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Final Presentation Logistics

The final presentation will be from 7:30-10:00 PM in Kresge Auditorium on the date indicated in the course schedule.

There are a number of activities that need to be coordinated, so please review the general information, booth setup instructions, and the detailed timeline below carefully. In the timeline, note that there are 15 minute run though times scheduled between 3-5:35 PM in the auditorium. Guests are arriving at 6 PM so the rehearsal cannot run late! Everything must be ready to go at 6 PM.

stage setup
seating plan
booth locations
path from foyer to backstage
presentation upload schedule
kresge rehearsal schedule

General information and stage layout
There are 8 minutes for each presentation, followed by a 5 minute discussion period and a maximum of 5 minutes for transition between teams.

The goal of the presentation is to display the merits of your design: the prototypes, key needs, technical innovation, how it could be realized as a product (simplified business case/development plan), and outstanding issues.

Guests will be provided with a review form to provide feedback. Your team's grade for the final presentation will be determined by your team instructors. Presentation design and execution is an important component of the review.

Video of prior presentations are in the course gallery. Presentations typically include elements such as product demonstrations, slides, video and animations. It is advisable to show the product right at the start of the presentation. A set of presentation tips has been prepared by the communications instructors. Some additional details about starting and ending your presentation are in the presentation portion of the setup timeline.

The presentation order is:

Orange HUD helmet
Purple Horse injury detection
Red Therapy robot
Pink Mobile farmstand
Green Swimming pacer
Silver Bit sizer
Mat cleaner
Yellow Yoga mat

A schematic of the stage setup is shown below. The screen is in 16:9 format, and you should prepare your slides in this proportion as well.

The lobby will have displays and audio so that standby ticket holders can watch while they wait, and the Little Theater will also be setup as an overflow venue.

Dinner will be provided during the reception after the presentations. Please see the timeline for details about what-needs-to-happen-when leading up to the presentation.

Booth setup

Your team has a booth so that guests can see your product and meet with you during the reception immediately following the presentations. The booths are located in the Kresge Auditorium foyer.

The team booth is centered around the set used for your presentation, and will typically also include a brochure for your product. The communications staff have prepared guidelines for brochure design.

There is no room in the foyer for extra tables, posters or monitors.

When guests arrive before the program, your sets and prototypes will be backstage so that your presentation can have the element of surprise. This will also help us have room to manage people arriving for standby tickets before the presentations. The lobby will be nicely decorated and spacious.

During the time that guests are arriving before the start of the program you should be wearing your name tag and mingling. You might want to hand out your brochures at this time as well.

You can pickup your nametags in your team area (located in the basement across from the Little Theater). You should be wearing your name tags by 6 PM.

Bags, coats, and other supplies or miscellaneous items must be kept in your team's area in the practice room in the basement. They are not to be stored with your booth as we need to keep the foyer clean to accommodate a large number of people.

As soon as your presentation is over, your set and prototype will be transported to the foyer and set up in front of your team's banner.

110 VAC, 20 A outlets and spot lighting from above will be provided in the lobby for your booth. Please let the course instructor know if other special equipment will be needed.

The layout for the booths is shown below.

Timeline
Day and time Activity Notes

Friday, Dec. 6
4:00-9:00 PM

Presentation practice sessions


Please see the practice session description for details. We will be posting an online scheduling tool so that you can pick a 30 minute time slot that works for your team.
Sunday, Dec. 8
2:00-6:00 PM
Additional practice
time

Communication instructors are offering additional rehearsal time. Each team is encouraged to sign up for a 30-minute slot.
Sunday, Dec. 8
7:30 PM
Set moving

Course staff will move the team sets from Pappalardo lab to the Kresge Auditorium foyer. Prototypes should be tested in the set context prior to moving. Sets will be available in the Kresge foyer for practicing presentations up until 2 PM. At 2 PM, all sets will be moved to the basement by the stage elevator.

Orange and puple team sets will move onstage mid-day Monday before the dress rehearsal, as noted below.


Monday, Dec. 9
noon-2:00 PM
Presentation uploading

The course TAs will be in the Pappalardo lab to upload the final version of your slides to the presentation computer. Please have a team member present that is familiar with the details of the presentation so that they can make sure everything is working correctly.

Please arrive exactly on time because we must have all presentations loaded by 2:00 PM. You will be able to schedule your time slot for the upload period. The schedule is very tight so this cannot run late. This is not a time to edit slides. Presentations may not be changed after this time.


Monday, Dec. 9
3:00-5:35 PM

Presentation
rehearsal

Each team will run through their presentation on stage (less sets).

The actual presenters from each team must attend to make sure everything is working and become familiarized with the presentation setup. This is your chance to try out the microphones, slide remote, confidence monitor, and get used to being on the stage in Kresge. This is not a time to edit slides.

Additionally, each team must have a designated projectionist's assistant who will sit with the projectionist during the team's presentation to provide instructions about starting videos or other details. Your team's projectionist's assistance must also be at the practice session.

The run through schedule is:
3:00-3:15 orange team
3:20-3:35 purple team
3:40-3:55 red team
Pink team presents after red team, but will practice second last
4:00-4:15 green team
4:20-4:35 silver team
4:40-4:55 blue team
5:00-5:15 yellow team
5:20-5:35 pink team

Do not be late! Guests will start arriving at 6:00 so practice cannot continue past this time.

Monday, Dec. 9
2:00-6:00 PM
Moving prototypes to stage elevator, lobby preparation for guests

The foyer must be cleared, with prorotypes and sets backstage by 6:00 since guests will start showing up at this time. 6:15 PM is when standby tickets become available.

All prototypes and sets will be staged in the basement by the elevator. If help is needed for planning how to move your prototypes from Pappalardo to backstage please see Steve, Bill, Jimmy, or the course instructor.

Any other booth materials (such as brochures) and coats, bags are stored in your team's area in the practice room, opposite the Little Theater. Please make sure that the lobby is clean and free of coats and other items

By 6 PM you should have picked up and be wearing your name tag.

Your name tag can be picked up in your team area in the practice room. The timing for when presenters and Q&A participants report backstage will be on the back of your namecard.

Orange team's set will be setup front stage since they will be presenting first. The orange team set must also be ready to go by 6:00 since the front stage should remain clear once guests begin arriving.

Purple team, presenting second, will setup backstage, so that they are ready to roll out after orange team's presentation. This also needs to be ready by 6:00.

Orange and purple, please do not bring your materials in through the auditorium to the front of stage. Staff will show you how to bring in your materials backstage.

Monday, Dec. 9
6:00 PM


Pappalardo lab closes

 
Monday, Dec. 9
7:00 PM
Orange team instructions Members of orange team that are presenting will meet the course instructor backstage to coordinate the beginning of the program.

Monday, Dec. 9
7:20 PM
First two teams report backstage

All presenters from orange and purple team must be backstage.

Additionally, any team members from orange team that wish to participate in the Q&A should be backstage at this time (at no time during the presentations will people be entering from the front of the stage—see the route for how to go backstage).

There will be a monitor backstage so you can watch the presentations while you are waiting.


Monday, Dec. 9
7:15 PM
All students seated

All students should be seated in their allocated area no later than 7:15 PM. After 7:15 standby admissions begin and you may have trouble keeping your seat if you are not in it.

Orange and purple team projectionist's assistants must report to the projectionist bu 7:15.

     
Monday, Dec. 9
7:30-10:00 PM
Presentations

The presentations start at 7:30PM sharp. All students are expected attend the presentations. Please never enter or leave the room while another team is presenting.

All of the logistcs/timing for moving backstage wil be printed on the back of your name card.

When the Q&A period begins for the team two presentations prior to your presentation, presenters and people needed to help load the set on the elevator must leave the auditorium for the foyer. Course staff will be in the foyer. You will meet with them and then leave for backstage either following the set moving path, or using the indoor route marked with signs.

Your team's projectionist's assistant should also report to the projectionist at this time.

Times to leave the auditorium to move set backstage:
Red team: when Orange team's Q&A begins
Pink team: when Purple team's Q&A begins
Green team: when Red team's Q&A begins
Silver team: when Pink team's Q&A begins
Blue team: when Green team's Q&A begins
Yellow team: when Silver team's Q&A begins

If a staff member comes at an earlier time saying it is time for you to head backstage, please go with them promptly.

The route for moving backstage is shown at the end of this section. Sets (and people) will only be moved to and from backstage (in the elevator) during the transition periods.

Once your set is backstage, only the people needed for the presentation may remain backstage. It is really important to be quiet backstage since you are separated from the front stage only by a curtain.

Students participating only in the the Q&A should leave the auditorium through the rear of the auditorium and proceed to the backstage, following the same route used to move the prototypes, when the Q&A prior to your team's presentation begins (again remember that we will not have people entering stage from the front of the stage).

When presenters arrive backstage they will be fitted with wireless microphones. When the 5 minute Q&A for the team ahead of you ends, course staff will help you roll your setup front stage through the entry side. There is a maximum of 5 minutes for setting up, and shorter is much better.

Once you are setup, the course instructor will check that everything is set, and then the stage lights and your slides will come on. At this point your 8 minutes for presentation begins.

When ending your presentation, please DO NOT invite questions or end on a questions slide. There is a question moderator that will introduce the Q&A for each team. If other team members are waiting backstage to participate in the Q&A, they should come onstage through the entry side of the stage. There will be an extra hand-held microphone for the Q&A.

After your Q&A ends and the transition period begins, course staff will help you roll your setup off stage through the exit side of the stage. Take off your microphones and return your prototype and set to your booth location in the foyer.

Please setup your booth so that it is ready for the reception immediately after the presentations. Return back to the presentations as soon as possible, but please do not return to your seat when another team's presentation is in progress. Also, when in the foyer, you must be quiet so you do not disturb other presentations.

Yellow presents last, and we will return your set to the foyer as quickly as possible after the presentations, so it wil be available in the lobby for all but the first few minutes of the reception.


Monday, Dec. 9
10:00 PM
Reception Be prepared to mingle with guests at your team booth area. Dinner will be available.
Monday, Dec. 9
~10:45 PM
Return prototypes

The Pappalardo lab will be opened so that prototypes can be returned. The exact return time will be based upon when guests have left the reception. Team members need to help return their materials back to Pappalardo lab and help with cleanup.

The final presentation video will be posted on the website Wednesday afternoon. The webcast is available immediately from the course homepage.