What tech do I need for my event?

    What technical equipment is needed depends mainly on what is planned for the event and in which rooms it will take place.

    Standard situations

    For standard situations in media-equipped rooms like R213ab Le, R213 Le, R11 Le, Aula Lerchenfeld, and the Lecture Hall, no additional technical equipment is usually required.
    A standard situation is one for which the room was designed – for example, showing presentations in the lecture hall.
    If you require a technical introduction, you can contact the Media Technology department of HFBK.

    Support for official events

    For official events of the HFBK (not class sessions etc.), support for technical planning and execution of the event can be requested from the HFBK Media Technology team.
    Please get in touch at least four weeks before the event and answer the following questions:

    • What is the (working) title of the event?

    • Where and when will the event take place?
      (Room number, date, event start time)

    • How long is the event expected to last?
      (Provide a pessimistic estimate)

    • What is the general outline of the event?

    Ideally, there is a run sheet from which the stage situation becomes clear. Example:

    

    14:00 Start of event 
    

    14:15 Speech 
    

    14:30 Presentation 
    

    15:00 Audience questions 
    

    15:30 Panel discussion (4 speakers) 
    

    16:00 Film screening 
    

    17:00 Performance (1 headset microphone)

    It is particularly important to clarify the type of stage situation, as we derive the technical requirements from that.
    If there are special requirements, please describe them separately.

    • Are there any additional special technical requirements?
      If so, is there time/budget/staff available?

      This refers, for example, to rental equipment, recordings, streaming, broadcasting, light shows, concerts, or custom stage setups.

    Please send the responses to these questions to the HFBK Media Technology team before the event.

    Support for unofficial events

    Unofficial events – such as those organized by classes or individual students – are welcome to request a meeting to receive advice, room introductions, or technical/organizational tips.
    Due to limited capacity, we usually cannot provide full technical support for such events — this must be handled by the classes or students themselves.

    However, the experience gained from this self-organization helps students plan and carry out events independently, also outside the university.

    Further questions for planning your own event

    Audio technology

    • Will there be audience questions? (Wireless handheld microphone)

    • How many people will be speaking at the same time? Are they known in advance?

    • Is a suitable PA system available on site?
      (Aula/Lecture Hall: Yes – most other locations: No)

    • Do the speakers have preferences for specific microphone types?

    • How experienced are the speakers as presenters?

    Presentation technology

    • Is there a projector and screen in the room?
      (If not: Reserve via the post office!)

    • What devices will be used to show the presentation?
      (Presentation MacBook? Own laptops?)

    • Are the correct HDMI adapters available?
      (Important especially for personal devices)

    • Can the presentation/film be sent in advance?
      (Otherwise, potential problems due to improperly formatted USB sticks, etc.)

    • Does the presentation include audio?

    Lighting situation

    • Are there specific lighting conditions that must be considered or created?

    • If yes, who will rehearse, configure, and operate the lighting during the event?

    • Is all needed equipment already on site, or is additional gear required?

    Recording

    • Who is responsible for recording and editing the material?

    • Has it been clarified with all speakers that the event will be recorded?

    • How will it be ensured that visitors are informed about the recording?

    Broadcast

    • Is a live feed to another room required?

    • What needs to be transmitted? Audio? Audio + Video?

    • Who is responsible for mixing and monitoring the content being transmitted?

    • Has at least 6 hours of setup time been planned for the installation and testing?

    Live stream

    • Has it been clarified with all speakers and the audience that the event will be streamed on the internet?

    • Who has access to the stream keys?

    • Will there be a reliable internet connection at the time of the event?

      ⚠️ If 200 people are connected to a single Wi-Fi access point, the network may become unreliable.


    Tags
    Medientechnik Veranstaltungstechnik
    Published