This hub is the central starting point for running the Congress session room using the Event Presenter slideshow management system and the 4321 Timer app. Use this page to understand the approved room workflow, assign device roles, and coordinate team tasks.
- For details on slideshow file syncing, schedule management, and app features, use the Event Presenter User Guide.
- For details on clock settings and countdown configurations, use the 4321 Timer User Guide.
Quick Room Summary
Complete this summary for each Congress room before the event begins. Keep private tokens, credentials, and sensitive network data off this public page.
| Configuration Item | Assigned Value / Role | Operational Requirement |
|---|---|---|
| Room Name | [Enter Room Name] | Physical location of the session. |
| Room Operator | [Name or Role] | Manages the presentation schedules and files. |
| AV Operator | [Name or Role] | Controls audio, video feeds, and master screens. |
| Primary Laptop | [Location] | Runs the main Event Presenter app. |
| Backup Laptop | [Location] | Stays powered on in standby mode for hot-swaps. |
| Holding Slide | [Used / Not Used] | Must display full-screen on the assigned output. |
| Speaker Launch Window | [Used / Not Used] | Must display full-screen on the assigned output. |
| 4321 Timer Console | [Device / Operator] | Controls the timing parameters and countdowns. |
| 4321 Timer Display | [Device / Viewer] | Shows the remaining time directly to the speaker. |
| Audience Timer Policy | [Standard / Custom] | Keep timer hidden from audience unless approved. |
| Recording Source | [Feed Name] | Master video/audio signal source for recording. |
Room Workflow Checklists
1. Pre-Session Setup
- Start Here: Learn your device assignments, window locations, and audience screen policies within the first 5 minutes in the room.
- Room Setup: Allocate specific hardware roles and arrange the Event Presenter interface, holding slides, and speaker launch windows across displays.
- Before First Session: Complete the pre-session checklist to verify PowerPoint readiness, backup states, and recording signals before the room goes live.
2. Live Operation
- Live Operation: Smoothly transition between speakers using the preset schedule, sync 4321 Timer countdown cues, and manage late file uploads.
- Breaks: Display session advertisements, trigger holding slides, play background music, and pause/restart recordings during gaps.
- Emergency: Instantly troubleshoot primary laptop failures, network drops, wrong display outputs, or misplaced windows.
- Close-down: Execute final recording handovers, close applications, purge downloaded presentation files, and return hardware assets safely.
Role Shortcuts
Click the shortcuts above to read the specific workflow sections required for your event role:
- Room Operator: Focus on Start Here, Before First Session, Live Operation, Emergency, and Close-down.
- AV Operator: Focus on Room Setup, Before First Session, Breaks, Emergency, and Close-down.
- Technical Support: Focus heavily on Room Setup and Emergency incident playbooks.
- Chair / Organizer: Read the Start Here boundaries and Live Operation timing cues.