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Academic Event Support

Academic Technology Services offers planning and media consultation in support of streaming and/or recording presenters and guest speakers. Venue, anticipated attendance, and presenter/audience engagement are just some of the considerations essential to leveraging an appropriate technology solution.

  • Hosting an event depends more on the practices put in place than the technologies that support those practices, and this is especially true of remote/hybrid events and event recording.

    Academic Technology Services offers event consulting and training services in two ways:

    • College Business
      • This includes official large venue events of the President, Board of Trustees, Faculty Meetings, and other major advertised events of the College.
      • Media Services (MSSL) offers technology consultation, media set up and break down, and technical facilitation throughout the event.
    • Academic/Administrative
      • This includes small venue events hosted by faculty and staff in need of support technology for guest speakers, student presentations, recorded lectures, or meetings.
      • Academic Technology Consultants (ATC) work with event hosts/sponsors and offer technology consultation, recommendations for technology set up, and training in technology use.

    For a consultation, please email [email protected].

    In preparation, please consider the goal(s) and venue of your event using the tables below:

    Venue Type Small
    (<15 people)    		 Medium
    (16-30 people)    		 Large
    (>30 people)
    Tutorial A, G N/A N/A
    Seminar/Meeting A, B, G B, C, D, E, G N/A
    Lecture/Workshop A, B, G B, C, D, E C, D, E, F
    Lab A, B, E B, E, G E, F
    Performance/Art A, B, E, G B, E, G E, F
    Tool Kits
    A. Laptop with internal webcam/mic.
    B. Laptop using internal webcam and MXL mic.
    C. Laptop/lectern computer and 1 Logitech webcam, 1 tripod, and 1 MXL mic.
    D. Laptop/lectern computer and 2 Logitech webcams, 2 tripods, and 1 MXL mic.
    E. Laptop and 1 Logitech webcam, 1 tripod, and 1 MXL mic.
    F. Laptop and 2 Logitech webcams, 2 tripods, and 1 or 2 MXL mics.
    G. Laptop/lectern computer and Meeting Owl Pro camera with internal mic.

    Refer to the Technology Resources section for more information.

    Here are a few examples of technology placement in different venues (not all technologies shown are necessary, but they are representative of different configurations).

  • An event could be a lecture, panel discussion, presentation, or meeting. Typically our recommendations are based on the type of event and size of the venue, as these often determine both the best practices and technologies that will support success.

    You will need tools for capturing video and audio, but choosing the appropriate tools will depend on the event goals and conditions of venue. Please review the Event Planning & Consultation section for typical scenarios and options available.

    Additional Preparation

    Below are technology recommendations common to Recording an Event:

    • Use a Laptop/Tablet with built-in camera and mic (this is suitable for most small events, and is the least technically complicated).
    • Common options  from the Equipment Loan Center (ELC) located at the Sawyer Circulation Desk:
      • Logitech camera/mic with tripod
      • Lavelier lapel mic (for speaker)
      • Presentation clicker/pointer
      • MXL wedge mic (for presenter or attendees)
    • Meet/Zoom Compared (Panopto recommended for lectures - see below).

    NOTE: If you will only be recording a lecture with no virtual guest or audience, then Panopto may be the better tool rather than Meet/Zoom. Panopto is an excellent video recording tool with many features that directly support teaching and learning, and is already integrated into GLOW via the Course Media Gallery. Panopto can index a recording in tandem with Google Slides, Microsoft PowerPoint, or Apple Slideshow, and students very much appreciate this feature for recorded lectures. Panopto can also accept multiple video inputs (e.g. slide deck, white board, demonstration table, etc.), and these persist in the recording to allow your audience to switch between inputs as they prefer. Finally, after a recording is completed the Panopto platform also offers in-video quizzing tools for any content uploaded to it, allowing instructors to assess student progress and comprehension of video materials.  

    Recommended Practices
    Below are recommended practices common to Recording an Event:
    • Joining from Multiple Devices - If you will have multiple camera/mics, then treat each of these as a 'participant' in Meet/Zoom (i.e. have each laptop/tablet or stand alone camera/mic with laptop/tablet join a virtual meeting as a participant). If using Panopto, then camera/mic options will need to be connected to a single laptop/tablet as inputs for the recording.
    • Closed Captioning - Closed captioning should be enabled in Meet/Zoom (there may be some language limitations, and no automated captioning will 100% accurate). Panopto offers closed captioning once the recording is uploaded.
    • Editing a Recording - Once a recording is completed it may be edited. Common editing tools are Panopto, DaVinci Resolve, Audacity, and iMovie.

    NOTE: For lecture capture, multiple short recordings are better than single long recordings. This is true both for performance (e.g. overcoming gaffs/errors) as well as to minimize the need for editing. Consider breaking up a lecture into topical/thematic sections for discrete recordings. 

    • Posting/Sharing a Recording - Once a recording is completed and edited it may be shared. If the recording is course-related then it may be uploaded and shared in GLOW (via the Course Media Gallery (Panopto)). If the recording is not course-related, then YouTube, Vimeo, or WordPress may be good options (especially for public viewing).

  • A virtual guest could be a speaker, panelist, interview candidate, or accommodated student/auditor. Many of the set up considerations and options for hosting a virtual guest are the same as for recording an event, so please review everything in both the Event Planning & Consultation and Recording an Event sections for context. 

    Additional Preparation

    Below are technology recommendations common to Hosting a Virtual Guest:

    • Use a Laptop/Tablet with built-in camera and mic (this is suitable for most small events, and is the least technically complicated).
    • Common options  from the Equipment Loan Center (ELC) located at the Sawyer Circulation Desk.:
      • Logitech camera/mic with tripod (for attendees)
      • MXL wedge mic (for attendees)
    • Meet/Zoom Compared (Panopto is not suitable for hosting a virtual guest).
    • Whenever possible, meet (virtually) with the guest before the event to review and verify the guest's technical setup (e.g. their internet connection, mic, video, screen share, etc.) as well as the intended timing and workflow of the event.

    Recommended Practices

    Below are recommended practices common to Hosting a Virtual Guest:

    • Screen Sharing - In case of technical difficulties on the part of a guest speaker or presenter, a recommended backup is to have them provide the event host with a copy of their presentation that can be run locally at Williams and where the guest provides queues for slide advancement.
    • Closed Captioning - Closed captioning should be enabled in Meet/Zoom (there may be some language limitations, and no automated captioning will 100% accurate).

  • Streaming an event could include a fully virtual videoconference, panel discussion, performance, competition, or presentation (e.g. parents love to see their children present or perform!). Many of the set up considerations and options for streaming an event are the same as for recording an event, so please review everything in both the Event Planning & Consultation and Recording an Event sections for context. 

    Additional Preparation

    Below are technology recommendations common to Streaming an Event:

    • Meet/Zoom Compared (Panopto is not suitable for streaming an event).
    • Although a Laptop/Tablet with built-in camera and mic is suitable for most small events, you will likely need to use higher quality cameras and microphones for streaming an event.
    • Options  from the Equipment Loan Center (ELC) located at the Sawyer Circulation Desk.:
      • Logitech Camera/mic with tripod
      • MXL wedge mic
      • Lavelier lapel mic
      • Presentation clicker/pointer
    • Panel Discussion or Large Audiences
      • Often there's a need to control the experience of an event, such as when and how audiences may participate. Although Zoom Webinar is designed to handle large events, the tools already available in Zoom Pro are often sufficient (up to 300 participants). With a little planning, you can simulate a webinar experience by using the Spotlight tool in Zoom Pro.
    • If a Q&A session or audience participation will be part of the planned event, then additional cameras/mics and best practices may be needed to handle in-person attendees (see below).

    Recommended Practices

    Below are recommended practices common to Streaming an Event:

    • Secure a Meet or Zoom event from 'bombing'.
    • Closed Captioning - Closed captioning should be enabled in Meet/Zoom (there may be some language limitations, and no automated captioning will 100% accurate).
    • Q&A Session or Audience Participation
      • If these are not part of the planned event, then there should be little need for extra cameras or mics.
      • If these are planned, then:
        • In-Person Attendees - Additional cameras/mics and best practices may be needed to handle in-person attendees. These could be stationary stand-mounted mics or hand-held mobile mics that are passed around the audience, however the logistics of this approach will consume event time and so the practice of a host repeating in-person audience questions is recommended.
        • Virtual/Remote Attendees - In addition to a host, a designated person should monitor 'raised hands' and chats from virtual/remote attendees. If possible, this person should read through questions/comments and distill them for guest speakers or panelists to save time and reduce redundancy.

  • Most of what you will need (e.g. webcam, tripod, and microphone) are available from the Equipment Loan Center (ELC) located at the Sawyer Circulation Desk. The ELC allows 3-day reservations of equipment, and similar to reserving other library materials your reservation can be extended. Please be mindful that the pickup/dropoff times for equipment can only occur during Library hours.

    Touchscreen tablets (iPads) are also available to borrow from the Library.

    If you would like to purchase your own dedicated equipment instead of borrowing from the ELC, then please email [email protected] for product recommendations.

  • Please review the general recommended practices and technologies below, which are based on past events, scenarios, and experiences at Williams College. Every event is unique, so if you'd like a consultation or training please email [email protected] as soon as possible.