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Technology and Room Setup


1. Equipment made available in each breakout session room: 
- An LCD projector and screen
- Computer speakers
- Microphones for presenters, if required due to room size; flip chart(s), if already requested

2. Laptops - remember to bring your own
Presenters are required to bring & use their own laptop, except in unusual circumstances. If you are co-presenting, consider having your partner(s) bring a backup. 

3. Double-check how to connect your laptop for projection

Do you know which button(s) to press to project your laptop...F8? F4? Does your computer have a place to put the projector's cord to connect to it? Be certain of the steps for projection before you come to the conference; in some time slots, there is only 15 minutes to set up. If needed, staff will be available to provide tech support and connect your laptop to the LCD projector.
- If you are a Mac user, remember to bring your own VGA adapter, as it might be necessary to hook your laptop to the hotel's projectors.

4. Tablet users
If you are using Internet access for your presentation, consider borrowing a laptop to bring instead. If there is unexpectedly an issue with connecting your tablet to the wireless, a laptop gives you more connection options.

5. Handouts 

Many LOEX attendees like a session handout (full page, business cards with web link on the back--whatever works), so consider making one. Most sessions will be absolutely fine with ~50 copies (unless you are in one of the 100-plus capacity rooms), but because attendees do not pick sessions in advance, we do not know which sessions will need more (or less). Extra copies may be distributed at the conference Registration Desk. Also, strongly consider posting your presentation and handouts on the conference site (by emailing the materials to sessions2017@loexconference.org) and on your host institution's site.

6. Save your presentation materials in multiple locations

In case of technical problems, be sure to save your presentation and any videos you plan to show in a backup location such as a USB flash drive or as an attachment to an email. So if YouTube is not working, for example, you can still show that 2-min video you wanted to show because you downloaded it to your hard drive ahead of time.

7. Have a back-up plan!

While there will be technical assistance available for equipment problems, it is always a good idea to be prepared for the worst-case scenario.

8. Internet access

Internet will be available, for presenters, in all breakout rooms.
- If you need access for attendees, please contact us to make arrangements, as wireless access for attendees is limited by the hotel.

This internet for presenters should readily-enable typical presentation usage (e.g., showing a YouTube video or reviewing a LibGuide). It will be "premium" wireless (except for the Thoroughbred 4 room, where it will be "premium" wired). If unexpected issues arise with connecting at the beginning of a session, we have a back-up, lower bandwith option.

Overall, we still strongly recommend presenters be prepared in case there is unexpectedly an issue with the internet (see #6 and #7 above!) so all goes as smoothly as possible for your conference presentation. 

9. Room set up
 
Typically, presentation sessions will be theater style seating for the attendees. The set-up for all interactive sessions is rooms with large round tables. Each presenter will receive info, via email, on their exact room assignment two weeks ahead of the conference.

Also, at least one presentation room will be available from 7:30 to 8:30 a.m. on Friday and Saturday if you would like to review the hotel's A/V equipment.  This is NOT required; it is just an option for those who are interested.

10. Wall use in presentation rooms

Hotel rules stipulate that nothing can be attached to the permanent walls unless using mounting putty. Masking tape may be used on air walls (temporary partitions).

11. Access to printer, copier, scanner

The Hyatt Regency Lexington offers access to this equipment in its 24-hour Business Center (located on Lobby Level across from the front desk). If you need to use this, be aware of required fees.