A/V Equipment Policy

ASEEES will provide a digital projector and screen in every meeting room for panels and roundtables. You will be required to bring any other equipment, specifically your own laptop or digital devices, in order to make your presentation. Larger meeting rooms will have a microphone and speaker. 

No other audio-visual equipment will be provided. 

Cables and Adapters: The standard setup in rooms will include a projector/screen, HDMI cable, power-strip, mini headphone cable and sound system hooked up via the headphone jack on your laptop. The projector does have a VGA port, but if you plan to use the VGA connection, you must request it. Please be aware that a lot of the newer thin laptops do not have VGA or HDMI ports. In order to ensure no delays, please be sure to bring the correct display adapter for your laptop if it does not have a HDMI port.

When preparing in advance, if you are unsure what adapter you need, we recommend taking your laptop with you to the electronics store (Best Buy, Staples, etc…) and telling them you will need to connect to an HDMI port.  They will be able to get you the correct dongle.

Practice/testing room: At the convention hotel, a practice room will be provided to test your connections. Someone from the A/V team will be in the area to help you, if necessary. We highly recommend that you test your connections well in advance of your presentation. 

For Apple laptops: Please be sure to bring the necessary adaptors to connect your Apple laptop to the projector or monitor. Because Apple has 8-9 different dongles, the A-V company does not carry them.

We provide Wi-Fi in the exhibit hall and other public locations in the hotel.  

Best Practices

Designate one person’s laptop for use during the session; load all presentations onto the laptop before the session; and test the presentation to make sure they will work with the software on the designated laptop.