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NeMLA Media (A/V) Policies

Preface

Please read the following guidelines and policies before requesting media for your paper or panel. After reading them through, should you have any questions, please contact the Media Director (nemlamedia@gmail.com).

We ask that all participants and chairs consider carefully whether media is absolutely necessary for their paper or panel, or whether a handout will suffice. Currently it costs NEMLA $75-$175 per panel (not per room, per session) for media, depending on the equipment. In addition, technical glitches have the possibility to detract from your presentation, particularly if you are using equipment or software that you are not familiar with.

We ask that you attend in particular to the request and payment deadlines. As the conference schedule is set based on media needs, streaming panels which require the same equipment in the same rooms, we need confirmation far in advance of the actual conference. NeMLA charges a media handling fee as confirmation that media is actually required.

Requesting Media Technology

  1. Due to the high cost of providing technical support and to assure smooth running of the session, only one media package is available per panel. It is the responsibility of the chair to determine what package best suits the needs of the panelists, based on their requests, and to submit this single request at the time panels are submitted. Requests must be received at the time the panel is submitted in October; late requests will receive low priority.
  2. For logistical reasons, it is preferable that the chair act as liaison between the panelists and the media director. The chair is responsible for conveying information about the final arrangements for media to their panelists.

  3. The media packages available for the 2011 NeMLA conference are:

    • TV/VCR
    • TV/DVD
    • TV/VCR-DVD
    • Media Projector and Screen (laptop not provided) w/speakers
    • Media Projector and Screen (laptop not provided)
    • Overhead projector
    • Slide projector

    A media player hooks up to a laptop, and is compatible with both PC and Mac. We provide the VGA portion connecting the computer to the projector. However, as Macs do not take VGA cables, Mac users should bring the Mac adapter (a turn around cable) that comes with the computer when purchased. No laptops are provided.

  4. We do not provide cassette players or other equipment not listed above. Those who wish to play videos or DVDs recorded in European-format are advised to have clips transferred to a format that is compatible with standard North American equipment. NeMLA does not receive enough of these requests to justify the purchase/rental of special equipment.
  5. NeMLA does not offer internet for sessions since internet is not readily available in most conference rooms (as opposed to hotel rooms or common areas). Convention hotels charge as much as $300 per day per conference room to set up a hub and the set up is not always reliable. We suggest participants use screen captures and download any video if it is necessary for their presentations.

Media Handling Fees and Deadlines

  1. Each participant who is planning to use media is requested to pay the media fee of $10 by the Dec. 1 deadline.
  2. In the case of panels requesting a media projector, a total payment of $20/session is required.
  3. Should the chair volunteer to pay the media fee on the behalf of each member of the panel who is using media, that is their prerogative, but please notify the Media Director to assure the session is marked confirmed. However, under no circumstances, should the chair be expected to pay for their panel.
  4. As of Dec. 2, requests for which the media handling fee has not been received will be considered unconfirmed and may be cancelled.
  5. If media cannot be provided we will refund the media handling fee. . However, for logistical reasons, we are unable to refund cancellations after scheduling has been completed