Preparing to Lead a Friday Assembly

Leading an assembly can be as simple or as complex as a leader would like. The assembly leader is responsible for planning, rehearsing, and understanding the entire setup for their assembly. The more complex one makes their assembly the more they'll need to prepare.

Recommendations

  • IMPORTANT: We strongly recommend that leaders test their equipment and materials at least 2 days before the assembly. Doing so ensures that the leader knows the equipment is working and knows how to operate it.
  • While presenting using a laptop, close all unnecessary apps, especially instant messaging.
  • Maintenance will open the Gym by 7:00 AM. If the leader is doing something complex they are welcome to schedule their group to arrive early. 
  • If the leader has a 3rd party performer or guest please be present to meet that performer, check them in, and escort them while on campus.
  • If the leader is doing anything more than a basic one person assembly we suggest that they write and rehearse a basic script for all participants.
  • We highly recommend that the leader have their entire assembly on one device, ideally a macBook.
  • We strongly recommend against swapping devices mid-assembly. If a parent or performer are providing materials they should do so several days before the assembly so that the leader can incorporate their materials into the presentation.
  • If the leader is presenting using the projector: consider using a slideshow (Google Slides or Keynote) to organize the assembly. Switching between apps can be cumbersome in the moment.
  • Avoid streaming content (Youtube, etc) unless it is thoroughly tested ahead of time. 
  • No DVDs or CDs are possible nor are they supported.

Tech Support

  • Tech Support's role is to (1) provide tech support, as requested, in the days leading up to an assembly and (2) arrive by 7:45 on the day of the assembly to attempt to troubleshoot anything that is broken and fixable.
  • Tech Support does not operate any device during an assembly. The leader is responsible for operating their laptop/device or for arranging someone ahead of time to perform that task.
  • Leaders may seek tech support any day leading up to the assembly. If they would like to do a dry run in the gym they are responsible for making those arrangements and scheduling a tech to be present.
  • VERY IMPORTANT: Tech problems during an assembly. If the leader encounters a problem during an assembly they need to be prepared to roll with it. Having a tech come up to the front of the room and work on a tech problem during an event generally isn't feasible given the short duration of our assemblies. It may be possible to recover from an unplugged cable or a web browser crash, but if something major happens there won't be time to troubleshoot. As they say in theater: "the show must go on".

Microphone Information

  • There are two (2) wireless mics available, with stands. No more wireless mics are available. For the two, the leader may use them in the stands or in their hand. During the assembly they have a fixed volume, which is appropriate for the space. 
  • Presenters should speak into the mic, with their lips no more than 6" from the microphone. Presenters should speak loudly and clearly. Those with light voices (typically, K-3) should be coached ahead of time on use of the mic. Tech recommends that a teacher be present up front to help very young students.
  • Two wired mics can be configured with the system. These mics are intended only for the amplification of one or two quiet musical instruments or for supporting a small group of singers. Because they are wired they require extra planning, fine tuning, and effort on your part to perfect their setup for your particular application. Typically they are used but one or two times per year at most.
  • If the leader is are having a musician, singer, or performer that desires amplification they are required to bring their own equipment, set it up, and operate it. They cannot plug in to the house sound system.
  • If the leader is having a musician, singer, or performer that desires pre-recorded music they are required to get that music to you, in digital (NOT CD) format ahead of time and the host is required to play it via the host's laptop (see below).

Projector / Slide Information

  • Using the projector is possible but not required. If the leader chooses to use the projector they will be using their own devices, preferably a school-issued macBook and will connect with either Airplay or via HDMI with their own cable and adapter.  
  • Fully charge the laptop the night before OR plan to bring a charger. An extension cord is available in the drawer for the AV cabinet.
  • Once connected to the system, the volume control for the laptop is controlled via the dial on the wall, not on the laptop. Because of this most people set up their laptop on a small table next to the control panel. 
  • The leader (or someone you have arranged, like a TA or student) will operate the laptop. The gym system operates just like a classroom so no detailed tech training is necessary.
  • We recommend that the leader test their laptop and the system no later than the day before the assembly.
  • The leader can play only audio through the projector system. This is handy if you'd like to present music or recorded spoken word with no other visuals. The hookup is exactly the same as if you were visually presenting. The leader can even Airplay directly from a supported device, if they desire.