EXPONENTIAL ROUNDTABLE - TECHNICAL COORDINATOR BOOKLET - Exponential Europe
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EXPONENTIAL
ROUNDTABLE
TECHNICAL COORDINATOR BOOKLET
“ igniting a
culture of
“
multiplication
MORE THAN 2000 PEOPLE IN 100 EUROPEAN CITIES
Tuesday 13 October 2020
(c) Exponential Europe
Hindenburgdamm 33
12033 Berlin
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or
transmitted in any form or by any means – electronic, mechanical, photocopy, recording, or any
other – without the prior permission of Exponential Europe e.V.
Thank you for hosting an Exponential Europe Event in your city. We appreciate your partnership and your investment into our cause: “Igniting a Culture of Multiplication.”
VISION: To see reproduction
and multiplication become the
norm in the language and
behaviour of the church of
Europe.
MISSION: Together as church, business,
and denominational leaders, we will
mobilize and equip movement makers with
actionable principles, ideas, and solutions
for the accelerated multiplication of healthy,
reproducing, gospel-centered communities.
igniting a culture of multiplication...
BACKGROUND
Because of the current COVID-19 situation in Europe and the many
and differing challenges this presents European countries, we have
made the decision to move the 2020 Berlin Exponential Conference
to 12-14 October 2021- please save these dates.
For Exponential 2020, while it is not possible for European
leaders to come TOGETHER in Berlin , our GOAL
instead is to gather GROUPS of 25 to 50 people on
Tuesday 13 October in more than 100 European cities.
EXPONENTIAL 2020:
MORE THAN 2000 PEOPLE AT 100 ROUNDTABLES ACROSS EUROPE
Exponential is a community with a cause. Our common vision is to see reproduction
and multiplication become the norm in the language and behaviour of the church
of Europe. The vision is reflected in our topic for the Roundtables: "Igniting a
“
Culture of Multiplication."
Together with the board, our partners
and the NC2P network in
Europe, we are believing for
“
more than 100 leaders in
Europe who are ready to
host an Exponential
Roundtable in their city.
Are you one of them?
VALUES
1. Unapologetically Christ-Centered
(Colossians 3:17 NIV)
Our events are centred around Christ and are
consistent with a historical, orthodox view of
biblical Christianity.
2. Excellence
(Colossians 3:23)
We create events with a WOW! factor that wisely use
available resources to honour God and inspire people by:
• Preparing Diligently – Minimize uncertainty so team
members have a high level of confidence and flexibility in
their role and are free to express their gifts fully
• Building Distraction-Free Environments – Minimize
anything that would hinder guests from fully engaging with
the speaker content
• Creating Space for Transcendent Moments – Be attentive
to what is happening in the room during the session, make
space for attendees to respond to the Spirit of God and
help them apply the content to their setting
ROLE OF THE TECHNICAL COORDINATOR
As the technical coordinator you are partnering with your Roundtable Host to accomplish a
smooth and enjoyable event on the 13th of October. Because there are different tasks for
an event like this, it is crucial to do it as a team. You will be the team leader.
Please read through the instructions below carefully.
There will be a Technical Coordinator Zoom Call on the 8th or 15th of September, where
more information will be given and questions can be answered.
Dream Team
It is always better and safer to have more people with you.
The size of your team depends on the size of the room in
which you are hosting the event.
The ideal team will consist of 4 people:
1. Technical Coordinator (you)
2. Video Playback operator
3. Sound Engineer
4. Lighting Board operator
If you feel confident, one of the additional positions (2-4) can also be filled by you.
So then you only have 3 people on the team. If there is no extra lighting board at
your venue you also don't need the Lighting Board operator.UTC+0 UTC+1 UTC+2 UTC+3
TIME
09.00 10.00 11.00 12.00
to to to to
Because we have one gathering for 15.30 16.30 17.30 18.30
100 round tables in cities located in
different time zones across Europe,
the Exponential Roundtable will
begin at different times in different
nations on the same day of Tuesday
13 October 2020:
To make this event run smoothly, we need to ensure that we are all on the
same timing. This is especially important for our Zoom sessions,
where we connect and have time together for discussion, etc. in
between the main sessions.
(Separate Zoom Call for production Team; to count them in). So,
please look at the following brief overview of the day and keep to it
as closely as possible. The final and more detailed programme,
including information on the different speakers will be available to
you in September.
Translation during the Event: If your native
language is not English you might need a
translator who will translate the live parts
from Berlin, which will be send in English into
your language. The same is true for the zoom
call.ROLE OF THE TECHNICAL COORDINATOR Different Parts of the Roundtable Event: On page 11 you can see a detailed schedule consisting of 4 Parts: TIP: If you don't want people to be distracted while you work on your computer you can tap on the "blank" or "freeze" button on your projector remote. Or maybe you have a video mixer like a "for example Black Magic Design ATEM Mini" between your computer and the projector. This way you can fade the output of this video mixer to black or a logo. These video mixers can also be rented for a weekend and are fairly easy to operate. Talk to your Roundtable Host. Access to Video content: All Video content will be streamed through our Website. This is also why you should take care of a good internet connection at your location. See more info on that below. You will be notified via email with the website link and login data.
Preparation
Checking the Room
1-2 Months before the event: When you check out the room and equipment, ask these
questions:
1. Screen. Is there a large TV screen or projector in the room that you can use? Check if the
projector can show at least a resolution of 720p or higher. The event will be streamed at
1080p but you can lower the resolution in the player if your output screen can't show that.
2. Cables. How can you connect the main computer to the screen/ TV? Is it HDMI or do you
need an Adapter for DVI / VGA? If possible bring your computer with you and connect it
there to see if it works.
3. Position. Ideally you will sit on a table on the opposite side of the room of the screen / TV.
Make sure that you have the right cables there: Video, Network, Audio.
4. Sound. How can you connect to the sound system? You need a cable that can connect to
your computer. Usually it will be a Mini Stereo jack to two Mono jack cable. If your event is
in a church or auditorium, ask for a sound technician to be there.
5. Daylight. Will there be lots of daylight or direct sunlight during the day so the screen or TV
might be hard to see? Is it then possible to put up shades to darken the room? Also, can
you or another person control the light so you don't sit in the dark during the group times? If
your event is in a church or auditorium which also has a separate light control board ask for
light technician to be there for the whole day.
6. Internet connection: This part is crucial. Test that you have at least download speed of
50mbit. You can run a speedtest while you are there. During the event make sure that no
other devices are connected to the same network. Also, use a wired ethernet connection. If
there is no ethernet cable try to run one directly to the router.
Organizing the Equipment
1-2 Months before the Event:
Check the equipment list below and organize the right equipment.
Production Team Zoom Call on 8th and 15th October.
4 Weeks before the Event, there will be two Zoom Calls- all Technical Coordinators should take
part. These will cover the same content, so you must attend one.
You will get an email with an invitation link.
If you are not filling the role of the video playback operator yourself, make sure that that person
is also attending this call.
Pre-Session Test on the 12th of October
On the 12th of October at 7pm, one day before the main event we will do a test run to check if
everything works. If you discover problems during this test, this will be the chance to fix them.
For this test everything has to be set up before. Check if audio is going to the PA.
Also, setup the secondary MAC / PC for the production Zoom call.
igniting a culture of multiplication...Equipment and Setup
Equipment List
• Good internet connection, at least 50 mbit
• One main computer for playing back video content
• One secondary computer for production zoom call
• Projector or large TV screen (depends on your audience size)
• Sound system. If there is no sound system in the room, organize a speaker system
in the adequate size; the audio speakers of the TV screen are not enough.
Main Computer
Mac (preferred)
Software: Safari or Firefox and Zoom (check if software is on latest version)
OS: Check it is on the latest update or at least the second latest.
Specifications: Because there are so many options we are just recommending that the
machine is not older than 3 years and was not a low end model. If it is not a Macbook
Pro or Imac it should not be older than 2 years. Macbook air is not recommended. It
should have At least intel i5 Quad Core or higher. Dedicated graphics card. SSD drive,
8Gb RAM.
PC (only if necessary and thoroughly tested)
Software: Firefox and Zoom (check if software is on latest version)
OS: Windows 10
Specifications: Because there are so many options we are just recommending that the
machine is not older than 2 years and was not a low end model. It should have At least
intel i5 Quad Core or higher. Dedicated graphics card. SSD drive, 16Gb RAM.
Secondary Mac / PC.
• Software: Zoom
• Specifications: should be able to run Zoom smoothly. Check the specifications here
Background Apps, etc.
All screen savers, background applications and power saving features must be disabled and there
can be no internet connectivity (WiFi, Bluetooth and Ethernet disabled). All virus scans and system
updates must be disabled.
Clean up your Computer.
If you are using a machine which is used regularly by a private person it would be a good idea to
clean things up a little. While switching between videos, livestreams and zoom meetings, the
audience at your Roundtable might see your computer desktop. So clean up your files and folders
on your desktop. Also, in your browser don’t have any other browser window / tabs open. Disable
any plugins and hide any link-bars. Maybe it could be helpful to create a separate user on your
computer for this event so then you won't have those problems. (your decision).
Setup:
It is easiest if you connect the main computer to the projector / screen and turn on “mirroring”.
While working in mirroring mode you can use your “freeze” or “blank” button on your projector
remote to temporary hide the output of your computer so you can switch between video playback
and zoom calls. Ideally you have a small video mixer for example an ATEM Mini which can switch
between different HDMI inputs. This way you can fade to black or show a logo while you work on
the computer.TIME OUTLINE
FROM US
WHAT EXPONENTIAL IS RESPONSIBLE FOR
INFORMATION: We will provide information on our website,
1 through social media and through our newsletter, while being
dependent on local engagement for local marketing.
REGISTRATION: We have created a registration system available
2 in every major language for each nation participating at Roundtable.
Registration is now open for each place where a host is established.
PROGRAMME: The day of Roundtable will be a mix of great
teaching (from speakers such as Dave Ferguson, Øystein Gjerme
3 and Leo Bigger, with more to be announced), table discussions, and
Zoom links to the other more than 100 cities and hosts.
CONTENT: The topic for Roundtable 2020 is "Igniting a Culture
of Multiplication." Each participant will have online access to a book
4 on the topic written by a number of European leaders.
TRANSLATION: We provide a simple translation system for film tran-
scription into your language. We also provide the teaching in your
5 language (maybe with some assistance from you). You will host the
RoundTable discussions in your own language. Printed material will
be available in many European languages.EXPONENTIAL
ROUNDTABLE
13 OCTOBER 2020
We are very thankful that you are partnering
with us in this adventure of launching 100
cities for Exponential 2020.
We are very much looking forward to this
time with you and your participants.
igniting a culture of multiplication...You can also read
