A/V Technology Specifications

This document summarizes the primary and backup communications systems we will use to support the Machine Learning Institute.

Site Coordination

All site technical personnel should be available throughout the workshop via a back channel AVchat at http://go.ncsa.illinois.edu/BWMLDL.  Plans to shift to a backup in case of failure will be announced via this back-channel mechanism.  As a backup, cell phone numbers for technical personnel and emcees at each site are maintained by NCSA staff.

Virtual Webconference

NCSA will provide a virtual webconference session via WebEx. Sites with integrated systems will be given a URL to the session.  Sites with H.323 systems will be given connection instructions.  The same session will be used for testing as well as the Summer session.

As a primary backup, we will rely on a webstream provided on the NCSA YouTube channel.  URLs will be given out each day via the AVchat session.  Due to confusion caused by the delay in the webstream, the URL should not be given out to audience members. 

The High-Definition Classroom

The instructional facility at each site requires one of either a computer integrated into the room which is capable of running WebEx or an H.323-compatible high-definition video conferencing system (such as the Polycom HDX Seriesor LifeSize Room Series).  

Site Audio Configuration

All sites should run room audio through the locally integrated system.  Microphones should be available to participants to ask questions and otherwise interact in real-time with the presenters.  Audio systems must avoid echo and other interference with the signal.

Site Video Configuration

All sites should have at least one HD camera to view the audience. Sites with Presenters should have an HD camera for the presenter and another for the audience and a reliable way of switching the signals sent to the codec.

Site Presentation Configuration

Sites should have a minimum of two displays, one displaying video of the Presenterand one displaying content such as slides or demos via WebEx. 

Slide Sharing

We will use WebEx to share slides between sites. The presenting site should connect a presentation machine to the WebEx session and select “Share My Desktop” within the WebEx application. All other sites should display this shared desktop in full screen mode.

As a backup, slides will be available for download from the Summer School web site. If the slide sharing capability fails, the technical personnel at the presenting site will coordinate over the AVchat so participating sites can manually advance their local copy of the slides.

Webcast Streaming

NCSA will webcast the audio/video/slides from the Presenter via a webstream provided on the NCSA YouTube channel.  URLs will be given out each day via the AVchat session.  Due to confusion caused by the delay in the webstream, the URL should not be given out to audience members.

Back-Channel Chat

NCSA will maintain an AVchat at http://go.ncsa.illinois.edu/BWMLDL.  This chat is for AV coordination only.  Any other questions will be referred to the appropriate NCSA Staff.

Testing

Testing is vital to the success of these courses.  All sites are expected to participate in an individual site test and at least one of the multi-site tests.  NCSA will coordinate testing with each site.  Test criteria are: 

• Audio is clear and free of noise and echo
• Video is clear and lighting appropriate, video is displayed appropriately
• WebEx session connection and display
• Webcast stream display
• The technical coordinator is logged into the AVchat

Individual site tests are planned to be 1 hour long but need not take the time if all criteria are met.  Multi-site tests are scheduled for 1 hour and are mainly to test the infrastructure under load of several sites.  Additional technical information will be provided during the tests as needed. NCSA will work with each site to solve problems discovered.

Further questions can be directed to the NCSA Event staff at: eventservices@ncsa.illinois.edu