WikiIndaba conference 2023/Technical Setup

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Wiki Indaba Technical set up

Materials and services:

Recording and online streaming:

• Zoom event licence
• Youtube account
• Wire Microphones
• Webcams
• 2 Computers
• Internet connection
• A wireless slides switcher

Room sound and amplifiers:

• Big Bluetooth amplifiers
• Hand Bluetooth microphones
• Sound System Control Console
• 2 computers
• S-video to jack cable converter

Setup

Recording the event

We employed two methods for recording conference submissions. The first involved using the computer webcam and a lengthy wired microphone. For presentations, we utilized Zoom to capture the screen via a computer. The second method entailed using a professional camera that solely recorded individuals and their voices without screen sharing. We only partially relied on this method due to potentially unclear sound quality compared to the first method and challenges posed by the room setup (large space and difficulty finding an optimal location for the camera near the speakers).

Streaming:

For the streaming process, we employed the same initial method used for recording. Due to the necessity of clear audio for both the audience and translators, we connected the microphone and webcam to computer 1, initiating Zoom on the same system. This computer was tasked with sharing sound and video via Zoom, strategically positioned near the presenter. For screen sharing and background music, we utilized another computer (computer 2), linked to a Wireless slide switcher device that allowed the presenter to control the slides. To facilitate online streaming, we leveraged a feature within Zoom Events that permits redirection of the stream to various platforms, such as YouTube and the Zoom lobby. For attendees to access translation services in languages like Arabic, English, and French, they were required to log into their Zoom accounts and utilize the interpretation feature.

Another way to do this with only one computer:

You can achieve this with a single computer by connecting the microphone, slide switcher, and webcam to it. This computer can handle sharing audio, video, and screen on Zoom. So, why didn't we adopt this approach universally? In reality, we did implement this in smaller rooms; however, for the theater room, we opted for a two-computer method. This decision was driven by the need to provide background music for both in-person and online attendees. Additionally, we required someone to monitor the Zoom event and ensure that everything proceeded smoothly.

Sound amplifiers:

To ensure optimal sound performance in the large room and small ones, we implemented the following measures:

For the big room (amphitheater):

Utilizing Computer 2, we linked the S-video cable from the Sound System Control Console to a cable that converts the S-video to an Audio Jack. This Audio Jack was connected to the computer, allowing us to play background music or recorded videos from the computer through the amplifiers. To address the presenter's sound, we provided them with a Bluetooth handheld microphone, which was connected to the amplifiers.

For The small rooms:

We didn't utilize background music; we only employed the same method with recorded videos and amplifiers.

A better way to do the setup:

A more professional approach involves the use of a dedicated camera for video recording, sound capture, and online streaming. This could be achieved by connecting the professional camera to the computer using a Mini-HDMI cable designed for camera connectivity.

Why we didn’t do that:

We faced limitations in implementing this method due to budget constraints, preventing us from acquiring four professional cameras for use in four rooms. Additionally, the logistics in the Theatre room proved challenging due to the considerable distance between the stage and the control room. Furthermore, time limitations prevented us from adequately setting up and testing this method in the Big room before the event commenced.

Challenges

We encountered several challenges during the event:

• One of the challenges we faced during the event was unstable internet connectivity. This instability posed difficulties for both the translators and Zoom attendees in following the presentation smoothly
  • Why: A limited budget prevented us from renting a stable event Internet box, which is costly in Morocco
  • How we Tried to fix it: Attempted to utilize volunteers' internet boxes for the translation and the main room.

• Another challenge we encountered was the failure of the YouTube stream. The issue arose when multiple streaming rooms became intertwined within the same streaming link, leading to YouTube's inability to broadcast the three rooms separately simultaneously
  • Why: The exact cause of this problem remains unclear; it could be attributed to limitations or issues with Zoom, YouTube, or potentially our own system.
  • How we Tried to fix it: While we were unable to resolve this matter during the event, we took the precaution of discontinuing the streaming of small rooms on YouTube (though they continued in the Zoom lobby) and retained only the broadcast of the Big room to mitigate the impact. We plan to investigate and address this issue in future events.

• We also faced the restriction posed by wired microphones. Some presenters found it difficult to manage the wired setup, and in cases where multiple presenters were involved, we encountered limitations in providing individual microphones for each speaker
  • How we can fix it: To overcome this challenge, we are exploring a solution that involves incorporating multiple wireless microphones. By implementing this approach, we aim to enhance flexibility for presenters, allowing them to move freely without the constraints of wired equipment. Additionally, we will ensure that these wireless microphones are optimized for reliable performance within the designated space between the computer and the presenter.

• We encountered challenges related to volunteer knowledge about the setup and operational issues with certain computers during the event. Some volunteers lacked sufficient information about the setup procedures and how the system should function. Additionally, there were issues with specific computers, including sound problems within the computer or complications arising from the operating system.
  • why: Because we lacked the necessary time to adequately instruct and test volunteers on the setup procedures and ensure the proper functioning of everything on their computers.
  • How we can fix it: To address these challenges in the future, we are considering a proactive approach. One proposed solution is to invite volunteers to the event a few days before its commencement. This will allow for comprehensive training sessions, providing volunteers with the necessary information and hands-on experience to troubleshoot potential issues.