1. Microphone Setup Options
Scott Tamashiro
Region 6 Treasurer
Region 6 NW/CE – San Jose
Fall 2015
9/17/2018

2. Speaker Release Form

4. Recording Warning Notice
NOTICE: Because of Chapter Meeting Recording your comments and questions may be recorded.

5. Recording Warning Notice
NOTICE: Video and audio recording in progress.

6. Many paths to success… many paths to failure
Unless you are using your own laptop, in a familiar room, and know how to use and setup Camtasia, and don’t need speakers, there could still be a piece missing from doing the job
9/17/2018

7. Equipment: Laptop/Computer
PC or Mac
Comp Type [C1]:
Headphone/Mic combined jack (1)
2+ accessible USB ports
Comp Type [C2]:
Headphone AND Mic jacks (2)
1+ accessible USB port
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8. Equipment: Wireless Microphone Receiver Set
Wireless Microphone Receiver Set [WMR]
Mono, not Stereo
If using multiple WMRs, make sure frequencies are different for each mic
Contains
Power Cord
Large plug so make sure there is room to plug in
Headset & Lapel Lavalier Mic [LM]
Handheld Mic [HM]
Cable: ¼” Male to ¼” Male [4M4M]
Transmitter/Receiver [TR]
TR Front
TR Back
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9. Equipment: Y Cable Splitters
Output from TR to Computer AND Speakers
¼” Male to Dual XLR Female [4MXFXF]
¼” Male to Dual ¼” Female [4M4F4F]
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10. Equipment: Adapters ¼” Female to 1/8” Male [4F8M]
XLR Female to ¼” Male [XF4M]
XLR Male to ¼” Male [XM4M]
XLR Male to ¼” Female [XM4F]
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11. Equipment: USB Drives USB Headset and Microphone Output [HM]
Only one jack on computer
Newer laptops (especially ultra thin) use microphone array instead of jack
May not be necessary if you know how to configure only jack to be a mic input only
USB Low Profile 16GB Stick [16GB]
Low Profile so it can fit in tight spaces (close USB ports) and less likely to knock USB out of port by accident
Loaded with Portable Camtasia Relay for PC and Mac
Nothing to install on Computer
Can use presenter’s laptop with permission
16GB is approx. 24 hours video
9/17/2018

12. Connection Flow Chart – Bare Bones
Use computer’s microphone array (internal mic)
Need to minimize outside noise (not as good noise cancellation)
Need to keep your head in same position when speaking
If using installed version of Camtasia Relay (not Portable version), 16GB USB is not needed OR

13. Connection Flow Chart – Ideal (No Speaker Needed)
XLR Male to Speaker
¼” Male to Speaker
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14. Connection Flow Chart – Ideal (No Speaker Needed) (Sources)
Provided in WMR Set
XLR Male to Speaker
Provided by Region/User
Provided by User
¼” Male to Speaker
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15. Connection Flow Chart – Using WMR Mics (XLR Out)
No Speaker OR
Mic A XLR Female to Speaker
AND
Mic B XLR Female to Speaker
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16. Connection Flow Chart – Using WMR Mics (XLR Out) (Sources)
No Speaker OR
Mic A XLR Female to Speaker
AND
Provided in WMR Set
Provided by Region/User
Mic B XLR Female to Speaker
Provided by User
Provided by Venue/User
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17. Connection Flow Chart – Using WMR Mics (Phono Out)
No Speaker OR OR
XLR Male to Speaker
¼” Male to Speaker
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18. Connection Flow Chart – Using WMR Mics (Phono Out) (Sources)
No Speaker OR OR
Provided in WMR Set
XLR Male to Speaker
Provided by Region/User
Provided by User
¼” Male to Speaker
Provided by Venue/User
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19. Connection Flow Chart – Using House Sound
House Sound to XLR Male OR
House Sound to XLR Female OR
House Sound to ¼” Male
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20. Connection Flow Chart – Using House Sound (Sources)
House Sound to XLR Male OR
House Sound to XLR Female OR
House Sound to ¼” Male
Provided by Region/User
Provided by User
Provided by Venue/User
9/17/2018

21. ADDITIONAL INFO
9/17/2018

22. Credit Where Credit is Due
9/17/2018
Credit Where Credit is Due
This material is collated from John Walz, Ron Dennison, Joe Wei, Scott Tamashiro, Avery Lu and many others

23. Outline Purpose, Goal - Coughlin Benefits, Value
Big Picture: Chapter Technical Meetings
Big Picture: Technology
How connect & record audio
How make video recordings
Optional Post-editing
Q&A, demos ➔ Commitment

24. 2. Purpose, Goal

25. Goal
Demonstrate an opportunity to create a new class of Intellectual Property (IP) that benefits members.
Shows methods for capturing IEEE local Chapter technical meeting presentations and
Provides a way for these recorded presentations to be stored and accessed by IEEE members
Recordings will be a video of the presentation combined with the voice of the presenter.
Recordings are accessed for free by IEEE members, are searchable based upon metadata and allow viewer comment and ranking
Non-members would pay to get access—value of IEEE membership—pays for program and surplus to participating chapters
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

26. Current Barriers
Some Sections / Chapter geography limit high attendance at Technical Meetings
Members who miss the Technical meeting, never have another viewing opportunity
Technical meeting slides are mostly not archived on Sections / Chapter websites
Call for Lecturers do not offer ongoing publicity / visibility of their talk
Sponsoring Societies focus is on peer review articles for Xplore, and not on Technical Meeting recording & archive
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

27. IEEE NEW INITIATIVE: SEED GRANT PROPOSAL
Proposed New Initiative
Initiative Name
Chapter Technical Meeting Recording & Distribution
Initiative Number
To be assigned upon submission
Date Submitted
8-June-2014
Initiative Leader Contact
Tom Coughlin, Region 6 Director Elect
Alternate Contacts
John Walz, Division 8 Director-Elect
Contacts Addresses
Phone/Extension ,
Organizational Unit Sponsor(s)
MGA Region 6 and Computer Society
Abstract (not to exceed 100 words)
Provide a description of the proposed initiative to be funded by a one year seed grant.
An Opportunity to Create A New Class of IP that Benefits Members: Capturing IEEE local section chapter technical meeting presentations and providing a way for these recorded presentations to be stored and accesses by IEEE Members.  These recordings will be a video of the presentation combined with the voice of the presenter. This IP will provide membership value, increase MGA/TAB technical assets, and attract funding for improved Chapter program

28. Learning Lab Purpose - Tool Demo as part of a process
Demo a capability
How to use it
Help audience understand how easy it is to use
How volunteers can incorporate in a meeting when they return to their units
Engage the audience
Ask if they used the product and/or process
Identify issues users may have experienced
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

29. 3. Benefits, Value

30. Technical meetings provide value
Technical meeting is an important product and service to both Section, Chapter, and Society members
Provide membership value in terms of education and networking
Attracts new and retains members
Attractive to Industry Professionals
Show the vitality of the Section/Chapter leadership
Section & Chapter leaders are motivated to select the best fit lecturer for their local membership
Builds IEEE Brand locally
Industry Practitioners especially values Chapter Technical Meetings
12-CRS-0106 REVISED 5 FEB 2013
08/12/14 30

31. Value for stakeholders
Local Chapter, Section, and Region members
Never miss a technical meeting
Society’s related technical communities
Global access to talk abstract, speaker bio, pdf slides, and Camtasia video file
IEEE members involved in continuing education
Membership value
searchable metadata
Non-IEEE members
consumers of IEEE store
realize the advantages of joining IEEE/Society
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

32. Global access from Section/Chapter & sponsoring Society websites
Chapters and their Societies could build up Technical Meeting IP along with searchable metadata
IP offering: abstract, pdf slides, speaker bio, and Camtasia video stream and downloadable file
Membership value
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

33. 4. Big Picture: Chapter Technical Meetings

34. Technical Meeting Time Line
Section / Chapter Program select local interesting topic
Call for Lecturers on this topic
Lecturer submission
Author Name, photo, bio, title, keywords, description, willingness to release IP, availability dates
Acceptance with date; Author signed release form
Technical Meeting announcement
Technical Meeting
Get speaker release signed and post recording notice
Presentation laptop load & install, configuration test
Record live presentation, Q&A
Recording preview, submission, & distribute
Post editing option
Social networking
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

35. 5. Big Picture: Technology

36. Many ways to Record Meetings
We have evaluated various client based product and found Camtasia to provide good performance/stability
Camtasia can be single computer license or a shared license (shared licenses save costs)
Don’t need to have Internet access during talk to use Camtasia
If you have internet access during the talk you can provide streaming and recording with products such as Google Hangouts
Our goal is a recorded MP4 video with the presentation and voice of the presenter (with all metadata)

37. Big picture

38. 6. How connect & record audio
Note that the example shown is for a Windows based computer. Mac computer setup will be different.

39. Audience/Audio Basics
For small venues (~20-30 people or less) House Audio is Not Required BUT may be used if available
Use of the built-in laptop microphone is not recommended
The recommended wireless microphone system supports all presenter styles
Podium/fixed
Lavaliere
Headset
Set up wireless mic’s and receiver in accordance with system manual
Recommend headset mic for presenter and handheld for audience

40. Connection to PC and Mixer
Use of balanced cables is only necessary with very long cable runs or when the audio cable is run alongside ac power cables

41. CASE 1 - No house audio (small group) Hookup to Camtasia PC Only

42. CASE 2 - Using House audio With access to mixer

43. CASE 3 - Using House audio WITHOUT access to mixer

44. Microphone and Recording Basics
Distance/Position is everything!
Each Microphone has different/unique requirements
Handheld dynamic microphone 4” ~45 degrees out of plane

45. Lavaliere (midline as close to throat as possible)

46. Headset - corner of mouth, flat/front of transducer facing and parallel to face

47. Putting it all together
Make a short test recording
Check level, clarity
5 volume/gain controls
Avoid highest gains due to potential distortion
Troubleshooting

48. 7. How make video recordings and submit to Chapter Recording Website
Download and install software on presentation laptop
Acquire Speaker signed release
Post recording notice to attendees
Make a Video Recording (12 steps)
Submit recording for encoding on server
Receive with recording URL link
Upload to Chapter Recording Web site with metadata

49. Chapter Meeting Metadata (to Upload to Chapter Recording Website)
Metadata makes it easy to find videos on the chapter recording web site
Metadata to capture
Talk Title
Talk Abstract
Speaker Biography
Date of Talk
IEEE Section
IEEE Section Chapter (if applicable)

50. Login for software install
Scott Tamashiro
reddog1

51. Camtasia Relay Portable Software Download to USB Stick51

52. Make a Video Recording Launch TechSmith Relay Recorder.
Log in with your username and password.
Click the Audio button and select an audio device in the Select Audio Device dialog Select Record System Audio to include the sound you hear from your speakers in the recording.
Click to edit Author(s)
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

53. Make a Video Recording (2/5)
Select which display to record if using a projector displaying a different screen or multiple displays.
Click to edit Author(s)
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

54. Make a Video Recording (3/5)
Click the Camera button to select a camera to record along with your presentation. This camera is displayed in the lower right corner of your presentation in a picture-in-picture format (optional)
Enter a presentation title and description.
Click to edit Author(s)
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

55. Make a Video Recording (4/5)
Make a test recording to verify that you are recording from the correct display, camera, and audio device.
Click the Record button. The recorder is minimized to the system tray.
Give your presentation. TechSmith Relay Recorder records everything on your screen, selected camera, and the selected audio device.
Stop the recording using the icon in the system tray.
Click to edit Author(s)
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

56. Make a Video Recording (5/5)
If needed, click Trimming to set trim points to cut out extra video at the beginning and end of the presentation.
Click the Submit button.
If you are connected to the Internet, the presentation starts uploading to the TechSmith Relay website.
If you are not connected to the Internet, the recording automatically starts uploading when you connect to the Internet. You do not receive notice when your presentation begins uploading.
Check the Status of Your Presentation on the TechSmith Relay website.
Click to edit Author(s)
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

57. Preview and Submit the Recording
11.
After you finish recording your presentation, it opens in the TechSmith Relay Review window.
Preview your recording.
If you did not do so prior to recording, log in and enter a title and description.
If you need to, trim the beginning and end of the recording.

58. 11b.
Trim, not Discard

59. 12. Camtasia Relay Recording Upload

60. 13. Presentation Published on server
Click to edit Author(s)
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

61. Upload to Chapter Recording Website
We are putting this website together now
Should be beta site ready in June 2015
This will allow direct video and metadata upload
Until then please send video presentation and metadata to Xun Luo at:
We will open access to viewing recordings as well as uploading new content starting in June 2015

62. Chapter Recording Website

63. Chapter Recording Website

64. Camtasia Demo Make a great recording: Select, Start, Pause
(6:52)
12-CRS-0106 REVISED 5 FEB 2013
08/12/14

65. 8. Lab experiences Install & run Audio connection
Make a Test Recording
Make a short Recording,
whose title has your Preview the Recording
Submit the Recording

66. 9. Optional Post-editing
Common recording pitfalls that may need post editing
Undesired pause-and-resume transitions
Due to technical churns, multiple sessions (e.g. a 3-hour long tutorial)
Unbalanced recording volume levels due to moving of microphone positions
Two case studies San Diego section put online
long tutorial that has session breaks recorded
Unbalanced recording volume levels
* Search for “IEEE San Diego” on YouTube to see all of our pilot recordings 50

67. 9. Optional Post-editing
Post editing is also useful for
Branding/opening trailer
Close capturing and other textual materials
Side-by-side or picture-in-picture video
E.g. with presentation slides, web pages, annotations 51

68. 9. Optional Post-editing
Post editing can be helped by volunteers
R6 SWA has a team helping piloting efforts
Xun Luo, Rachael Huang from San Diego
We would like to bring more volunteers on board to this chapter-help-chapter volunteering work
Video editing training will be provided
Work as a team on rotational or collaborative basis
If interested, please sign up with the training session champions Or 52

69. 10. Q&A ➔ Commitment Commitment Audio purchase Train Chapter officers
Request Software License
Software downloads on Chapter and Speakers’ laptops
Manage Chapter recordings
Publicize Chapter recordings
Share best practices & best presenters

70. BACKUP
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71. XLR female to ¼ Male
XLR male to ¼ Male

72. Y Cable ¼ Male to Dual ¼ Female
Y Cable ¼ male to Dual XLR Female