Pre-Event Check List
If you’re hosting an event, seminar, or meeting at Stevens, these steps will help you create the best experience for your attendees.
2+ Weeks Before
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Identify if the event will be in-person or hybrid.
- If hybrid or virtual, schedule and create your Zoom webinar or meeting. (Create a separate request to support@stevens.edu for guidance on creating a Zoom webinar or meeting).
- Identify your technical needs.
- Create a service request to support@stevens.edu for AV Event support. Requests should include the following:
- Event location, date, and time.
- Event type: in-person or hybrid.
- Event Layout if applicable.
- Request for additional AV Equipment
- Microphones
- Display Carts with Zoom Functionality
- Wireless Presentation Sliders
- Camera with Tripod (for non-hybrid spaces)
- Request additional equipment:
- Loaner laptops (create a separate request to support@stevens.edu)
1+ Weeks Before
- Review your technical needs.
- Walk the space.
- Schedule a Practice Session and Training for your event with an Academic Multimedia Services (AMS) Team Member.
- For hybrid events, please set the AMS team member supporting your event as a co-host of your Zoom meeting or webinar
- Finalize your event details.
1 Hour Before
- Plug in the HDMI and USB cable on the podium to the computer being used for the event. (Confirm what cables you need during your training or practice session).
- On the event space touch panel, select your input. (Confirm your input source during your training or practice session).
- For hybrid events, Open Zoom and select Settings. Change your video and audio settings to the room’s camera, microphone, and speaker. (Confirm camera, microphone, speaker names during your training or practice session).
- For hybrid events, review your Zoom meeting or webinar settings.
- Run a test for audio, camera, and video with the AMS team member supporting your event.
30 Minutes Before
- Load presentations on the computer being used for the event.
- Run a test for audio, camera, and video with the AMS team member supporting your event.
5 Minutes Before
- Run a final test for audio, camera, and video with the AMS team member supporting your event.
Event Start Time
- For hybrid events, start your zoom meeting or webinar.
- For hybrid events, start sharing your screen in Zoom if needed.
- For hybrid events, start recording if needed.
Experiencing an issue or need additional support, contact our OneIT Team by