MATERIALS NEEDED IN EACH VENUE

  • laptop/computer with built-in DVD player, internet connection and Skype software downloaded
  • webcam
  • mini DVI to VGA converter
  • PA system with mixing board and audio cables
  • microphones with audio cables (ideally a lapel mic for MC and handheld wireless or regular vocal mics for the audience)
  • video projector and film screen / cloth / wall
  • lighting
  • cell phone with text messaging capabilities and airtime to do so

PRODUCTION CREW NEEDED IN EACH VENUE

  • MC / Facilitator
  • Laptop Technician / Webcam Operator
  • Sound and Lighting Technician(s)
  • Videographer/Photographer (optional)

BASIC SET-UP
Place the laptop somewhere in the venue so that the webcam attached to it can cover the widest view of the audience in the image it captures (try placing the laptop on a table below the film screen with the webcam facing the audience). Connect the laptop to a video projector using the mini DVI to VGA converter.  In your computer preferences, make sure to select the option for projecting a mirror of the laptop desktop.  Connect an audio cable line-out from the laptop headphone jack to the line-in of the PA system and an audio line-in to the laptop microphone jack from the line-out (main mix out) of the PA system.  Use as many or few microphones as you like, but make sure they are all connected to the PA system and being fed through the mixing board's main mix.  If you decide to have a videographer documenting your event, I suggest you place them near to the laptop so they see what the webcam sees, and have an audio cable connect the line-in on the video camera with a line-out from the main mix of the PA system for obtaining good audio quality of what's said.

Make sure there is a good internet connection on your computer and that you have downloaded and opened Skype software.  For those of you not familliar with Skype (which is easy to use), you will need to create a Skype name and password, then add the Skype name of the sister audience you want to connect to in your list of Skype contacts (and vice-versa, so be sure to give your sister audience your Skype name too).  I suggest each venue create a special Skype name specifically for the "sister audience" event, ie. BluePrimarySchoolSisterAudience.  This way, you will not have any other Skype users accidentally interrupting your dialogue by trying to call you or chat with you when they see that you are online.  Once you are logged into Skype, you can place a video call by selecting the name of your sister audience in your Skype contacts list and clicking the green call button to activate the call.  To receive a call when you see that your sister audience is calling you, simply press the green call button and you should see a message indicating that the call is "connecting."

IMPORTANT SETTINGS
Skype Audio:

  • Open Skype
  • Click on Skype at the top of the page (left).  In the scroll-down menu select: Preferences:  selet Audio:
  • Audio Output:  Built-In Output Headphones
  • Audio Input:  Built-In Input Line In
  • Ringing:  Built-In Output Headphones

Computer Settings for Audio:

  • Check that the Preferences are similar to those you set in Skype Audio.  On my Mac I go into the computer Menu:  select System Preferences:  select Sound:  select Line In:  Audio Line-in port.  There may be slight variations between Mac and PC formats.

Skype Video:

  • Open Skype
  • Click on Skype at the top of the page (left).  In the scroll-down menu select:
    Preferences: select Video:
  • Camera:  (check off) Enable Skype video
  • When I am in a call: (check off) Start my video automatically
  • Automatically receive video from:  People in my Contact List
  • Show that I have video to:  People in my Contact List

Open up your DVD player software on your laptop and insert the DVD of the film(s) you will be watching.  Keep both the DVD player and Skype open during the event, but have your Laptop Technician practice at switching smoothly between the two by minimizing one when the other is in use.  Since you will be projecting a 'mirror of your desktop' onto the big screen, I recommend that you choose an appropriate still image that you make as your desktop and your screensaver for the event, ie. a graphic that states the name of your event.  This will keep the visual experience of the audience within the theme of your event.  I would also recommend that you make sure there are no personal photos or text documents on the desktop that may pop up on the big screen when you don't want them to.

The most tricky aspect of the smooth link-up is with the transition between playing the films and placing a video call on Skype, especially because your venue might be a few minutes behind or ahead of the other venue and you want to connect on Skype when you are both good and ready to go.

Here's what our Laptop Technicians did and what I recommend doing:

  • After each interactive dialogue session, as the MC's indicate it's time to play the next film, end the Skype call.  Minimize Skype Video.  Maximize the DVD Player to fit the full screen, drop the house lights and play the film.
  • After each film, stop the DVD. Minimize DVD Player. Have the MC in your venue distract/re-engage the local audience while this is happening, and open the Chat window in Skype. Have the 2 Laptop Technicians type in the chat window about when each side is ready for the call.  Before the whole event starts, decide on one side that will always initiate the call just to simplify things.  Once both sides have confirmed they are ready to connect, have the agreed side place the call.
  • Give each Laptop Technician a cell phone with text messaging capabilities and enough airtime, and have them keep these cellphones handy in the event of a breakdown with the Skype/internet connection.  Send/receive SMS's with each other if there are any delays in playing the films, any technical difficulties re: Skype calling, or if there are any communications that need to happen between the production crews but that does not need to appear on the laptop chat window and be projected for the audience to see.  SMS and/or type in the Skype chat window, if needed, during the dialogue session to notify the 'sister audience' if any of their audio is unclear, and to to paraphrase or translate if needed – remember, the audience can see the chat window in the projected “mirror" of the desktop.
  • The MC should be placed near to the laptop, and make sure that s/he can turn to face either the audience in the local venue or the webcam (therefore, 'sister audience') at any given time.  MC's may need to reiterate questions/responses from the audience to ensure clarity.  I recommend that you draft a script for the MC's to follow that outlines the program including the order of films being screened and any Social Dialogue Starter questions they may want to use to kick-start the dialogue between sister audiences.  Make sure there is plenty of light falling on the faces of your audience (and not behind them) during the dialogue,  as well as keep the webcam a good distance from faces and minimize movement of the webcam, to maximize the quality of the video going through Skype.  Have a Lighting Technician in place to turn the house lights down for the film screenings and up for the dialogue sessions.

POTENTIAL PROBLEMS AND SUGGESTED SOLUTIONS

a) If Skype Video stops working, but Skype audio still works, use the Skype audio to continue communicating with sound only between the 2 venues.

b) If Skype Video and Audio stops working, use the Skype Chat window (like a scribe) to communicate between the 2 venues while still using microphones in your local venue.

c) If the internet stops working, use SMS to summarize comments between the 2 venues while still using microphones in your local venue, or just keep the discussion in your local venue and point people to this dossier for sharing with the sister audience after the event.

TECHNICAL REHEARSAL
I highly recommend doing a Technical Rehearsal before your live event, where you create the same set-up you will have on the day of your event in each of the 2 venues and do a walk-through of your program with your MC's and key technicians.  Here are some objectives of and basic guidelines for the Technical Rehearsal:

a) Ensure that all sound and picture of the event happening in Venue 1 is being fed properly into the laptop and, through Skype Video, being transmitted properly to Venue 2.

b) Ensure that all sound and picture of the event happening in Venue 2 is being fed properly into the laptop and, through Skype Video, being transmitted properly into Venue 1.

c)  Ensure that all cables, connections, internet, and placement of key items (laptop/webcam, microphones, lighting and MC) are working to ensure the best possible results in terms of the live connection and the practical needs of facilitating the audience during the event.  Experiment with pointing the webcam and mics to ensure the best coverage possible.

d) Test-run switching between 2 main functions of the laptop:  1) playing the films (with DVD player software) and 2) Skype Video, as you will need to be switching back and forth between these during the live event and want to make sure everything works smoothly.

e)  Ensure that both key technicians and MC's are very comfortable with the way the program will run and all of the technical aspects involved. Be sure to provide sound and lighting technicians with a list of technical requirements and MC's with a script outlining the step-by-step of how the event will run.

ADDITIONAL NOTES
If your "sister audiences" decide to take the 'creative conversation' a step further and play music with each other, you will need to either position the instruments near the microphones that are connected to the PA system, or use a cable connected from the line-out of the instrument to the line-in of the PA system.  The main mix of the PA system should still connect to the audio line-in microphone jack of the laptop.