Live-Event Tech Setup

Maui Mastermind Does a live events at hotels throughout the year. Maui owns Most the equipment needed for the audio and video of their event.

  • The Tech is in charge of A/V and Power Point along with some room promotional items setup.
  • Tech also help ops get the promotional items ready by helping them with boxes, printer and cases.
  • The Work starts by unloading the pallets and ends with everything back on the pallets.
  • Take a Picture of the pallets before you unpack them.
  • You will need to lift 80lbs of equipment
  • Sometimes you can get the hotel to bring the equipment to the room, but that is not always the case.
  • It’s best for hotel staff to set the room with tables / chairs and risers before you start your setup process.
  • You will be given a riser in the back of the room that is usually towards the left hand side (because most cam operators are right handed)
  • Have Hotel Put 2 tables on Risers 1) 6′ x 3′ (Standard) as the front table and 2) A “Schoolie” (6′ x 18″) that sits behind the platform.
  • The schoolie is a staging area for batteries / microphones / Tape / Adapters etc.
  • Have them bring you a garbage can too.

    Start with Audio setup.

    1. Hook up Wireless Mics in Case to the Phonics Audio Mixer (Use the Color Codes to do so using inputs 1 thru 6)

    2. Hook up audio player (Fire Kindle or iPad) to the Mixer Input #10 (Use 1/8″ to RCA cable then use 1/4″ to RCA adapters in the audio Mixer) Pic Here

    3. Run an XLR cord from the Right Output of the audio mixer to the front of the room to where the Yamaha speaker gets setup

    4. Setup Yamaha speaker on Tripod stand (Run Power to it). The Audio mixer XLR cord ran goes into the input side of this speaker.

    5. Loop the Thru-put of the first speaker to the other side of the room with an XLR and hook up the 2nd Yamaha speaker on the Stand the same way into the input as the first speaker.

    6. Check the music on the mixer into the speakers. (You can now play music throughout the rest of the setup).

    7. Check each of the 6 microphones the same way.

    8. Put the green colored microphone in the middle of the room on a floor microphone stand.

    9. If there is a panel on the left of the main stage – then put two microphones on the panel tables. Typically White and Yellow.

    Next for the Video Portions

    1. Setup the Power Point Dell computer in the front of the room on a table facing towards the presenters. Run Power

    2. Put new AAA batteries in the Power Point Clicker. Put the UBS portion in the computer and make sure it advances as should. Check the laser pointer too.

    3. Load the PPT’s provided on the desktop. Create a folder with the date of the event and put all the Power Point files in that folder.

    4. Connect the computer via wireless to the Netgear41 hub. (If you need password it is dynamicjad841).

    5. Launch “iVGA”. Also if there is a Kramer scan converter (VGA to HDSDI converter unit) then set that up and run a BNC cable back to the Tricaster Pic of iVGA icon here.

    6. Put an LED Clock next to the Powerpoint computer (Set the time)

    7. Setup the Tricaster in the back of the room with either one or two monitors if you have two.

    8. Run the audio of the left side mains of the mixer into the tricaster audio input #8a.

    10. Hook up Keyboard / Mouse / LC11 Unit / Monitors and Microphone to the Tricaster (Microphone needs 1/4″ to 1/8″ adapter). 9. Hook up the three cameras in the room with a BNC cable coming from the SDI output of them to the tricaster * Use Cam one as the wide shot into SDI 1 * Use Cam 2 as the back tight camera in the back. Just set it up on a tripod right next to Camera 1. * Put Cam 3 in the front of the room, facing back to the crowd with the microphone also framed into the shot. This is a good crowd shot and can be used to get someone who goes to the microphone for a comment. 8. Make sure all cameras and Tricaster are set to 1080i Pics of the tricaster 1080 pull down menu.

    9. Test the color correction on the three cameras.

    10. Run One “Aux Audio Out” of the tricaster 1 into audio mixer input #9. (For video playback / Solo use will explain later)

    11. Run a BNC cable from the HDSDI “Aux” Video output of the tricaster to the project, which typically goes next to the lapop in the front of the room.

    12. Setup the Pipe and Drape behind the front riser.

    13. Setup the “Fast Fold” Projector Screen in the front on the right hand side of the stage. Note that it is ok if the screen is in front of the pipe and drape you setup. (Take one extra drape and tuck into the botton of the fast fold for looks).

    14. Power up the projector and use the BNC (HDSDI) to HDMI power adapter to feed into the input.

    Note that if you are in the conference theater room in Irvine that you do not have to hook up the projector or screen. You just take the cable that you would have used and take it into the back control room where you use the SDI to HDMI plug in adapter to hook to their port for the 9 screen multi system.

    15. Hook up the Netgear router to the Tricaster Cat 5 port. Then hook up the hotels provided port to the “Net” portion of the Netgear router.

    16. Pull the “Net 1” down on the tricaster to retrieve the “MauiPPT” signal.

    17. Put the Aux output to “FX” and choose “Net 1” on the top LC11 row. The top row then becomes your output for nything to the front projector.

    18. Check the projector that it is showing the laptops desktop signal. (Done through the iVGA system).

    19. Setup the L.E.D. Lights on both sides of the room and set at about 4600k lumens 100% Put it close enough to the front that it lights it up well.

    20. Get the Tricaster ready to record by clicking the record gear and putting in the ticker number for the current event. For example the JUne 2016 event will be 11001, then 11002 etc.

    21. Tidy up the cables as best as can without too much stress. Make them look presentable as much as possible. Gaff down all runs of cables through the room or in open spaces. Against walls does not need to be gaffed. Try not to use Orange extension cords where possible.

    Livestream Portion

    1. Launch the stream gear.

    2. Go to the LiveStream page ( user [email protected] / pass Livestream4maui. Do not click Broadcast now on the Livestream page – you will be tempted, but it will not work. Click the “Test Connection” on the Tricaster interface. Don’t close the browswer window down by clicking the “x”. Instead just click on the Tricaster Gui that is current showing behind the browser window. This will push the Livestream window to the back, but keep it active with the tricaster.

    You ware now streaming on the net. Please check your stream on a computer by going to Check both the audio and video of the stream.

    3. Make a title called “At Lunch”, “See you tomorrow”, “On Break” etc for use throughout the stream.

    Other Required Room items: 1. Put two Flip Chart Stands with Flip Chart Paper on them in the Right side of the stage. Do not use “Post-It” note type paper.

    2. Put Round Tip Colored markers in the gutter of the Flip Chart Stands. Do Not use Chizzled type markers.

    3. Put the Big Maui Banner on the back of the Risers on the tables for looks.

    4. Put two of the pull up banners on both sides of the front stage on the table for looks.

    5. Put two barstools off to the left of the risers (Get them from the hotel if needed). We use the barstools when clients do interviews on stage 6.

    This is the end of day before setup.

    Day of

    1. Put new 9-v battery in each microphone and check them again. (The Blue one is always for David Finkel) There are two Madonnas that can be used as Lavaliers too and there are 4 handhelds.

    2. Launch and test the Power Point again. Test the Livestream Audio and Video again.

    3. Play upbeat music when the first client shows up in the room.

    4. Have the mics ready for the presenters (Madonna) unwind the cords and have them easy to put on. Help the presenter put it on. Make sure the mic is only a thumb widths distant from mouth. MOre causes feedback – too close scratches against their hair and face. Not hard and fast rule- you just don’t want it 6 inches away from mouth.

    5. Check livestream page for audio and video.

    6. Make sure the power point is showing on screen and clicker is given to the presenter and they know how to toggle back and forth.

    7. Go over any special requests with the presenter. (Sometimes they want a specific song… If we have it then great- you can also buy on iTunes but often just say don’t have it).

    8. Always Black the screen by going to FX input #7 when presenter is “Toggling” Through power points to find something during breaks or getting prepped. so they don’t have pressure. Put the Power Point back on when they get to their destination. 9. Adjust the lighting for the day before people get there. See if there are lights on the ceiling and aim them to the front. check over the room.

    Tips for running the system.

    * Always start on lower side of audio and slowly push up. Yes they will say – hey is the microphone on… just hold the course and slowly push up. It’s better than screeching the speakers.

    * If audio drops out more than 6 to 12 times during a presentation for 1/2 sec or so then switch the base and move to that bus on the mixer.

    * Switch video from PPT / To Tight to Wide / To audience often to keep interest for recording and online.

    * If stream is having problems. Then undo the “Test Connection” and try again.

    * Do not stop the stream all day. Just let it roll. I doesn’t need buffer or resets. It’s better to just let it run constantly all day long.

    * Turn off each night.

    * Put the cameras in the Trunks each night to hide them from site. You can throw an item above them on the trunks too.

    * Each day refresh all the batteries for all mics.

    * Check audio each day in the morning.

    * If the iVGA link dissapears- often it comes right back- but you do need to pull down the “Net 1” and connect MauiPPT again. In Conf theater it is rare- but very large rooms – it will happen from time to time.

    * When They do a “Victory Session” Put the video switcher on the Camera 3 channel and walk to the front and zoom in and get each one of them.

    * If a piece of important equipment breaks- you can get it from the hotel’s A/V dept.

    * Most Hotel have bad lighting. I have found that it is better to turn off “Can” lighting in the front because it creates “Hot” and “Cold” spots on the stage. The ideal would be to hang lights from the ceiling each time. Put the L.E.D. lights up as high as possible.

    Post Event: Pack up the equipment into the trunks and onto the pallets with the ops items. Use the saran wrap packing to tidy it up. (Two Pallets Max).

    Take a couple pictures of the pallets upon completion. Email all the Power Points used for the event to [email protected] (Tech will put on our system for future reference).

    Make sure the hotel takes back to the shipping area to get ready for the EA logistics pick up. Done.

    Each Morning of the event Checklist

    • Turn On All Lights and Bring Lights up in the Room
    • Put Cams Up
    • Play Music b4 1st Attendee shows up in room
    • Launch Tricaster / Stream (Check the stream @
    • Turn on Projector
    • Test Laptop PPT (Launch iVGA) put the feed on Net of the Tricaster
    • Turn on & Test all the Mics and refresh their batteries
    • Do a Room Check and clean up
    • Put all Presenters PPT on Front Computer (Get on Egnyte or get a thumb drive from them with the presentation).
    • Test Audio to Tricaster for recording (Letting it get in the Orange and rarely in the dark orange / red)
    • Get the Sequence Number for the Recording Name (Put in the Naming of the gear in Tricaster Record area – Make sure Disk Record is set to E: and check there is space there
    • Hit Record about 5-10 mins before start – in case other things draw your attention