Brandt Krueger

TECHNICAL PRODUCER, EDUCATOR, SPEAKER, AND CONSULTANT FOR THE MEETING AND EVENTS INDUSTRY. GEEK DAD, HUSBAND

Consultant, Meeting and Event Technology
Owner, Event Technology Consulting
Instructor, Event Leadership Institute
Cohost, #EventIcons - Where the icons of the event industry meet

Filtering by Category: Tips and Tricks

Expect the Unexpected: Don’t Let Surprise AV Charges Blow Your Budget

(An edited version of this article was originally published in MeetingMentor Magazine in Spring 2019)

It’s happened to the best of us: Your event is winding down and you’re in the home stretch. Everything was flawless. The boss’ boss is happy as a clam and already talking about how you can take things to the next level. Just a few more folks to depart and you’re home free!

It’s at that moment that the representative from your AV company decides to approach you with what appears to be half-ream of paper and a pen with the venue logo on it. It’s the final bill. And it’s thousands of dollars more than the estimate.

Now, in what should be your moment of triumph, you’re figuring out if there’s anything left in the “popcorn balls” budget you can move around to cover the overage.

The good news is that the vast majority of budget-busting surprises can be avoided, with a little planning, a little negotiation, and a little common sense. Let’s take a look at some of the biggest offenders to keep an eye out for.

WiFi

Let’s get this one out of the way first. More planners than ever are making sure to address this issue with the venue as part of the negotiation process, but there’s still just enough of you out there that aren’t to include it in the list. WiFi is infrastructure. Unlike water (which you don’t get charged more for depending on how much your attendees use), WiFi doesn’t cost the venue more or less whether or not you use it, so why not list it as a concession?

Many planners are requiring “top tier” wifi access for their attendees as part of their agreement to choose the venue, but if you’re not able to secure it in the contract, make sure you know exactly how much you’re being charged, and how it’s being calculated.

Power

Unlike Wifi, power is definitely something the venue gets charged for the more it uses, so any opportunity it has to shuffle that cost onto its customers, you can bet it’s going to take. This is another one of those items you want to be very sure exactly how much you’re going to be charged. Sometimes it’s a flat rate, others it depends on whether special equipment (extra circuits, power “distros” that AV companies can hook up their gear) is required.

Many cities and states have laws that prohibit the resale of public utilities (aka power and water) so some venues have gotten quite creative on charging for power. Some venues will actually charge you for the use of wall outlets, and even charge you per wall outlet if you use them, so beware. The average attendee looking to plug in their phone for a little extra juice could cost you hundreds of dollars!

Rigging Points

Here we go again with an infrastructure item being used as a source of revenue. Rigging points are permanent positions in the ceiling of a venue from which heavy items such as truss, lighting, speakers, and projectors can be hung. Once installed, these positions are permanent and do not require any unusual maintenance.

But here’s the deal- especially in older venues, these points might not actually exist. Mega-corporation in-house AV companies will approach the venue with an offer of installing them… in exchange for the exclusive right to charge for them. Venues, seeing it as a win-win, agree. “Point charges” can run as high as several hundred dollars, per point, per day.

3rd Party and In-House AV Fees

More often than not these things - WiFi, power, and point charges - are used as incentives to use the in-house AV. “As a benefit of using the in-house audiovisual services, we’re proud to offer your attendees complimentary WiFi, and waive the following fees and charges…” Nice! They might even throw in a 20% “discount” for using the in-house provider. Sweet!

That’s the carrot. If that doesn’t work, there’s the stick. Many venues will charge you a fee for bringing in a 3rd party vendor to handle your AV. If you’ve been reading my past articles, what I’m about to say should come as no surprise...

Always, always make sure to get a comparable bid from a 3rd party vendor (or two) to make sure your in-house bid is fair. Use this as a negotiation point, because much like a lot of the Black Friday sales this year, it’s not a 20% discount if they’ve marked up the price significantly beforehand. Plus, sometimes even with the fee, it can still be cheaper to use a 3rd party.

Supervisor Fee

In addition to the fee charged for bringing in a 3rd party vendor, some venues will require a “supervisor” to be on site when doing so. You, of course, are on the hook for paying for them. This supervisor is there to make sure, theoretically, that all rules and practices required by the venue are being followed to the letter, which usually entails making sure the right color tape is used on the floor.

The short answer to this (and frankly all of these charges) is to negotiate them away at the contact stage. If it’s too late for that, however, you should require that they be there, in the room, doing the job you’re theoretically paying them for - not in the AV office working on renderings for other clients. You’d be surprised how often this requirement goes away when the in-house AV realizes they have to have someone sit in your room doing nothing all day.

The Catch-All Clause

What’s the biggest way to avoid unexpected charges? Make sure everything, everything is laid out in advance. Many planners are starting to add clauses to their venue contracts that say, “if it’s not here, you can’t charge me for it.” I’m not a lawyer (and I don’t play one on TV), so I’ll leave it to the reader to research these types of clauses and what they cover. If you’re going to use one, make sure you read and understand everything in the contract. If you don’t, find a trusted AV partner to give it a once-over before you sign on the dotted line!

(More than) 5 Things AV People Wish Planners Knew

(An edited version of this article was originally published in MeetingMentor Magazine in Winter 2018. Expanded and updated July, 2019)

I’ve been doing this meeting and event production thing for quite some time now, but somehow it’s still surprising how often you hear the same old questions, over and over again. In the spirit of clearing up some of the most common questions about AV and event technology, I decided to reach out to my AV friends all over the world and asked them to tell me the one thing they wish meeting and event planners knew. The answers were as varied as the people themselves (and some returned full-fledged rants that contained way more than one thing), but a few trends definitely emerged.

So without further ado, here are some of the most difficult questions and comments we hear from planners, and the honest responses on behalf of me and my fellow AV folks!

 “This seems like more than I asked for. How do I know I’m only getting the equipment I need?”

This is by far one of the biggest concerns planners express, and it stems from people being worried they’re being “cheated” somehow- that the AV firm is “padding the bid” with unnecessary equipment. Well, guess what? They might be, but not for the nefarious reasons most people think. While there are bad actors in any industry, the vast majority of times a company adds gear to a bid, it’s not because they’re trying to cheat you. Instead, they’re covering their butts. And yours.

Many planners freely admit that things change at the last minute, and frequently that can mean adding equipment. An in-house AV company might have the ability to just go in back and grab some more gear if they happen to have it in stock, in which case it’s going to get added to your bill anyway. If they don’t have it in stock, they and any 3rd party company are going to have to get it from somewhere else. That could be on the other side of town, or in a completely different state, and if it’s a last minute thing you’re going to be paying a premium.

A better play is to just plan for the unexpected. Make sure you have a few extra microphones on hand for that panel that just popped up, or an audio mixer capable of taking a few more inputs for when you remember at five minutes to doors, “Oh! We should have some dinner music. And can you play something energetic during the awards?” Yep, we sure can. 

This actually happens on a lot of events, and believe it or not most of the time you don’t get charged for it. The number of times I’ve seen AV and production companies throw extra gear on the truck “just in case”, even though it wasn’t on the bill, can’t be counted, and most of the time the client didn’t ever know it. 

“It doesn’t take up any more room on the truck. And you own it, so what’s the difference?” 

This one’s a little more rare in my experience, but it came up in a couple different forms with my AV contacts, so it seemed worthy of making the list. I think it stems again from planners being worried they’re being “taken”, but unfortunately it comes off as being cheap or having a fundamental misunderstanding of how renting equipment works. The idea is this: if the vendor owns both a 3-year-old projector and a brand-new one that’s twice as bright, of course you’re going to want the newer, brighter projector. Who wouldn’t? But here’s the deal: the newer projectors probably haven’t made their money back yet, while the older ones have been rented out enough not only to cover their original cost, but to start generating profit. As a result, they can be discounted if necessary. If you want the latest and greatest, however, you’re going to have to pay more for it. Expecting otherwise is to expect AV companies to work for free, or worse, at a loss.

“I’m willing to work as late as it takes, and *I* don’t get paid overtime.”
AKA “Geeze, these overtime rules seem harsh!”

This one doesn’t get said out loud as often as some of the others, but usually manifests itself in the form of eyerolls and under-the-breath grumblings, some of which I’ve been guilty of myself. Labor can be expensive, and it can get really expensive if you go into overtime with your crew. It can get really, really expensive if you violate what’s called “turnaround time” which guarantees a crew a certain amount of time off before they have to come back and work again. Violate turnaround time, and the entire next day turns into overtime. OUCH!

For a lot of planners, once the event is over they’re able to take some downtime to recoup, relax, and recharge before they start thinking about their next event. Many independent and even full-time or corporate planners do not immediately go on-site to the next event, and have time to catch their breath. I know so many planners that will take a full week off after their big annual events. For those in AV, it’s just on to the next one. And the next one. And the next one.

It may be your company’s Super Bowl, but for Johnny the Camera Guy, it’s Tuesday.

The average AV “day rate” usually covers a 10 hour day, already 2 hours more than a typical work day (though this is starting to change, and we’re seeing more and more 8 hour days). Overtime rules exist in many professions because the human body isn’t capable of working 16-18+ hour days every day without breaking down over time, and overtime is a way of discouraging over-working crews day in and day out. It also makes sure they’re compensated when they do work long hours. Turnaround time ensures at least a few hours of sleep and a chance to recharge a bit before showing up again in the morning. 

“I can buy it for that!”

Yep, you can. But then it’s all on you. 

When you contract an AV or production company, it’s all on them. They purchase the equipment, they have road crates built to protect it on the truck, they make sure it’s clean and functioning before it goes out, they make sure it gets to the event safely via truck or shipping, they set it up, they pack it up after the event, they inspect it again when it gets back to the warehouse and if it’s damaged they repair it, they clean it, and then they store it until it’s time to take it out again.

If you buy it, you’re responsible for all of that. You have to weigh the value of your time against what you’d be paying professionals to handle for you. In the end, it might make sense for you and your organization. The biggest one people forget is the storage. Sure, you could buy all the projectors for your breakout sessions yourself, but where are you going to keep the 30 projectors afterward? The broom closet? That empty cube down the hall?

“Bring us in earlier, please!” 

Ok, this one is flipped- something I hear AV folks say all the time. It still falls into the “things we wish you knew” category, though.

AV people can be an enormous resource for you, and not just when it comes to technology! We can help with the creative side, helping you design your event to maximize your AV spend, and guiding you into (or away from) themes and ideas that might impact your budget. Maybe you don’t need that Miss Saigon helecopter closing, and besides, it wouldn’t work in that venue.

And speaking of venue, we can help with contract negotiation! Be sure to run your venue contracts by your AV or production company before you’ve signed them. We’ve seen every trick in the book, and can help you head off problems before they start. More and more venues are imposing stiff penalties for using 3rd party AV companies, or charging through-the-roof fees for WiFi. Even if you haven’t settled on which AV or production company you’re using, most every AV person I know would be happy to be a second pair of eyes on your contract, even if they’re just “in the running” for the job, so don’t be afraid to use us as a resource from the earliest moments in the planning process!

BONUS!!

The following items were “cut for time” on the original article. Enjoy a few more things AV people wish planners knew!

“But those guys can do it with fewer techs…”

Different companies have different best practices. They also have access to different people and skill levels, and you can’t possibly know what staffing circumstances might exist. One company may have a group of well-rounded “Jack of all Trades” techs, while another may choose to employ specialists in each field of audio, video, and lighting. If a company A says it will take 4 people and cost $10,000, and company B says it will take 3 people and still cost $10,000, do please do not ask company A to try and do it with 3 techs in an attempt to save money.

“Can I get that by tomorrow?”

I’m sorry you need it tomorrow- if you want it to be accurate, it’s going to take time. Hurried quotes are more likely to be overbid, include unnecessary equipment, or leave out equipment you need. It’s simply human nature. If you want a more accurate quote, you need to slow down. Send your AV company the RFP, and then make sure you hop on a call with them to go through it line by line. Then, once they’ve sent you the bid, go through it line by line to make sure you have everything you need. A little patience early on can save you thousands in last-minute additions.

“Can I buy you lunch?”

Yes. Yes, you can. Buying the crew lunch has so many benefits, it’s hard to believe not everyone does it. On most events, tacking on a few more of the meals you’re serving the attendees wouldn’t even show up as a rounding error on the budget. Even if it does and you’re counting every penny, it’s still a good idea.

First and foremost, it keeps the crew together and makes them feel more a part of the event. If they all go their separate ways at the food court, it’s just not the same as all sitting around the same table. And even though the point of a break is to forget the show for a minute, you’d be surprised how many solutions to problems get figured out over a flat-meat sandwich backstage.

Providing crew meals, coffee stations, beverages and snacks show you care about them, and when a crew feels like you care about them, they’re much more likely to care about you.

"Do we really need rehearsal?”

Yes. Yes, you do. The more smoothly casual it looks, the more likely they rehearsed the ever-living crap out of it. Everyone wants to deliver a Steve Jobs keynote, but what so many don’t realize is that Jobs required a full week of rehearsals in advance of Apple events. Every move was meticulously choreographed. It’s no coincidence that after Jobs was gone, most people agree that Apple keynotes lost their luster. That just the man…

BONUS BONUS!

Here’s a “Whiteboard Wednesday” I did on this topic for Endless Events…

Pro Tips for Saving Money on your AV Bill

(An edited version of this article was originally published in MeetingMentor Magazine in Fall 2018. Updated February, 2019)

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If there’s one universal truth for all events, it’s that there’s no such thing as an unlimited budget. Even world-class sporting events and megalithic awards shows have their limits. Every planner, at one point or another, is faced with the limits of their own budget and is forced to find a way to save a few dollars.

There’s plenty of big-ticket items on events: the venue, catering, transportation. Most of those costs are easily understood and can be adjusted based on the level of quality and service desired. If you want to save money on the evening dinner, you may need to change the menu or choose a lower cut of meat for your guests. If you want to save money on transportation, your folks are flyin’ coach!

When it comes to AV, however, far too many planners still just accept “the price is the price” on a bid full of equipment they don’t understand or collapse under pressure from the venue to “just use the in-house”, stacking on fees and charges as disincentives to bringing in your own AV company. There’s plenty of good reasons to use an in-house AV company, but let’s be honest- price isn’t usually one of them.

Let’s take a deeper look into that and a few other ways to save money on your AV bill!

Back to School: Learn More About AV

This one’s probably the more difficult, so let’s tackle it first. I’ve heard so many planners and other event folks say, “Oh, I’m just not techie, I could never learn that stuff.” But here’s the thing… You’ve probably never heard someone saying, “Oh, I’m not French, so I could never learn French.” AV is just a language, and if you just spend a little time learning the lingo, you’re able to enter into a more informed conversation with your AV providers.

If you’re still in school, make sure you find out if they offer an AV 101 class. More and more schools are providing these as part of their hospitality programs, thank goodness! If you’re out of school, take advantage of industry conferences and associations that provide education sessions. Keep an eye out for AV and other tech-related classes. Full disclosure: I teach an online technical meeting production course for planners, but that’s not why I include this point. Education really is one of the best ways to save money on your AV.

Why? Because most of the time when AV providers “bulk up” their order, it’s not because they want to cheat you, it’s because they want to cover their, umm… bases. The more you sound like you know what you’re talking about, the more likely they are to take you at your word that what you want is what you need. That helps make sure you only get the equipment you need, and nothing more thrown in, “just in case”. Your quotes are going to be more accurate, so you’ll truly be only paying for what you need.

House Party: In-house AV vs. 3rd Party

Most experience planners have at least a couple of horror stories when it comes to using in-house AV companies. I always try to remind folks that crew vary wildly from property to property and city to city just like any AV company, so it’s important to take these stories with a grain of salt. There is something that’s true more often than not, however, and that’s in-house AV companies tend to be more expensive. Why? Well, lots of reasons dealing with economics, real-estate, and market differences, but the easy one to understand is this: they’re convenient.

Much like the $8.00 can of soda in the hotel lobby store, you’re paying for convenience. The equipment is all on site in case you need something last minute, and at the end of the show, it all goes on the master bill. No muss, no fuss.

Unfortunately, many venues will discourage you from shopping around and trying to get a lower price. Many will have penalties in their contracts if you choose to bring in a 3rd party company or will revoke certain concessions like free wifi. But don’t let that stop you! No matter what, I always recommend people getting at least one 3rd party bid. They’re almost always less expensive, sometimes even with the penalties and discounts. I once saw a client save almost $10,000 by bringing in a 3rd party AV company, and that included paying the hotel a penalty!

Negotiate, Negotiate, Negotiate

Some people prefer to use the in-house because it’s so convenient, and that’s OK. But you should still get at least one bid from a third party. Why? Leverage. The biggest thing that getting educated and getting additional bids enables you to do is negotiate. An in-house company will more often than not come down in price if they know you’re seriously shopping around. Be tactful, be polite, but don’t be afraid- you don’t have to go all Godfather on them. You’d be surprised how often, “Look, guys. I want to use you, but this other crew is willing to do it for $10k less. Can you at least meet me halfway?” will work!

And if you’re worried about the quality of your crew, one final tip: don’t be afraid to ask for references. We do it all the time with 3rd party AV companies, so why not do it with the in-house? Ask the venue to be put in touch with the most recent clients to use the in-house AV. It shouldn’t be an issue, and it might even be a red flag if they’re unwilling to do so. That might give you more leverage if you’d rather use a 3rd party, as no respectable venue should force you to use a vendor that was getting bad reviews.

What are your favorite tips for saving money on your AV bill?

How to Fix a Loose Charging Port on a Nexus 6 (and probably a lot of phones)

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I love my Nexus 6, but since day one the charging port has always felt like most USB cables didn't go all the way in. As it approached the 2 year old mark, this condition had gotten steadily worse to the point that any and all cables would simply fall out given a stiff breeze.

I searched and searched online, but as often happens if you don't create the exact right set of search terms, I came up pretty empty. A lot of articles blamed "non-OEM" cables, others said they sent theirs back to Google for a replacement.

Even though it was way out of warranty, I did contact Google. They had no answers, suggesting I contact Motorola for hardware support. I was disappointed, but it triggered an idea- I started searching for articles about loose connections on Motorola phones, and not specifically the Nexus 6. Now things started coming up, and with a little digging I found this post on XDA Developers: http://forum.xda-developers.com/showthread.php?t=1856180

In it, user telmosousa describes how using a toothpick, you can clean out the port on your phone. The toothpicks I had were even still too large, so I literally had to whittle one down to get into the port and... sure enough, a disgusting amount of lint and other crud scraped right out. My charging port is back to its like-new "not quite looking all the way plugged in but nonetheless fully functional" condition!

Whenever I find a "how to" that took me forever to find, I do try and post it here for others!

Hope this helps some people out!

The Road-Life Balance: Tips for the Traveling Pro​

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One of the best pieces of advice that’s ever been given to me is this:

“There is no work/life balance. There is only Life.”

In other words, life is not some giant scale or ledger whose accounts must be balanced. Instead, it’s a series of priorities. Sometimes those priorities may be family and friends, other times it may be your career. It all depends on what the priority is at that moment in your life. It’s a convenient (and in my opinion significantly less stressful) way of dealing with your personal and professional world, rather than constantly trying to find some kind of balance between the two.

I’ve come to realize, however, that there was some imbalance in my life. It wasn’t a work/life imbalance, but rather a road/life imbalance. Travel has always been a part of my job working in the meetings and events industry for the last 20 years, but these days I’m on the road at least once or twice a month. It’s not that uncommon in our industry, especially for those of us that do corporate or association meetings and events. That being said, there are plenty of road warriors across all disciplines that reach Platinum flight status by June.

And I hear the same things from almost all of them:

“Ugh, I always come away from these trips 10 pounds heavier.”

I know that’s the case for me. I’ve been tracking my weight almost daily over the last year and you can see a noticeable uptick whenever I went on the road. The longer I was on the road, the more weight I gained.

It’s more than just weight, though. I’d be exhausted, cranky, and basically useless for a period of time after I got back from a trip. The longer the trip, the longer the recovery.

The reasons for all of this are probably obvious to you, as they are to me. When we’re on the road, we act like different people than we do at home. We eat more, and we justify it because we’ve walked 35,000 steps around a convention center (or airports, or city center) all day. We drink more alcohol because of the “work hard, play hard” mentality that so many companies have. We get up stupid early and we go to bed stupid late to accommodate full schedules. Fitness center for a run? Bah! When am I going to get the chance when I’ve already got a 6am call scheduled?

Basically, with the exception of the actual work we do, we act a lot like we do when we’re on vacation. Eat lots, drink lots, sleep little, exercise little. The difference is, most people don’t go on vacation once or twice a month, and if they did, they’d probably gain weight too.

I became determined to find a solution. Some way to bring Road Me and Home Me in to closer alignment. Here’s a little of what I’ve found so far…

The Quest for Continuity

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Even before the weight tracking, I’d actually been playing around with the idea of road/life balance for years. It occurred to me one day while I was starting my day at home, that I had completely different morning routines when I was on the road versus when I was at home. How many times I’d hit snooze, when I’d get my first cup of coffee - even when, and how often, I’d brush my teeth! And so began the Quest for Continuity, my attempt to start being the same person, no matter where I was in the world.

It began, as I said, with my morning and evening routines. I started buying duplicates of all my toiletries, so that I didn’t actually have to remember to pack them. Everything is the same- same shampoo, conditioner, soap, toothpaste, toothbrush- all of it, packed into TSA approved 3 oz containers so I can carry them on. Just doing that made me start to feel more at home on the road.

There were also things that I did on the road that I started to bring home: I realized that I was brushing my teeth more often on the road, and decided I liked my “road toothbrush” better than the one I had at home, so I bought another one. I realized on the road I’d have my first cup of hotel-room coffee before I hopped in the shower, and started doing the same at home.

Results: Because I use my own soaps, shampoos, and conditioners, I feel more refreshed and clean throughout the day. I also, err… smell more like myself, rather than some Orange Lily Ginger-Infused Jasmine bath bar with a vaguely European-sounding name that the hotel contracted to supply as its guest soap. By keeping it in my carry-on, I can wash up quickly on long-haul flights, arriving at home feeling slightly less road-funky. By changing when I drank that first cup of coffee, I emerge from the shower more awake than I used to. Super-glad we have that Keurig to get it going quickly!

Sleep

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I don’t trust hotel clock radios, and only use them as emergency backups. Usually I use my phone as an alarm, and have been using the same alarm app for years. For really early mornings, I’ll set a wakeup call as a backup. As part of looking at my morning routine, I realized I was hitting snooze a lot more on the clock radio at home than I was on the road. I started using my phone instead of the clock radio, using the same app I used on the road. I’ve set it with a hard limit of 2 snoozes, and it makes me do math problems before it will shut off. I hate it often, but it always gets me up.

I also make sure to pack the same kind of clothes I wear to bed at home when I’m on the road. It’s easy to say you’ll just sleep in whatever, but remember we’re going for continuity here. If you sleep in PJs, pack PJs. T-shirt and shorts? Pack ‘em.

And finally, check that thermostat. I usually sleep with the temp around 68, and I open the windows whenever it’s practical to do so. I hate that recycled hotel AC, and I avoid it as much as I can.

Results: The amount of time I have to allow myself to get ready in the morning is significantly reduced, because I know I can’t snooze more than 12 minutes. Often on the road I’ll start the coffee maker between the first and second snooze so it’s ready when I get up. I find I sleep more comfortably in my own cozy bed clothes and with the room at the right temperature, and this seems to help me get over that “can’t sleep well on the first night” that happens to a lot of us. By getting more sleep on the road, I find I’m not as wiped out when I get home, shortening the recovery time.

Food

Obviously this is a big one. Although it’s almost impossible to eat like I do at home when I’m on the road, I’ve been focusing on trying to do it as much as possible. Take breakfast for example: On the road I found myself eating giant breakfasts of eggs, toast, bacon, hashbrowns- whatever was being served for free or at the buffet. Most of us do not eat that way every day at home.

My standard fare is a very light breakfast and about 4 or 5 (small- not Venti) cups of coffee before noon, which is about 500 calories less than a typical hotel breakfast. I’ve started bringing a small insulated cooler about the size of a lunch bag in my backpack, filled with turkey snack sticks and string cheese. I find a couple of these plus a cup of coffee is usually enough to get me going in the morning, and if I get snacky, I can always grab another one as needed for a little burst of protein and fat. They’re fast and easy, and you can eat them on the run. If you’re vegetarian, dried nuts and fruit would probably make a nice substitute, and doesn’t require a cooler sack. By snacking throughout the morning, I find I’m not as starving by noon which helps with the next pitfall, lunch.

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Especially when we’re working hard, our lunches tend to be fast food, flat meat on giant buns, or more hotel banquet food. Not much we can do about that, but I’ve found that by snacking in the morning, I’m not ravenous by the time it’s lunch, which at least keeps me from wolfing down a ton of bad food. We also often justify this with “Who knows when I’m going to get around to dinner?” This is also avoided by keeping a supply of snacks in your bag, so you don’t feel obligated to eat until you’re stuffed.

Dinner? So far I’ve just been leaving that be. I’ve tried to make a little bit smarter choices, but when you’re all going out for the Best Pizza in New York, I’m not going to say no. Plus in my line of work, dinner is frequently the only time you get to experience a little life “outside the ballroom”.

Results: The last two trips I’ve been on I have maintained my weight, give or take a couple pounds- at least within the ranges of normal fluctuation. I’ve also felt like I had more energy in the mornings, not as obligated to over-eat on lunches, and even been popular with team members and clients for sharing my snacks! I felt less guilty about having a larger meal at dinner, and get to enjoy the nightlife a little more.

Exercise

Since I’ve been shooting for continuity, I’ve been trying to find an exercise regime that works both at home and on the road. I enjoy walking/running on the treadmill, but frequently don’t have time to take an hour a day on the road to do so. Plus, I’m not much of a morning person, so I’m not getting up at 4am to work out before a 6am crew call.

My search has focused on exercises that can be done in short durations. There’s been a lot of research that shows that short workouts of high intensity can be just as beneficial as longer workouts, so that helps with not having to get up as early. I’ve also been looking at workouts that can be done inside a hotel room, so I can save even more time by not having to trek down to the hotel fitness center. There’s occasionally time on a job where the morning is booked, but I might have an hour to spare in the afternoon. Not enough time to get to the room, change, head to the fitness center, run, get back, shower, change and get back to the ballroom, but if there were something shorter… maybe…

I’ve settled on trying two sets of workouts, both very similar:

Five exercises you can do in your hotel room in 15 minutes - USA Today
http://www.usatoday.com/story/travel/roadwarriorvoices/2015/02/23/get-a-full-workout-in-your-hotel-room-with-these-bodyweight-exercises/83837354

and,

The Scientific Seven Minute Workout - New York Times
http://well.blogs.nytimes.com/2013/05/09/the-scientific-7-minute-workout/

Be warned, the 7 minute workout will have you huffing and puffing if you’re in the least bit out of shape, and it does require a sturdy chair for a partner. It’s a timed workout of 30 seconds, followed by 10 seconds of cool down, then into the next exercise, and it absolutely kicked my buttinski the first few times I’ve done it. I like it though, because it’s time-based, instead based of the number of reps. As I get in better shape, I’ll naturally be able to do more reps of each exercise. For now, I just try as hard as I can to fill the allotted time with as many reps as I can. They’ve even built a nice web app for mobile phones, accessible from the link above, which sets the timers for you and has audio prompts for each period. Once you’ve mastered the basics, they even have an advanced version.

Results: Jury is still out on this one, but I’m definitely getting into better shape. I think exercise and the above changes in diet are definitely contributing to my not gaining weight on the road. The last couple of road trips have involved heavy socializing, though, so my alcohol intake has been a bit higher than on normal work trips. Which brings me to…

Alcohol

StockSnap_B344F5C660.jpg

I hate to add this one, but I have to. Fact: I drink a lot more when I’m on the road. It definitely seems like a great deal of the people in my industry have that “Work hard/Play hard” mentality, so there’s always someone who’s up for a nightcap no matter how long the day’s activities are.

But, as a guy in my 40s, I’ve had to come to the horrible realization that many men in their 40s come to: drinking makes me gain weight. As a result, on the home front, I’ve almost entirely stopped drinking any alcoholic beverages during the week, and then try to moderate my intake on the weekends. I can still whoop it up when I need to, but week to week, my consumption is way down. This, combined with more regular exercise and healthier eating, has been the biggest contributing factor for my actually losing weight at home.

On the road, however, this has proven incredibly difficult to bring into alignment, mainly due to the pressures of “let’s go out for one” after a long day/night. Or the bottle (or bottles) of wine delivered by the hotel to the show office. Or the nicely chilled Heineken waiting in the mini-bar after a long, sweaty day of setting up an event. Man, it’s hard to resist.

Many people will also drink to help them sleep, especially on that first night in a hotel. Counterintuitively, there’s been plenty of studies that drinking can actually disrupt your sleep patterns, making you get less quality sleep, and (again as a guy in his 40s) getting up frequently through the night to go to the bathroom.

Results: TBD. Much like dinners, I’m trying to make slightly better decisions, maybe swap out a couple of drinks for a water or two, but for the most part I’ve been allowing myself some leeway. If adding in exercise and my other techniques aren’t getting the job done, though, I’m going to have to start watching the booze intake on the road, too.

Conclusions

Finding a balance between your road life and your home life may be as simple as trying to find as much continuity as possible between the two. Be sure to look in all directions for ways to improve both versions of your life. Can’t find the time to FaceTime the kids? Why not record them a video when you do have a break, and have whoever’s at home with them show it to them at bedtime? Having trouble finding time to exercise? Find a shorter workout! What things do you differently that might be causing you problems on the road? What could you do better at home? The more continuity you have, the less traveling feels like something out of the ordinary, and the more it just feels like… life.

The One Question Survey: What Would It Be for Your Event?

Survey.png
 

If you could boil down your post-event survey down to one question, what would it be?

 

Recently I needed to call customer service for Delta Airlines regarding a possible change to my itinerary. Normally I’d use the web interface or mobile app for these types of things, but in this case apparently what I was trying to do somehow violated Asimov’s 3 Laws of Robotics, so digital methods were just not cooperating. I was forced to *GASP* use the telephone and talk to a real, live person.

The service representative was extremely pleasant, worked through several multi-city flight scenarios, trying each in turn to see how much they cost, including change fees, routing through various hubs, and other tricks of the trade. She was patient and creative as we tried out each possibility in the system. Wow, what a rare and wonderful customer service experience!

As she concluded the call, an automated voice asked me if I wanted to participate in a one question survey. I’m not normally good for completing ratings or surveys unless they’re only a couple of questions, and have abandoned more than my fair share of surveys once they’ve gone past the first page. But one question? I could handle that. Especially since my experience had been so great. I wanted to make sure my service rep was rewarded, and I was intrigued- what kind of information could you glean about my 20 minute call from one question?

The question was simple, brilliant, and not at all what I expected. It went something like this: “When thinking of the representative that just helped you, how likely would you be to hire them as a customer service representative?” I was presented with a 1-5 scale, I punched in the highest score, and that was it. Thank you, and goodbye.

Obviously, I was impressed with the power of that one question. Impressed enough to immediately jot it down as something I’d have to write about later. It got me thinking about the post-event surveys we deal with on a regular basis. As I mentioned a moment ago, I don’t have much tolerance for lengthy surveys, especially those where every response is marked “Required Field.” Unfortunately, far too often we see exactly that kind of survey as a follow up to our events.

How many people started your post-event survey, then abandoned it once they realized what they were getting into? How much of a representative sample are you really getting when only 5% of your attendees fill out your survey completely? There seems to be a hesitancy on the part of survey creators to have too few questions, as if important insights can’t be gleaned from a short survey, and that only pages and pages of required fields can get you the information you need.

But… what if… all you needed was just one question?

“Would you attend this event next year?” seems too simple, and doesn’t tell you much about anything. “Would you recommend this event to a friend?” Maybe, a little closer. But what about something like this: “If you were spend your own money, and not your organization’s, would you attend this event next year?” Getting closer. There are definitely events that I would only attend if the costs were being covered by someone else. There are others that I likely would pay my own money to attend.

So what would your event’s one question survey be? Leave a comment and let me know!

Achievement Unlocked - Made it on TWiT

Well, there's one to check off the bucket list. Last week I had the opportunity to be on the TWiT (This Week in Tech) network as part of the "Call for Help" section of their show The New ScreenSavers.

Left: Fr. Robert Ballecer, SJ  Right: Leo Laporte  Center: A strangely orange and typically shiny me

The show was prerecorded in advance of the US Thanksgiving holiday and released on November 28th, 2015. On this episode, host Leo Laporte was joined by Father Robert Ballecer, SJ, a specialist in enterprise technology, and a Jesuit priest. How's that for a combo for ya?

I originally reached out to the network during my recent unsuccessful bid to get elected to the Richfield School Board, hoping to get their insights on technology in our schools. While I had a strong suspicion they'd be in favor of Chromebooks over iPads or Windows laptops, I was curious to get their take, as well as their thoughts on lower income families who might not have access to the Internet at home.

Why it was a big bleeping deal for me...

Being on the show was a complete fanboy experience for me, and I was incredibly nervous. You see, there's a direct connection between my discovering The Screen Savers (hosted by Leo Laporte, and featuring the original "Call for Help" segment) on the short-lived cable television network TechTV circa 2002, and my life today. At the time, the programming was just interesting to me- geeks talking about geek stuff, a little bit of hacking, and a lot of basic computer repair. Stuff that's proven extremely valuable to me in my life as a technology guy ever since. Not long after I discovered the network, it began to disintegrate. There just wasn't enough mainstream demand for such focused, geeky content.

Fast forward about 5 years or so: I'm married and have a beautiful daughter. One day while surfing the net I discover that Leo's been making a new show called This Week in Tech- but it wasn't on TV, it was something called a "podcast", and you could download it and listen (or watch it) through iTunes. My world opened up in a way I wouldn't have thought possible

Being a new parent, there wasn't a lot of time to sit around watching TV, much less reading a book. Through podcasting, I could keep up on all the technology news I could handle, all the while bouncing a baby, mowing the lawn, shoveling the walk, doing the dishes... Through the podcast world I learned of Audible, and started listening to audiobooks. I don't think I'd read more than a couple books for leisure in the previous 10 years, now I was devouring them at a rate of one a month. We had another daughter, and I began blogging about my experiences as a GeekDad. Some of the articles still survive at the very beginning of this blog.

Listening to podcasts, I discovered Twitter. Within weeks of being on Twitter I started to meet event industry folks that remain my friends to this day. I started going to conferences and meetups, and eventually started speaking publicly. From there I began recording classes at the Event Leadership Institute, which in turn led me to doing more public speaking at conferences, as well as my all day intensive classes on technical production. I met even more meeting and event people, and the next thing I knew I was a co-hosting a podcast myself. Lindsey Rosenthal, Tahira Endean, and I produced a year of weekly industry podcasts called The Event Alley Show. When that came to a halt, I was approached by BizBash to host a new podcast, GatherGeeks.

I've often said that my biggest professional regret was not getting involved in the industry earlier. Basically I lived in my own little company bubble for 15 years. When I started to get out and meet all the fantastic meeting and event people from all over the world, my universe began to change. I went from liking what I do, to loving what I do, and I started my own company.

And if I hadn't stumbled upon Leo Laporte, The Screen Savers, and TWiT, none of that would have happened.


Links:

The New Screen Savers Episode 30

GatherGeeks- A Podcast by BizBash

The Event Alley Show

Alex Lindsay's Manhattan Transfer Recipe

On December 31st, 2014 the TWiT (This Week in Tech) online video network celebrated New Year's Eve with a live "24 hours of 2015" marathon.  The marathon sought to ring in the new year across the globe's 27 time zones (yes, there's more than 24), and to raise money for UNICEF, the United Nation's Children's Fund.  The marathon raised over $70,000 for the charity!

Lots of shenanigans happened over the 24 hour period, but one section that caught my eye was the "Mixology" section put on by computer graphics and video production pioneer Alex Lindsay.

Alex showed us a couple of cocktails during the segment, including a modified Manhattan Transfer (which is an already modified Manhattan), as well as a liquid nitrogen cooled Daiquiri recipe.  I don't have ready access to liquid nitrogen, so I'll probably be trying the Manhattan Transfer first.  Unfortunately, the segment goes by pretty fast, so it was difficult to understand what some of the ingredients were- but with a little Google searching and pausing to analyze the video, I was able to cobble together the recipe!

Ingredients:
Averna (Italian Liqueur)
Rittenhouse Rye Whiskey
Antica Formula sweet vermouth
Peychaud's orange bitters
Ice for chillin'

Put ice in a pint glass, about 2/3 to 3/4 full.  Add 2 parts rye whiskey.  Add 1 part Averna.  Add 1/2 part sweet vermouth.  Add a "couple dashes" of the bitters.  Stir or shake approximately 20 seconds.  Serve in a martini glass.

Enjoy!  And let me know what you think of it in the comments.  If you enjoy the recipe, why not donate a little to UNICEF as well?  The campaign is still open at http://unicefusa.com/twit

Interactive Polling: Reading the Minds of Your Audience

Audience feedback is one of the most important ways you can improve you meetings and events.  Comment cards or surveys can help guide you when it comes to crafting your next event, but why not take advantage of the group while you have them and get real-time feedback?   When you’re looking for a rough idea of how an audience is feeling, just having a show of hands might be sufficient.  When it comes time for an exact vote count, or if you just want to add a splash of technology to your meeting, you may want to consider many of the great interactive polling options available.

Interactive polling technology goes by many names and comes in many packages.  The most common of the options is still, by far, the wireless keypad.  These are handheld devices with a number keypad on them and perhaps an LED display to let the voter know their vote has been counted.

Different people refer to these keypads in different ways.  Here’s just a few of them:

  • APT (Audience Polling Technology)
  • ART (Audience Response Technology)
  • Voting Keypads
  • Reply System (A brand name of voting keypad)
  • Audience Clickers
  • Voting Doohickies (I have a client that won’t call them anything else)

There are scores of different makes and models of these keypad devices, but they all pretty much run the same way.  The presenter will ask a question and usually display a slide with the answer options.  An example might be “Which of our products do you think has the highest profit margin?  1) Wrenches, 2) Hammers, or 3) Screwdrivers.”  Sometimes this slide is displayed via specially designed software.  In other systems the options might be embedded in a PowerPoint deck.

Note: Many of the dedicated software systems for APT haven’t been updated in a long time, so they can look a little dated.  However, with a few modern exceptions, I haven’t found embedding the polling in PowerPoint to be very stable, and can cause crashes.  I’ll take a little dated and stable over pretty and likely to blow up, any day.

Once the question has been posed, the audience members take their keypads and enter in the number that corresponds to their answer.  If the keypad has a display, the number they entered will display to indicate that their vote has been registered.  The keypads operate on a closed wireless network, and send their signals to a base station located backstage or at the tech table.  This base station is hooked up to a laptop where the data is crunched and the results can be displayed- again via dedicated software or embedded in PowerPoint.

The speaker is now able to address the results in real time.  If the audience chose screwdrivers as being the most profitable, but in actuality hammers are, it can serve as an educational moment for both the speaker and the audience.  It’s not difficult to imagine that this kind of real time information can be extremely valuable to C and D level executive wanting to know if their corporate messaging and education are actually sinking in with the rank and file.

The biggest advantage to this type of interactive polling is that is is a closed network, compared to some of the options we’re about to look at.  It should come as no surprise then that these types of hardware solutions are popular with financial and medical groups, where security and confidentiality are extremely important.  We recently provided polling keypads for a group that was so secure that the techs had to leave the room during deliberations, and only allowed back in to run the equipment during the “Is the motion adopted? Yes or No” phase.

Many of the handheld solutions have been around a while, and as such can look a little dated in the era of smartphones.  There are a few high end models, however, that offer their users a whole new level of interactivity.  These new models feature full  QWERTY keyboards, color display screens, and even built in microphone and wireless audio support.  If the voting needs to be tracked, attendees can insert a special encoded badge into the keypad, identifying them.  To return to anonymous polling, they simply need to remove the badge.  This kind of tracking allows this hardware to do more than just polling and relaying audience questions.  It allows them to manage other portions of your event, such as silent auction bidding.

While they can be quite a bit more expensive when compared to the old standby keypads, they can replace many other expensive systems at an event, such as wireless translation headsets, and audience QnA microphones.  When used to their full potential they can be worth every penny and provide a rich, fully interactive experience.

Just as conference and trade show brochures are being phased out in favor of mobile phone applications, so to are the old polling keypads.  With the majority of meeting and conference goers walking around with a wireless supercomputer in their pocket, more and more planners are exploring the world of mobile and web-based polling technology.  There are many services out there, and they’re all a little different, so it’s extremely important to know your audience and know at what level of interaction they’re mostly likely to participate.  Some Internet-based services even allow users to vote through multiple options, increasing the response rate dramatically.  These options include voting via text message, a mobile web site, or even via Twitter.

Many mobile event apps are building in the ability to push polling to their users in an attempt to be the “One App to Rule Them All”.  Others use stand alone polling apps, and still others use mobile web pages.  Whichever route you go, be sure to take into account how that data will be gathered and displayed.  Almost all of these services are going to require internet access of some kind in order for the attendees to send their responses, so there either needs to be quality cellular data services or WiFi available.  This is where text message polling can come in handy, as the cellular connectivity level for sending texts is much lower than data.  In other words, you can send a text message with “only one bar” of signal much easier than you can access a mobile web page on the data network.

Much like the keypad network, the responses are sent to a central location, only instead of a wireless base station, the responses are sent to a server provided by the service.  Results can then be accessed via the web, so once again you’ll need to make sure whatever machine needs to display the results has a solid internet connection in order to retrieve the data.

Note: Be sure to get an idea of what the results display will look like, too.  Many of the mobile apps that have built in polling don’t have an effective way of displaying that data live in the room, and are designed more to replace comment cards than to be truly interactive polling.  Even in full screen mode they might have scrollbars, links, and logos  (other than yours) on the results page.

These services are growing in popularity exponentially with our customers.  We find that once they dip their toes in the interactive polling pool, they become addicted (in a good way) to that instant feedback.  Everything from educational quizzes and game shows, to voting on what to name their internal network, customers are finding more and more creative uses for live interactive polling.

On Teleprompters- What are they, and when should you use them?

It is no secret that being a good communicator is key to success in business. We value those who have the ability to communicate well, and that often includes public speaking. One proven tool to aid in the delivery of a speech or presentation is the teleprompter. However, knowing when and how to use one may be just as instrumental in earning that standing ovation.

History of the Teleprompter Simply put, a teleprompter is a device that “prompts” the person speaking with a visual text of a speech or script. This allows the reader to read the text word for word, ensuring a consistent and accurate speech, while maintaining the illusion of spontaneity.

In the 1950s, Fred Barton, Jr. came up with the idea of a teleprompter as an actor. He later helped found the TelePrompTer Corporation, which built the first devices. Although in some countries it may be referred to as an AutoCue (a UK brand name), the TelePrompTer name has become the generic term for these devices in most of the world.

The earliest teleprompter was nothing more than a scroll of paper with a script printed on it that was then run over a mechanical device operated by a hidden technician. It wasn’t long before the initial version was improved upon by becoming automated and mounted on a television camera. These improvements, though better than cue cards and a standalone prompter, were not enough because the speaker was still looking slightly off camera. Thus came the next, and most important improvement: reflective glass.

Instead of being mounted facing the speaker, the prompter was mounted below the camera and facing up, or mounted above the camera and facing down, with the text reflected off a piece of glass directly in front of the camera lens.  The placement and construction of this glass prevented it from being seen by the camera and allowed the speaker to look directly into the camera while reading.

The computer revolution in the 1980s brought many advances. Scrolling paper rolls were replaced with monitors and computer-generated text as early as 1982, but were still in use as late as 1992. The advancement of technology has also enabled teleprompters to become lighter and thinner, straying away from old bulky ray tube monitors to ultra-slim flat screen monitors. Voice recognition software has also played a part. For example, high-end news organizations are testing teleprompters with the ability to be voice activated, ensuring that the prompter is always going the right speed for the speaker.

Today’s Types of Teleprompters The three main modern types of teleprompters are camera mounted, presidential, and floor or stand mounted.

  • The camera mounted teleprompter, as we’ve already discussed, works with text being bounced off special glass placed in front of the lens. This type of prompter is used mainly for pre-recorded videos for speakers, guests, or top-level management. They come in a variety of shapes, sizes, weights and need to be coordinated with the AV provider to make sure that the right type is used and matches the camera.
  • The presidential teleprompter works basically in the same manner as the camera mounted monitor, except the mirrored glass is mounted at the end of a thin pole instead of on a camera. However, just like the on-camera models, the speaker is able to look directly at the audience through the glass as if it were not there. This is great for a live event. They are almost always used in pairs - one to the left and one to the right of center - encouraging the speaker to change focus and look at the entire audience.
  • The floor/stand teleprompter can be placed at an angle on the floor, mounted on a stand, or hung from rigging points in the back of the room. When using them by themselves, floor mounted prompters can be just as good as presidential prompters but it can cause the speaker to look down more or make them appear as if they are only talking to the first two rows of attendees.

In addition to the actual teleprompter itself, there are some other components that are also essential -- the software and the remote control. Both camera mounted and presidential prompters require images to be reflected off of a piece of glass, which then requires that the original text be reversed.  All professional prompter software should have this feature. Teleprompters also require a way in which to stop, start, and manipulate the speed of text.

When should/shouldn’t you use a Teleprompter? Using teleprompters, such as a presidential monitor, infers professionalism and makes a speaker look more “presidential.” In general, prompters make the speaker look better as they allow them to connect with the audience, whether live or prerecorded, through eye contact, and studies have shown that eye contact can be a major factor in whether or not we trust someone.

The average person (not a trained actor, or someone with a photographic memory) has a difficult time memorizing large chunks of text. This is why many speakers use PowerPoint or notecards to keep them on-track. However, these methods can be cumbersome and make the presenter feel the need to add graphics or slides when they may not be relevant or useful. Teleprompters are also used when a speaker needs to convey a lot of detail or technical specifications.

Just as knowing when to use a teleprompter is important, knowing when NOT to use one is just as essential. The budget of an event can play a very big part in the use of a teleprompter, because you not only have to pay for the equipment but you have to pay for the person to operate it. Cost is not the only factor when considering a teleprompter; the environment is just as important. If the room and audience are small, the use of a teleprompter might be awkward. Imagine being in a small breakout session and having the speaker behind a pair of presidential monitors.

Preparing Speakers for a Teleprompter Picking the right equipment is only half the battle when it comes to delivering a good speech. The speaker and the speech itself have to be a finely tuned machine. Options include hiring a speechwriter, which is surprisingly inexpensive, and they can work with the speaker to hone a message and to use language comfortable for the speaker. It is very important to write as one speaks, because if the language isn’t familiar, it often sounds stiff and awkward.

Not only does the speech have to be well written, the speaker delivering it has to also be well trained. The speaker should rehearse in the space before the event and allow plenty of time with the prompter itself. Even the most experienced speaker can find a prompter a little unsettling for the first time. Otherwise, a prompter will likely hurt the presentation, rather than help it.

One of the most important tips is to make sure that the speaker knows they are in control, not the teleprompter. It’s the operator’s job to make sure the speaker has the words they need, when they need them, not the job of the speaker to try and “keep up” with the prompter.

Conclusion In conclusion, knowing your audience, your prompter equipment, and your speech will ultimately reward you with a successful presentation. It is wise when budgeting to accommodate for not only the equipment itself, but for the operator and a possible script writer as well. Also, make sure that plenty of time is allowed for rehearsal and practice. Practicing with the equipment and with the operator can help make or break a perfect prompter presentation.

Originally published at metroConnections.com

Enable On-Screen Android Navigation Buttons on the Galaxy S3 (Requires Root)

On Screen Navigation on S3

***UPDATE*** If you're using the latest builds of CyanogenMod, you don't need to do this! Just go to Settings, Buttons, and check the "Enable on-screen nav bar" box. Et voila!

OK, this is one that's fun to try.  You'll either:

  1. Love it -or-
  2. Hate it

I know it might seem redundant with the hardware softkeys on the the Galaxy S3, but I really like this mod and it's one of the first things I do after flashing a new rom.  The S3 has plenty of screen real estate to handle it, and I find it a much faster way of navigating around the phone, with faster access to app switching and Google Now.  Also, frequently while trying to reach down to the "Back" hardware button with my left hand, the phone feels like it's going to shoot out of my hand like a bar of soap.

To enable the on-screen navigation buttons:

Use a file explorer (like Root Explorer) to navigate to

/system/build.prop

and open the file with a text editor.  Add the line

qemu.hw.mainkeys=0

at the end of the file.  Save and close.  Reboot.  Done

That's it!

Be advised, there a are a few apps that don't behave well with the keys, such as the camera.  For some reason (probably because it's a stock app) instead of resizing, it partially covers up some of the controls.  Still completely usable though.

For extra credit, you might try one of these other mods...

Disable the softkeys: Navigate to

/system/usr/keylayout/sec_touchkey.kl

and open the file with a text editor. You will a giant list of key numbers and what they do.  Try to find these...

key 172    HOME key 158    BACK key 139    MENU

Add a # before any key you don't wan't to use anymore.  Save and reboot.

Thanks to jastonas over on XDA for the post!

Prevent the "HOME" key from waking your phone up: Personally, I like to keep the softkeys engaged.  I do still use them from time to time, such as when you can't find the freaking "MENU" key on a poorly designed app.  But, in a completely made up statistic, I have found that accidental pocket-engagement of the "HOME" key is responsible for 80% of battery loss.

Navigate to

system/usr/keylayout/sec_keys.kl

and open the file with a text editor. You will see this...

key 115    VOLUME_UP           WAKE key 114    VOLUME_DOWN     WAKE key 172    HOME                     WAKE key 116    POWER                   WAKE

Just delete the word "WAKE" from the "HOME" key (or more if you like, but be careful you still need a way to wake your phone!!!).  Save and reboot.

Thanks to Eric over on Galaxy S3 Forums for the post!

That's all there is to it!  So now that the S4 is coming out, is anyone getting antsy to trade in their S3?  Personally over a year in I'm still happy as a clam...

On Being Nice to Airport, Airline, and Hotel Employees

Buh Bye

Ok, so much of what I’m about to say may seem obvious, but I can personally vouch for the fact that most of what highly paid motivational and inspirational keynote speakers say is, after you’ve heard it, pretty obvious stuff.  I’ve sometimes considered becoming a motivational speaker myself, with my “hook” being that I’ve heard hundreds of them and can boil most of it all down to about 10 salient points- but that, dear friends, is a story for another day. THIS story is about how I went from hating traveling to enjoying it, and it all started on a whim.

For a very long time, I really despised traveling.  Don’t get me wrong, I enjoyed the destinations, but I hated the journey.  I was blessed that my parents wanted their kids to be exposed to other cultures, peoples, and places, and we traveled a fair amount both inside the US and even a couple times abroad.  So now in my adult life, I really do love being in other cities all over the world, soaking up the surroundings, seeing how very different we all can be, and how very much alike we all are.

But the getting there... oh, man...

To start, there was the ear pain.  Every time I flew, my ears would properly “pop” and pressure-equalize on the way up, but not on the way down.  This would cause excruciating pain in my ears during decent, not unlike having your eardrum being squeezed by a vice made of ice needles.  The pain would usually subside once on the ground, but one or both of my ears would remain clogged with fluid for anywhere from 1 to 3 days.  After many years of trying every remedy people could think of - chewing gum, drinking water, pressure points, ritual sacrifice - I finally learned from my Dad, who had the same problem but to a much lesser degree, to use a special kind of silicon earplugs that cover the whole ear-hole.  That’s a technical term, of course.

This worked like magic, but I had to wear them for the entire ascent and descent.  It also had the secondary benefit of blocking out the other ear-holes on the flight that talked too much.  A happy ending to at least that part of the story, but the number of years that I just suffered through the pain far outweighed the ones where I knew that particular solution.

Setting my medical issues aside, everything about airports and airline personnel just rubbed me the wrong way, and it seemed as though every travel experience was worse then the last.  There was the time I was stranded in O’Hare overnight and slept on a bench (which I later turned into an unpublished short story called The Moving Walkway is About to End), or the time that I was stranded in the Bahamas with no money and a taxi voucher that no taxi driver would take.

Even in the years before 9-11, I always seemed to have issues with security.  When my parents would swing through town, I would meet them at the airport for dinner, and if I even had a scrap of a gum wrapper in my pocket it would set off the metal detector.  After 9-11?  Forget about it.  I was a constant subject of bag searches, pat downs, and explosive testing, mainly due to the large amount of electronics I have to bring along for the typical meeting production gig.  Or perhaps I had a 3.25 oz tub of hair gel that just needed to be confiscated by the Federal Government.

At the ticket counter and in the air, I found the airline employees unhelpful, inflexible, and sometimes downright mean.  During the times I was stranded, I was never offered a hotel voucher, bonus miles, or indeed (other than the useless taxi voucher) any compensation at all.  After having been drinking alcohol legally in the UK for a full semester abroad at age 20, I was carded and not served on the flight back, due to “US Federal Law”.  When I explained that there was no federal law regarding the legal drinking age in the US, I was told, “Then it’s Northwest Airlines Law.”  No drinky-drinky for me.  I settled back into my middle seat and scowled.

It definitely felt like every airport ticket counter person, every security guard, and every flight attendant in the world was out to make my travel life as miserable as they could.  To add insult to injury, I was traveling more and more for work, pretty much insuring a future filled with increased pain and suffering.

And then one day, I’d had enough.  I just couldn’t take it anymore.  I was tired of feeling like a victim, tired of feeling helpless.  It was time to do something radical.  I decided to fight back in the only way I could.

I would kill them with kindness.

And so, on this utter whim, I decided one travel day to be just as unbelievably, doughnut-sprinkly sweet as I could, to every person I interacted with:

  • Long line at the baggage drop off?  *Big Smile* “Wow, you guys are really swamped today.  Hope you get to take a break soon!”
  • Bag check at security?  *Big Smile* “Sure, no problem!  I always get checked because of all the electronics gear I have to bring.  What’s that?  Oh that’s a wireless presenter mouse- pretty cool, huh?”
  • Getting an ever-shrinking bag of peanuts?  *Big Smile* “Thank you very much!”

At the end of the trip, I realized that I felt less tired, less put-upon, less grumpy.  So on my next trip, I continued to be just as nice as I possibly could to everyone I met:

  • At the gate- *Big Smile* “Hi how are you doing?  Oh, I’m sorry to hear that.  Want me to grab you a coffee or something?  You sure?  Ok, well I was wondering if there were any aisle seats available since it looks like I’m in a middle seat.  Oh, great, thanks!” (this was before it was so easy to see and change seats online)
  • On-plane flight attendant safety briefing? I watched every second carefully with a *Big Smile*.  I learned later that this is a big peeve of flight attendants all over the world- “At least pretend  like you’re listening, won’t you?  You think you’re tired of hearing it?”
Keep in mind the nearest exit may be behind you...

OK, so I said this would seem obvious, didn’t I?  But you can probably guess what started to happen.  People started being nicer to me, and I started feeling... happier.

It felt like I was getting more aisle seats (again before the ease of online seat-change) and exit rows.  Once I achieved medallion status as a frequent flyer, it felt like I was getting upgraded more often than my traveling companions.  A couple times I bought a drink and had it upgraded to a double at no extra charge.  “Here, have a couple of bags of peanuts.  You want some cookies, too?”

A friendly TSA agent informed me as we chatted while he looked through my bag that one of the biggest reasons bags get pulled aside is when they look like a mess of jumbled cables and wires on the X-ray, and if you take the time to coil and pack them neatly they’re able to more easily see what everything is.  And yes, I said friendly TSA agent.  I would not have guessed such a thing existed previously.  Guess what- they do.  A lot of them.

Turned out he was right.  I started very carefully coiling my cables and arranging the electronics gear neatly in my carry-on bag.  The number of times it got searched went from almost every time to maybe one out of every twenty.  Possibly even less, it happens so infrequently that it’s hard to remember.  But when it does, I remember to smile and not get upset about it.

Just one week after I got it, I left my brand new iPad on the floor of the plane, next to my seat.  Instead of it going into the black hole that expensive electronics left on airplanes go, I was called by Delta on my way home from the airport and told it was being kept safely (literally in a safe) for me in their office.  To this day I am convinced this is because I was nice to the flight attendant sitting in the jump seat facing me.  We chatted and I asked her where a safe place to put my iPad was, since I didn’t have a seat pocket in front of me.  It was she who recommended putting it next to the seat against the wall of the plane (an unusual place, and likely why I forgot it), and I’m sure it was she that took the time to get my name from the manifest to get it back to me.

Another TSA moment- I realized I still had my Leatherman multi-tool on my belt as I stood in the security line, almost at the front.  I looked around and saw a TSA agent standing nearby.  I put on a *Big Smile* and waved to him with a questioning look.  He came over and I apologized profusely for being so dumb as to forget to put my trusty belt tool in my checked luggage.  Rather than just confiscating it on the spot, he pointed out that a nearby money exchange kiosk was now offering “mail home” services for small items at a reasonable rate.  I thanked him profusely, left the line, and mailed it home for $10.  Much cheaper than a replacement!

I returned to the security checkpoint and got in line, happy to have saved my trusty Leatherman from certain doom, and fully prepared to go through the whole line again.  I saw the agent and gave him a “thumbs up” sign to let him know it had worked.  To my shock and surprise, he waived me over to him and let me into the First Class and Über Status line, which had only about 5 people in it.  Wow.  I mean... just... wow...

Things were working so well, I started applying this bizarre concept (being nice to people) to the good folks who worked for the hotels I was staying at.  Wouldn’t you know it?  I started getting better service and nicer rooms- higher floors, beautiful views.  I even got comped for no apparent reason to the “Executive Level” at a beautiful resort in California, with a private lobby and a fully stocked and staffed complimentary lobby bar that served breakfast and appetizers most of the day.

You see, faithful obvious truth-seekers, these people in the airline and hotel industry have to deal with hundreds and hundreds, sometimes thousands of people a day.  Most of them don’t stand out- they’re just anonymous faces marching by.  Which leaves only two types of people that do stand out: Those that are kind, pleasant, and brighten your day, and... assholes.  And I realized that I used to be one of the latter.

I mean really.  What flight attendant on an international flight with hundreds of passengers to take care of wants to be lectured by some smart-ass kid about the legal intricacies of state-based drinking age limits while over international waters?  C’mon, son...

Put simply, I hated traveling, so traveling hated me.  I started making the extra effort to be nice, and the whole experience was lifted up to not only tolerable, but down right enjoyable most of the time.

And there’s the key- it takes effort.  The kind of effort that most of us can’t spare as we move through our busy lives.  I’m not perfect at this, and believe me, if I could apply this sunshine and roses way of dealing with the world to the rest of my life 24-7, I would.  I have good days and bad days like everyone.  I have however chosen to try and make that extra effort in this particular area of my life, and it has paid back over and over.

Enjoy...

In fact, I believe it was a flight attendant who finally suggested the cure for my painful eardrum issues.  Sudafed.  That’s right, the decongestant.  Pseudoephedrine.  Take it about an hour before the flight and my ears pop and equalize perfectly normally.  No more earplugs.  I can actually wear headphones, or I can carry on a conversation, just like everyone else.  Though sometimes I do miss the quiet...

So there you have it.  The Great Secret of Enjoying Travel:  “Be nice to people.”  Wow.  Who’d have thought?  I know.  Crazy talk.

Studies have shown over and over again that even “fake smiling” can improve a person’s overall mood.  It also might just get you a bulkhead seat with extra legroom.  That can definitely improve your mood.  So sit back and enjoy the ride!

Galaxy SIII Owners: Make Google Voice Actions (and now Google Now) the Default Instead of S-Voice

*** UPDATE 12/20/12 *** While I'm still recommending Home2 Shortcut (easier on the eyes and more functionality), reports are coming in that Bluetooth Launcher will still work with 4.1.1.  Apparently you just need to select a different activity. Process is updated in the post, but I was unable to get it to work on either my or my wife's S3.

*** UPDATE 12/18/12 ***

Based on the comments and questions below, it appears that Blootooth Launcher does not work this way anymore with Android 4.1.1.  If someone figures out a way to make it work again, leave a comment and I'll update this page.

I now am recommending Home2 Shortcut for this getting direct access to Voice Search (which contains most of the original Voice Actions).

I found it over on XDA Developers and it can be found on the Play Store.  It allows you to set Home Double Press as well as other key combinations.  I found "Voice Search" under "Activities->Google", but YMMV.

****

Some of the more popular posts on this blog have had nothing to do with Event Technology per se, but rather have been tips and tricks that I myself found hard to find and decided to repost when I found the answer.

This is one of those posts!

I searched for a really long time to find a way to make Google Voice Actions, instead of  S-Voice, the default action when double pressing the Home key on my fancy new Samsung Galaxy SIII.  I just couldn't get S-Voice to do what I wanted it to do, and it was basically useless in the car.  Turns out there's a clever little workaround using a 3rd party app that isn't actually designed for that specific purpose!  The tip comes from Sorka over on Android Forums and is a great little workaround.  NO ROOT REQUIRED!!

Here's the trick:

  1. Download and Install "Bluetooth Launch" from the Google Play store.
  2. Open Bluetooth Launch and scroll down to "Voice Search". (*See update below*)
  3. Tap on it to expand it out, then select: "com.google.android.voicesearch.RecognitionActivity" (*Update* Some are reporting that on Android 4.1.1 you need to use this: "Google Search->com.google.android.googlequicksearchbox.VoiceSearchActivity"  I have been unable to verify)
  4. Exit by hitting the back key.
  5. Double click the home button.
  6. Select "Always complete using this activity"
  7. Select Bluetooth Launch.

You're Done!

Thanks again, Sorka, works like a charm, and there's a metric crapton of other options offered by Bluetooth Launcher.  Nice workaround!

Meanwhile everyone, how are you liking your S3?

WiFi Security Alert- "WiFi Protected Setup" Security Flaw

The Dlink DIR 601 Wireless Router: One of the millions of routers with WiFi Protected Setup This is a legitimate and serious security alert regarding WiFi access.  Apartment-dwellers, businesses in strip malls, hotels, and convention centers all should be advised.  Basically if your WiFi signal reaches to a point where someone could park for a while (less than 24 hours), you are likely vulnerable to having someone hack into your WiFi network, even if it is secured.  This could be, for example, an apartment next door, a lounge in your building, a nearby parking lot, or a car parked on the street if your signal reaches that far.

As usual, making things simple makes them less secure. There is a convenient "feature" of almost all WiFi access points built in the last few years that allows you to connect a device to your network (such as a Windows 7 computer, a cell phone, a printer, etc.) by pressing a button or clicking a dialog box and then entering a short 8 digit pin stamped on a label on the WiFi device.  This is known as "WiFi Protected Setup".

It turns out that the pin can be cracked and give a hacker access to your network in less than 24 hours (sometimes only a couple of hours) of brute force attacking because of a really stupid way that the password is sent/received between the two devices.  Once unencrypted access to your network is gained, the attacker can (at best) use your internet connection and (at worst) sit quietly and watch all of your internet traffic.

If you're comfortable configuring your wireless router, poke around in the settings and look for something called "WiFi protected setup".

THIS IS ENABLED BY DEFAULT.  If you uncheck this "feature" you should be protected from this type of attack until your manufacturer can push out an update.  Check your WiFi router's manufacturer's website frequently over the next couple months to look for an update for your device.

If you want to learn about this in great detail, I highly recommend this podcast, Security Now! with Steve Gibson and Leo Laporte:

http://twit.tv/show/security-now/335

For more general info, just search for "wifi protected setup flaw" on your search engine of choice.

Please feel free to pass this on to anyone you may know with WiFi access points in their home or office.

On What Went Wrong at the End- More Reflections from ECTC11

The number one question that I've seen come out of Event Camp Twin Cites regarding the technical side of things is, "Dude, what happened at the end?" For those that did not see it, there was an almost comic meltdown of the Skype connections to the Pods.  A kind and well written summary from Mitchell Beer can be found Here.

Some of this is conjecture, as we had to tear down and vacate the venue in very short order, so further testing could not be done.  What follows is a rough compilation of the many things that contributed to not only the bizarre ending to ECTC11, but the Skype problems in general throughout the conference.

It has been asked, rightfully so, why didn't we test all of this before going live.  I can tell you that as far as we were concerned we did.  They tested the lines, they tested the calls to all the pods, we tested the inputs, we tested the outputs, we tested the video inputs, we tested the video outputs.  It's a valuable lesson in something we all know- that there's no such thing as too much testing, or taking those test too far.  Sometimes it's just not enough.

All of the following contributed and played off each other, and unfortunately it is the interplay that caused the most serious problems- most of which would not have shown up in anything other than full scale, live testing, with the actual participants in the actual rooms with the actual equipment.  And probably the correct alignment of Mercury thrown in just for good measure.   ECTC, in essence became the full size test.  At least it's an environment that's theoretically set up for that purpose...

So here it is, to the best of my ability:

1) The number of pods- Last year there were two pods.  In true Event Camp Twin Cities fashion, they pushed the envelope and tried to have 9.  Eventually that number reduced to 7.  Because of the number of pods, especially the original 9, it seemed impractical to have nine dedicated machines, and we decided to try the group calling feature of Skype and had 4 pods on one computer, and 3 on another.  So having so many pods is why we started combining them on machines, which leads to...

2) Combining Pods 1- Combining the pods created a lot of noise on each of the two Skype machines.  Instead of one person at a time, you now had bunches of people talking, waving, saying hi, and I think that Skype was clamping down on some feeds to "promote" others.  It's certainly the way it sounded in the headphones of the audio rig.  The wrong pods were being brought to the front of the mix.  It would make sense that Skype is geared towards what it's generally considered use is- chat between one or more individuals.  When individuals are chatting, we tend to wait our turn.  The noise from some pods seemed to be canceling other pods out, much like a Google Hangout tries to "decide" who's talking, and that can be overridden by someone typing to loudly.  To make matters worse, there was the problem in #4, but we'll get to that in a second.  All of this would be fixable if only we had the ability to somehow mute the audio of some of the pods when one was speaking, which leads us to...

3) Combining pods 2-  According to the Podmaster (as I desperately probed around for a solution to stop the madness), there was no way to mute individual pods on Skype.  I do not know this for sure, as I don't personally have the premium version of Skype with the multi-person chat.  What I do know is that the recent redesign of the interface for Skype is a bloody mess, and if there were controls to mute the audio, good luck finding them.  You're more likely to accidently bring up and call your Aunt Judy trying to figure out the right combination of hidden rollovers and hieroglyphs.

It should be noted at this point, that in a further attempt to salvage the segment, we hung up on all the pods and tried calling a couple of them one at a time.  When we knocked it down to a single call to Amsterdam, though, their audio feed was clearly being cut in and out by the noise limiter on Skype.   I am again not familiar enough with Skype to know if there's a setting that could have been changed on their end, but it was again very obvious when listening via headphones.  It may have been possible to overcome with some time, perhaps by having someone come closer to the mic on the computer and by having all other hush, but before we got to that point I was told we had Silicon Valley on the line on the other machine.  When we connected on a single call to Silicon Valley, Mike appeared to be on a headset, and it sounded awesome.  I plugged and unplugged the audio jacks on the Mac so I could talk to him- the drawback of routing the audio signal through the house was that we didn't have a good talkback method, and we were all set to go back to him.  Unfortunately, though, we just plain ran out of time.  We had a hard out at 2pm, Kurt was wrapping things up in the room, and the decision was made to scrap it.

4) Pod instructions/Combining Pods 3- (sensing a common thread?) Despite meticulous instructions, and without throwing anyone under the bus, it seemed like every time we went to a Skype machine, at least one of the three (or four) would have their audio turned up on the Sonic Foundry feed.  This contributed to the confusion, and exacerbated problems 2 and 3 because we couldn't mute them.  People still weren't listening to the right feed, and the delay ate us alive.  Furthermore, the audio in the room then contains the potted-up Skype audio, which contained the audio of the delayed webcast feed, which is now being sent back to the other pods.  Yeesh...

5) Panic.  I regret having to put this one in, but it's true.  When things go south, your mind is racing, and you try everything you can think of.  Sometimes, though, the moment passes and it just wasn't enough.  You don't think of a solution until the next day.  Or the next week.  It's like that great comeback for an insult that you don't think of until the jerk's walked away.

I can't imagine what it was like up there for Sam, and he kept his cool very well.  The best description I heard was that he was the straight guy in a comedy routine that he didn't know he was in.  My suggestion in perfect 20-20 hindsight, however, is that when the first one wasn't answering, we needed to just stop and wait to see how long it took them to respond.  Discover their delay and deal with it.   Some have suggested some kind of in-room clock or audio cue in dealing with delayed audiences, as continuing to speak (while a perfectly natural reaction) only adds to the confusion.

If an actual 30 seconds went by, which I know is an ETERNITY, then we'd know that something was wrong beyond them just being on the wrong feed.  As it was, it felt like Sam would move on in what seemed to me to be less than 20 seconds, and then we're suddenly being answered by the Pod he'd  just left.  He'd try and go back to that one, only to be answered by the one he'd just moved on to.

So that's what happened.  Feel free to pick it apart and tell me what I may have missed.  And if you know where it is, for the love of God please share where the mute button is in Skype.

Otherwise, my recommendations coming out of this are:

1) Reduce the number of Pods if at all possible to 4, and put them all on their own machines.  4 inputs is where the lowest levels of video switchers tend to hang around, so you can have a dedicated switch just for flipping between Pods for not a lot of money.  That switch then sends its signal to whatever your main video switcher is.  If you need to scale up, scale at that point and get a bigger Skype switcher, but I really feel like 1-1 machines might be imperative to making this all work.

2) Maybe to reduce noise, perhaps you give "voice" to the leaders of the pods and give them a headset?  Just spitballing... It might overcome the limitations of combining pods.

3) If the machines are separated, your audio feeds will need to be separated, so again your going to need more channels on your audio mixer, or a completely separate mixer for the Skype machines.  Either way, it gets you individual control over the audio feeds, and you can mute whoever's mixing margaritas in the background.

4) Did any of the pods notice they were being fed the main video feed instead of looking out the I-Sight cameras in the MacBooks?  What's your feedback on the video quality, other than any buffering or obvious Skype-related things?  I'm still experimenting, and if I figure it out I'll share.  We may try it again at Event Camp Europe.  Suffice it to say that it's remarkably low tech and inexpensive, and I think could be a really nice key to making this all work.

5) It should go without saying, but I will.  When it comes to trying new tech, try and emulate the final use scenario as closely as possible during testing.  We thought we had, but clearly there were factors at work that we didn't anticipate.  At least now you know to...

Botch Your (Mountain) Lion Install? This Might Help...

[Edited 08/01/12- Confirmed this works with Mountain Lion as well!]

Couldn't wait for the $69 USB key and tried to do a clean install of Mac OSX Lion yourself?

Did you wait with bated breath for your new Liony Goodness to reboot, only to be hit with:

"There was a problem installing Mac OS X. Try reinstalling".

AIGH! Even reformatting and repartioning does nothing to stop it, and an infinite loop of pain begins.

Have no fear, "austingaijin" on the Apple Support Forums was kind enough answer his own question!

Correct Answer by austingaijin on Jul 24, 2011 7:13 PM
Here's the crucial bit. I got myself into this boat. After wiping my entire drive,
I wondered "HOW can it possibly be finding any remnants of Lion?" The answer is PRAM.
You need to reset your PRAM.
Follow this article:
http://support.apple.com/kb/ht1379
After doing this, and restarting, I got a different error and a window displaying
a log containing details of the failed installation.
It doesn't matter. Just select a new startup disk, or do the "hold the Option key during boot"
trick to select your USB install image, and when you restart, you'll get the normal "clean installer" options.
Brett

Thanks a million, Brett.  It worked for me, and I didn't even get the second errors you mentioned. It just fired right up with the install options again!

**Edit**  Just in case the link dies or you don't feel like clicking through, here's the short: you need to reset what's called PRAM, and it's done by restarting your Mac and holding Command-Option-P-R, yes that's a four key combination!  I have had to do this a couple times now, and I let it cycle through a couple of times.  Works like a champ.  Please read the linked KB article for full details!

PowerPoint not working? Microsoft update might be the problem...

I was onsite last week loading a client's PowerPoint on to one of our show laptops, when I was suddenly confronted by a new and frightening error message I had never seen before. It went a little something like this: "PowerPoint was unable to display some of the text, images, or objects as slides in the file (name) because they have become corrupt. Affected slides have been replaced by blank slides in the presentation and it is not possible to recover lost information. To ensure that the file can be opened in previous versions of PowerPoint, use the Save As command and save the file with the same name or a new name."

Naturally, we were a little concerned. When clicking through the error, the presentation opened, but was missing almost all of the graphics and all the colors were wrong. We opened it on the client's laptop, and it worked fine. We re-copied it onto a flash drive and loaded it again on ours with the same scary error message. We loaded it on to a secondary show laptop, and again, the message.  The presentation loaded fine on the client's laptop, and on another personal (non-company) laptop.

I did a little research, and discovered that the day before Microsoft had pushed a PowerPoint "security update", and reports were starting to trickle in of the mysterious error.  The update is called "Microsoft Windows Security Update for Powerpoint (KB2464588)", and the problem can be reversed by uninstalling the update.

There is also a Hotfix that supposedly fixes the problem: http://support.microsoft.com/kb/2543241

**IMPORTANT NOTE: If you do as the warning message says and "Save As", the new file will be permanently missing the "corrupt" images.  If you do not save, the original PPT will load just fine once the update has been removed/repaired.

On Recording Meetings - Avoid Post Event Trauma and Save Money by Asking a Few Questions

An image of a DV-HDV DeckI'm noticing a trend in the meetings industry:Easily 5 out of the last 6 shows I've worked on have requested the recorded video of their meeting.

While that's not all that unusual in and of itself, what's different is that they're requesting it almost immediately after the program, and are wanting it in a digital format so that they can edit it and get it up on either their internal or external websites.

What does this mean for meeting planners?  You might think, "Nothing" or "No big deal" or even "Duh."  With the proliferation of high bandwidth internet connections, smart phones, and the ubiquitous YouTube videos (and their ease of creation), clients are naturally expecting to be able to get bits and pieces of their event onto the Internet in short order.

What it does is add one more conversation that needs to happen before the event, and preferably before the equipment budget is finalized.  There are many different "levels" of recording a show, varying from "goes in a box somewhere" to "going to be sold as a Blu-Ray DVD", and that level not only has a direct impact on the equipment needed for the meeting, but also can affect the out of pocket expenses of the client before, during, and after the show.  Put simply? Planning ahead can save everyone involved headaches and money- most of which are caused by having the wrong level of record, or one that doesn't meet the clients expectations even if they aren't sure what those expectations are themselves.

Here's the low down on the various types of meeting and event records:

Level 0: "No recording." Frankly, this rarely if ever happens when there's a camera in play, but it never hurts to ask your AV provider if recording is included in the price.

Level 1: "Goes in a box somewhere." For this level we usually see one of two types of record strategies.  First, there is the on-camera record.  Only the video taken by the camera is put on the tape.  On slightly older cameras these are usually DVCAM tapes, and on newer "pro-sumer" HD models the video is recorded on what's called HDV tapes.  The cost increase from level one is the cost of tapes, which aren't cheap. Almost $35 per 184 minute tape.

The second option is a "program feed" record.  A separate record deck is inserted into the video rig, and whatever's being sent to the screen is recorded.  Be careful- there's a terminology trap here. Some AV vendors (and myself, before being bitten in the rear one too many times) use the terms "Line Cut" and "Program Feed" interchangeably, however... "Line Cut" is a term derived from Television production, and refers to a particular edit that just contains camera angle switches.  A "Program Feed" should include anything that's being shown on the screen.  Make sure you know which you're getting!  Most vendors are capable of doing this kind of record, but you have to ask for it.  The cost goes up by not only the price of the tapes, but also the cost of the deck.

When the show is over, your AV vendor gives you or your clients the tapes, and they go in a box somewhere.

Level 2: "There's a chance we might use it someday," or "We might want to at least watch it." Basically you're looking at the same as above, but you need to keep a couple things in mind.  If you just hand your clients the tapes, they probably can't watch them.  Most people don't have a DVCAM or HDV (or BETACAM, which still rears its ugly head from time to time) deck lying around the office.  Your AV vendor or production company obviously does, as you just used one on your event.  See if they'll include a basic video transfer to DVD so that at least you can give the client those, which should be watchable on any consumer DVD player or computer.  If they can't, there's usually at least one company in every major city that specializes in media format changes- VHS->DVD for example.  They can usually do this for a moderate fee.  For our part, metroConnections usually includes this transfer of the program feed to DVD in the price of production.

Level 3: "We're definitely going to use it at some point." Either of the previous two options will work for some clients.  Hopefully you've handed them the tapes along with a DVD copy.  They can watch the DVD, decide what they like, hand the tapes over to a video editing company and have their footage professionally edited and put together.  If the client knows this is going to happen, though, you might throw one more option at them- the combination of both the "on camera" record (also sometimes known as ISO) as well as the program feed.  This is especially helpful when PowerPoints or other PC/Mac-based presentations are involved.  The client can provide the video editors both sets of tapes, and the editor can use the program feed as a reference to add the PowerPoints back into the final edit.  By having the ISOs as well as the original PowerPoint materials, the editor can precisely edit when the speaker is on the screen and when the slide is- something that doesn't always come out perfectly with the on-site switching that gets sent to the program feed.

Level 4: "We're definitely going to use it next week." One of the biggest problems with the above scenarios are that they're all tape-based.  That means that when it comes time to get that information off the tape, it has to happen in real time- just like all those VHS tapes you have in your basement somewhere.  If your conference was three days long, eight hours a day, guess how long it will take just to get the footage into an editable form? Yup. Ouch.  This is probably the biggest "gotcha" point." Video houses are probably going to charge you or your client wicked rush charges to turn around that much footage in a short amount of time, or simply won't have time to do it.  If your client knows they're going to use the footage, try and get a reasonable understanding of when they intend to do so, and set their expectations accordingly.

Another option is to use a hard drive recorder.  This is basically the same as the tape decks of old, but records the video directly to either an internal or external hard drive.  These are definitely going to be more expensive than DVCAM or HDV decks, but you can turn around the footage much faster.  Usually they write to a format that can be edited almost right away in Final Cut.

If you get the right cameras, you can record them on hard drives there as well.   Then you're able to get the benefits mentioned in "Level 3".  Again it's more expensive on the front end, but theoretically you or the client is saving money on rush charges and editing time.  If you don't have ISO records, the editor has to guess where the PPT slides go, and this usually involves watching the program from start to finish.  If you have both the program feeds and the ISOs, you can skim around and look for the changes.

It's important to note that all of the options above involve some kind of specialty equipment at some point in the process before the client gets the footage in their hands.  DVCAM Tapes require tape decks that can read DVCAM tapes, HDV decks the same, and even when recording to hard disk, chances are you're going to need a Mac (most of the formats I've seen are QuickTime variations that don't play nice with Windows).

There's a bunch of levels in between the ones I've laid out here, but these are the most common ones I've run into.  I mentioned the "Going to be put out on Blu-Ray" level- if that's the case, you need to have a very serious talk about expectations, because in most cases that's going to involve an entirely separate record crew from the normal production crew, essentially doubling your costs.

Hopefully though, this is enough to get the conversation started, and enough to give you an informed viewpoint in that conversation.  Ultimately you should be able to guide your client into the right fit for what they want balanced with what they can afford to pay.

Inserting Special Characters- The Mac Equivalent of CharMap

*** UPDATE *** This functionality has been hit or miss removed in Lion. Sometimes it works, sometimes it actually opens the .app (literally) as though you had selected "Show Package Contents" from the context menu, and you find yourself staring into the soul of CharacterPalette.app instead of launching the app itself. You now get a "Item “charmap” is used by Mac OS X and can’t be opened" message box.

There's some good news, though.  It appears that as part of OSX Lion they've force-added "Special Characters..." to the Edit menu of every program.  At least all the programs I've used and remembered to check.  If that's not fast enough for you, any myriad of programs can create shortcuts to menu items, including the built in "Keyboard Shortcuts" portion of the Preferences.  Just remember to spell it out exactly, including the elipses- Special Characters...

*****

It's been many a year now since I started working almost exclusively with a Mac at the office, and there's very few things left that I haven't found equal or better ways of doing things compared to Windows.  There are still a few things lingering, though.

For example, I've yet to find a file/folder comparison application that even remotely stands up to Beyond Compare (I'm looking at you, ScooterSoft... let's get this done!).  Additionally, I've often found accessing the "Special Characters" of fonts to be quite tedious.  By special characters, I mean things like €,∞, ©, and ü that I don't use on a regular basis and aren't on my keyboard.  Most applications have shortcuts to the "Characters Palette" , the Mac equivalent of "Character Map" on Windows, but it's never in the same place or under the same menu.

The OSX Character Palette

On Windows, this is the same way, but years ago I learned that I could very quickly navigate to the Character Map by hitting Win-R and typing "charmap".  Until now, I hadn't found an easy shortcut on the Mac.  It requires just a little bit of setup, but then it's just as fast as its Windows counterpart:

1. Open a Finder window and navigate to Macintosh HD/System/Library/Input Methods/

2. Drag CharacterPalette.app to your Home folder (or wherever you'd like), but hold down the Option and Command buttons while you do.  This will create an "alias" (like a Windows shortcut) of that file.

3. Done!

4. (Optional) Rename the alias to something handy.  Because of my long-standing Windows habits, I named mine "charmap" :)

Unlike the CharacterPalette.app file, which is a system file, the alias will be "seen" by the Finder , or by Spotlight.  Now all you have to do to quick-access the palette is to hit Cmd-Space and start typing "characterpalette" and Spotlight will suggest it most likely before you've finished typing the full word.  Or, like me, you can type your renamed alias.  All I have to do is hit Cmd-Space and type "charmap", just like on Windows.

Hope this helps some folks out.  Leave comments if it does!

Happy GeekDaddy Day! BUG Labs tutorial for building your own web enabled baby monitor

by Brandt Krueger, Geek Dad since 2007 Happy Father's Day, Geek Dads!  It's your day, so why not spend it doing some hard core geeking?  I can currently think of no better example of GeedDaddyness than this tutorial from BUG Labs, which uses their modular device building system to help you create your own baby monitor.

The levels of geek cred on this project are many and varied.  Any project that contains these terms- "Open Source", "Linux-Based", "Web Enabled", and "Motion Sensing" -has got it goin' on!

Full feature on BUGLabs to come, but in the meantime be sure and poke around their site and see what else folks have built using the BUG.  There's some very cool stuff!  www.buglabs.net