Service Listing 11: Speaker Ready System

Cadmium's Speaker Ready System (SRS) is a software solution that offers event planners and speakers an innovative way to streamline the complex process of collecting, updating, and distributing presentations.  It is designed to be an onsite extension of your Education Harvester solution, allowing for flexible presentation collection before an event, while easily distributing the latest version of a presentation directly to a speaker's session room as well as the event's Website and Mobile App.

For optimal execution, it is highly recommended that one of Cadmium's certified service partners is either selected as Customer's AV Company, or that the Customer's AV Company become certified in SRS operations.

Service Activities

While each Service Activity is strongly recommended, some become optional as the Customer's prior use and experience with Cadmium's solution grows.  The Service Activities below are listed in typical completion order, but the order may differ by implementation.  The following Cadmium provided Service Activities are included with each implementation:

1. Provide Software Training Resources
2. Establish Eventscribe Onsite Administrative Account

Services not listed are outside the scope of this agreement.

Important Notes

Other than providing specifications for equipment, Cadmium is not involved in provisioning, setting up, or breakdown of equipment for onsite operations. 

1. The Customer is responsible for hiring an AV Company.  It is strongly recommended that the Customer selects one of Cadmium's service partners, or that the Customer's AV company become certified in SRS operations.  Cadmium is not involved in pricing, negotiation of terms, contract execution, nor financial reconciliation.
2. AV Company's responsibilities related to operations of the SRR include:
   • Imaging workstations following Cadmium-provided specifications.
   • Installation of SRS software by running a Cadmium-provided executable file.  The execution of this program takes approximately two (2) minutes per workstation.
   • Activation of workstations used in the SRS solution, including one designated as the controller.  Each presentation room must have its own designated workstation.  It is recommended that all activated workstations are named with their designated room number for identification purposes.
   • Configuration (design and wiring) of a network to connect all workstations, controller laptop, and podium laptops.  Network scenarios can be independent internet drops or a private dry virtual local area network (VLAN).
   • Testing and verification that all workstations are accessible on the network.
3. The Customer is responsible for all communications to presenters, moderators, AV staff, etc., about the location of the Speaker Ready Room (SRR), operating hours, and presenter requirements.
4. SRS requires use of Eventscribe Onsite, a website used for facilitating the onsite operations of an event.  Cadmium will add one user account for Customer's Point of Contact.  Account management in Cadmium Onsite is the sole responsibility of the Customer.
5. Service activities for Cadmium's speaker management system, Education Harvester, are outlined in a separate Service Listing which includes training and product consultations.  Configuration of the Speaker Management system should be discussed between Cadmium and Customer, but should consider the following guidance:
   • It is the Customer's responsibility to identify a single upload task that will be used for SRS, and to enable SRS for that task.  This is done by clicking the SRS icon on the tasks page.
   • As best practice, Cadmium recommends speakers check in with the System Operator of the Speaker Ready System onsite.
   • Operations of the SRS are dependent on accurate values in the 'Room' field for presentations.  It is the customer's responsibility to ensure the accuracy of this data.
6. The following should be noted which are related to content uploaded into the Speaker Management System:
   • Uploaded content can be published to Eventscribe automatically; a brief delay (about 15 minutes) may occur.
   • Content uploaded to the SRS is limited to three (3) gigabytes in size per file.
   • The upload of Keynote files is not supported.  Presenters should be encouraged to save content to pdf format prior to uploading.
   • Slides for the SRS must be collected using a single 'Upload - Slides' task type.  Other task types are not supported.

Service Activity Descriptions

Activity 1: Provide Software Training Resources

Cadmium will provide the following learning materials to the Customer:

• Equipment checklist document which includes technical requirements for equipment involved in Speaker Ready System solution
• Link to Cadmium University with login information
• Speaker Management System (Education Harvester) - Best Practices for SRS Operation
• Instructions for creating and maintaining the list of users within Eventscribe Onsite.

Activity 2: Establish Eventscribe Onsite Administrative Account

Eventscribe Onsite is a website that serves as the hub for onsite activities for an event.  It facilitates module access for any staff members or volunteers who are helping onsite during an event.  Cadmium is responsible for establishing a single administrative account within the Eventscribe Onsite system, in the Stations Module.  Account management and administering permissions for additional accounts is the Customer's responsibility.

Optional Items

The following are optional services that can be purchased separately.  Contact your Account Manager for further details and pricing.

Speaker Ready System Onsite Support

This activity provides on-site, dedicated support for the operations of the Speaker Ready System software in the Speaker Ready Room.  Cadmium's responsibilities include the following in preparation for an event:

• Designate staff member(s) to serve as on-site Operator(s)
• Facilitate the exchange of contact information for the onsite Operator(s) and the Customer's Point of Contact
• Advise the Customer on required travel dates and arrival times, based on setup details and SRR schedule.
• On-site Support Operators are to make their own travel arrangements and share travel details with Customer's Point of Contact.

The Customer's responsibilities include:

• Establish and share the operating schedule for the Speaker Ready Room.  If any changes are made to the schedule, those changes must be communicated to Cadmium to allow for planning.
• Arrange for lodging and provide lodging arrangements to Cadmium prior to the event.  Depending on an event's location, and the SRR's schedule, lodging may be required prior to the first day and following the last day of the event, with the Cadmium Operator(s) departure the following day.

Some other important notes include:

• Cadmium's On-Site operators are limited to working twelve (12) hours/day, which includes travel, and time for setup and testing prior to SRR operation.  On-Site operators are entitled to at least two (2) 15-minute breaks and a lunch period each day.
• The number of On-Site operators required for an event is based on the scope of an event and the scheduled hours of operation for the Speaker Ready Room.

Cadmium's On-Site Operators are responsible for the following:

• Providing guidance to the AV Vendor as needed for configuration of LAN, workstations, installation of SRS software on workstations, etc.
• Providing training to AV Vendor staff for the operation of SRS
• Remaining in or near the Speaker Ready Room during operating hours
• Assisting guests with operation of SRS software
• Troubleshooting technical issues for the SRS server

The following items are not the responsibility of Cadmium’s on-site support person(s):

• Speaker Ready Room setup, including wiring for power or connectivity.
• Network configuration
• Imaging of SRS workstations
• Providing equipment for SRR operations including switches, cables, monitors, etc.
• Updating presentation materials without Customer or presenter presence (use of MS PowerPoint, adding disclosure data, etc.)
• Establish administrative account access for other products in the Eventscribe platform.