the show.
  • Rehearsals must be set for the date and time the room is open in order for a staff member from the Office of Educational Informatics to be present.
    See also.Opening Date and Time
• Rehearsals should be 30-45 minutes for a lecture on how to use the equipment, but after that, you need to actually operate the equipment and get used to it, so you should expect 2-3 hours, including practice of the flow.
• The staff of the Educational Informatization Support Office will leave as soon as the lectures are over. After that, please conduct the rehearsal with the organizer's staff only. Please call us in case of trouble or if you have any questions. We will rush to your location to provide support.

Where to apply for facility reservations (varies by location:)reference)

Contact information for staff attendance at lectures/rehearsals

• The loaned equipment of the Educational Informatization Support Room is for regular classes on campus, so we reserve the right to refuse its use for academic events.
  • Please consider using a professional vendor, especially for large events.
  • For small to medium-sized events, we may allow special lending of classroom equipment, but please adhere strictly to the lending and return dates and times.
• If rehearsals are to be held, please also reserve rental equipment for rehearsals.
• For events, the quantity and variety of equipment available for rent is so large that making reservations by e-mail can be complicated. We recommend that you come to our office for a verbal consultation so that we can find the equipment you need and fill out the necessary forms.

Where to apply for loaner equipment

(You may be asked to consult with the Academic Affairs Section regarding loan availability.)

• Many of the conference events will probably be held on Saturdays, Sundays, and holidays, but the Educational Informatics Support Office is closed on these days. For Saturday and Sunday events, please try to pick up your equipment on Friday afternoon.
• The venue can be set up with the assistance of the Support Office staff during the opening hours of the Kyoiku Informatization Support Office. However, in that case, the equipment will remain set up until the next day.Be sure to reserve the venue for the time between the day of the set-up and the event itself.To prevent theft, please also contact the security guard and ask him or her to lock the door.

Where to apply for facility reservations (varies by location:)reference)

Where to request locking

Where to request support for setting up

• The equipment in the support room is for regular classes, so please return it on the morning of the day the room opens after the event. Please be sure to return the equipment on time, as it may be used in class.
• If there are special circumstances that prevent you from returning the equipment on the morning of the opening day, you may be able to leave it at the guard room on the day of the event. However, please consult with us in advance in case of large quantities.

Where to consult on return date