Operation Manual: Emergency

Operation Manual: Emergency

Use this page when a live-room problem affects Event Presenter, PowerPoint, 4321 Timer, AV output, recording, or the primary laptop.

Primary Laptop Fails

  1. Notify the room lead and AV operator that the primary laptop has failed or must be removed from programme output.
  2. Identify the primary laptop’s last safe audience-facing state: active PowerPoint slideshow, Holding Slide, or Speaker Launch Window.
  3. On the backup laptop, select the same Event Presenter session and reproduce that visual state before any signal switch.
  4. If the primary state is a slideshow, open the same PowerPoint and reach the correct slide/state as closely as practical.
  5. If the primary state is Holding Slide or Speaker Launch Window, show the same state on the backup.
  6. Confirm the backup timer/session state and prepare the appropriate duration without exposing an incorrect timer to the room.
  7. Ask the AV operator to switch programme signal from primary to backup only after the backup image is ready.
  8. Verify projector/LED, podium confidence monitor, chair/operator feeds, audio, recording feed, and timer visibility after the switch.
  9. Resume presentation and timer operation only after the room lead or AV operator confirms the backup output is correct.

Common Incident Playbooks

  • Wrong presentation: pause the workflow, close the incorrect file if safe, confirm the selected topic, and open the correct file.
  • Wrong display output: stop before going live, confirm PowerPoint slideshow/Presenter View placement, and ask AV to verify signal routing.
  • Holding Slide or Speaker Launch Window missing: restore window controls, reposition the window, and verify full-screen state when required.
  • Timer Display missing or out of sync: confirm event, venue, role, member counts, and use Sync after network recovery.
  • Timer unexpectedly visible to audience: remove the timer from the audience output unless the organizer approved it.
  • Recording problem: notify AV, check picture/audio/source/media capacity, and record the incident.
  • Hotkey conflict: stop using the conflicting Hotkey and switch to visible controls until the conflict is resolved.