Plan B, from Earth (back-up planning in action)

I believe in a solid AV set-up, with all details considered, so that audiovisual presentations (slide shows, audio, video, multimedia, special film screenings, etc) play back in as flawless a manner as possible. However, being an earthling from Earth, I know the gods can be crazy from time to time.

With all the possible technical connections going on these days with audiovisual presentations, there are bound to be some compatibility issues somewhere, especially where computers are involved for playback. I know that if you were to phone a technical support line during a problem, you may get an answer such as: "Well, it should work." when you know it doesn't, or the old: "Well, it worked last night.", from somebody presenting, when it doesn't work today. Last year, I was in Vegas for an event and was handed a DVD for playback with virtually no time to test it - AND nobody had informed me as it was a last-minute decision to play it. The 'brand new' laptop played in back choppy in front of a room-full of AV industry people. I tried my best to make it play back smooth, but it was too late. Given some proper notice, I'd have done what I've described below.

My main point is that there should always be a Plan B in place to avoid a complete disaster when things don't go exactly as planned. My tag-line for business cards and websites is: "For when you can't rewind." because when a presenter is standing in front of a group of people and the earth-based technology is not behaving like it 'should', every second can seem like an eternity. Ask yourself: "What would I do if..."?

CASE STUDY #1 - DVD PC Playback
After setting up an AV playback system, I was faced with a laptop which would not play back a DVD smoothly. It was playing a burned video DVD with Power DVD as the player - the sound and image were both choppy and pretty much un-presentable.

Troubleshooting method:

- before blaming the DVD (being a burned one with smudges on the information side), save some valuable time by trying the same DVD on another player, then on another computer (player first so you don't have to keep swapping it back and forth, which takes too much time with every 'loading' of the disc).

- if the player doesn't matter, try another computer. If the new computer plays it back smoothly, there is obviously something going on with how the first computer is playing back DVD's.

- problem - the supplied projector has only 1 15 pin VGA port but came with a DVI to VGA cable (both 'male', BTW). The VGA cable going to the projector is also male. You cannot connect the two together and therefore you cannot have two computers going into the same projector, in such a case.

- solution - a 'gender changer' connection (or 'turnaround') will allow the two male connections to work. But, where do you get one at a moment's notice? GEEK ALERT - an experienced AV person will have a well-stocked supply of various cables and connectors (we call them 'break-out' kits). The male VGA from the computer can now go to the VGA side of the DVI cable and the DVI cable goes into the projector. Press 'source' on the remote of the projector and 'done'. Computer #2 is now going into the one and only VGA input of the projector and the AV person can simply switch inputs, with the projector's remote, in a couple of seconds - computer #2 plays the DVD, while computer #1 has the slide show.

- optional solutions - have everything going through a seamless switcher and operated by the AV person. BUT, this is an expensive item to rent or buy for many people who are cutting costs. So, the AV person can make the switching fairly seamless and the presenter needn't worry about anything, so they can concentrate on their message and not offer apologies for technical failures to an unimpressed crowd. Or, load the original media file onto your laptop for better playback.

- Caution - choose your AV team wisely - ask if they are prepared for this or any other type of common situation (way too common, so be careful!). Also, ask how much they are willing to help out - I have worked alongside many AV and sound people who stop at the all-too-familiar 'not my job' barrier when they just don't want to be bothered. I don't believe in such a practice. I think it's a cop-out. The AV staff should at least be able to 'try' and help with anything that comes in the way of a great event, even if it's something they didn't expect to be integrated into the system.

Before you read any further and rack your brain trying to remember all of this, you may consider hiring an AV consultant to take care of it for you - it is worth it! I am a consultant - hey, you can hire me! But, if I am not in your area, I can at least tell you what to ask of a consultant.

1. Don't trust technology completely.
2. Have a solid Plan B.
3. Ask the right AV questions.
4. Test ALL AV playback on the equipment that it will be shown on. Test again in the morning (or, before the presentation ON the day of.)
5. Choose your AV team wisely.
6. Check which inputs are on the projector which is being used. If there is only one 15-pin VGA, you can buy a cheap KVM switcher (Keyboard, Video, Mouse)for less than $20.00. It will allow you to switch between multiple computers. OR, rent a DA (distribution Amp) but ensure the ins and outs are of the proper configuration (AV companies won't always tell you unless you ask). OR rent a 'seamless switcher' and have it set up for more than one computer (and you can also have a DVD player hooked up to it).
7. Ensure you've rented a DI box for audio output and get the proper cables to hook it up.
8. A DVD player with a BACK-UP copy of the DVD, waiting to go, sitting next to the projector (with a DI box set up) is also a great idea. You can use the built in speakers of the projector, but only for small groups and definitely low-fi sound quality.

So, at the time of the AV presentation, it does not matter 'why' the technology isn't working, despite very thorough planning and testing, it matters how one is going to work around it - and with a solid Plan B, the workaround is fairly simple.

Cheers and may the AV gods be smiling upon your next event!

- Buck Moore

QUICK TIPS FOR DVD PLAYBACK ON A PC COMPUTER with Windows XP:
- make sure your computer isn't running a virus scan
- hit Ctrl+Alt+Delete and look at how many processes are running
- turn off your wireless function (if you aren't using it)
- turn off your virus protection (only for playback, then keep it on)
- do your best to make sure no background apps are going on that don't need to be
- turn off any instant messenger software
- if possible, get a copy of the original media file and put it on your hard drive for more reliable playback