Equipment Check List RunCoCo, University of Oxford http://runcoco.oucs.ox.ac.uk/ Sep 2013
Equipment Check List
for Europeana 1914-1918 Roadshows
About this document:
Please look at these recommendations in relation to your local conditions and arrangements. What you need depends on your set-up for the day; how many staff you have, how many visitors you will welcome, what the space in your venue is like, etc.
Check / Entrance and Exterior / Description / specificationsigns / to help visitors find venue / advertise project
Check / Welcome / Description / specification
1 table
2 chairs
signs
project staff guidelines
project PR material
promotional material / about the venue etc.
submission forms
project PR guides
print-outs of the full copyright licence agreement
clipboards
stationery
Check / Press desk / Description / specification
1 table
2 chairs
signs: ‘Press’
documents about project
project PR material
Check / Interviews: (for each desk) / Description / specification
1 table
2-4 chairs
1 laptop / computer (if using) / connected to printer and to Internet (if possible)
power extension cables
word-processor template / on computer (to type up a contribution when you cannot connect to the Internet)
stationery
submission forms / licence forms
cloakroom / raffle tickets
audio recorder
trays for objects, plastic sleeves, containers / for material to be digitised
Camera (if taking pictures of contributors) / low res for ‘mug shots’
Check / Subject experts / Description / specification
1 (large) table
2 chairs
stationery
bookmarks / scraps of paper to mark pages for digitisation
project staff guidelines
cloakroom / raffle tickets
trays for objects, plastic sleeves, containers for material to be digitised
submission forms / licence forms
Check / Digitisation check-in/out desk / Description / specification
1 large table
1 chair
shelves / tables / to store queued objects (out of reach of public)
shelves / tables / for digitised objects
trays for objects, plastic sleeves, containers for material to be digitised
digitisation lists / on clipboard to manage contributions
clipboard
paper slips for digitization queue / e.g. “urgent”, “collect at... o’clock” etc.
digital camera (if using) / low res for ‘mug shots’
receipts for material left for digitisation / If using
donation forms/receipt / If using (if you are accepting objects for donation)
stationery
documents about project
thank you notes / souvenir
signs
cloakroom / raffle tickets
project staff guidelines
Check / Photographer (for each camera) / Description / specification
table (large)
chair
digital camera / min. 2 megapixels
memory cards
computer tethered to camera (if using) / requires cables
copy stand / access to (shared) copy stand essential
tripod
glass sheet / to photograph bent or folded paper
backdrop/portable studio / to create plain background when taking pictures
shelves / tables / for objects immediately before / after photographing (e.g. objects from same collection)
flash
lights
Check / Scanner (for each scanner) / Description / specification
scanner / 1 should be an overhead book scanner
computer connected to scanner
software / e.g. Adobe Photoshop
shelves / tables / for objects immediately before / after photographing (e.g. objects from same collection)
chair
table (for scanner)
Check / Photographer / Scanner (shared) / Description / specification
book stands
printer
paper for printer
power extension cables
power adapters / international (if needed)
weights / to hold objects while photographing/scanning
portable studio
reflectors for available light / flash
table cloth/black cardboard
pens and paper
measuring tape / to show size of objects in pictures/scans
spare light bulbs
spare batteries / for audio recorders, cameras and flash
battery chargers
spare memory cards / for audio recorders and cameras
card reader / quickly transfer files between camera/computer
USB memory sticks / for transferring scans
computer or external hard drives / to back up memory cards and scans
project staff guidelines
stationery
white card / for calibrating white balance
Check / Post-processing (usually after the roadshow) / Description / specification
computer connected to Internet
software for editing images / e.g. Adobe Photoshop
software for editing audio / e.g. Audacity
headphones / for listening and editing audio/video recordings
chair
table
card reader / if getting media from cards
external hard drives / for back up of files
Check / General for visitors / Description / specification
chairs for waiting
exhibition / something to inspire and entertain visitors while waiting
digital exhibition or slide show with projector / to show examples of contributions or locally important scenes
computers connected to the Internet / for browsing existing collection (or making online contribution) on the Europeana 1914-1918 website http://www.europeana1914-1918.eu/
documents about project
stationery
project PR material
public access to refreshments for visitors
signs
Check / General for staff / Description / specification
badges to identify team
reference books / to refer to and show to contributors to illustrate a discussion
stationery / pens and paper, bluetac, scissors, tape, stapler, spare staples, sticky labels, post-it notes
networked printer / for print out of submissions forms (if using)
cloakroom / raffle tickets / spare books
battery charger(s)
spare batteries
water for staff
refreshments for staff
If you cannot match this ideal situation then it is best to use what you have available. Equally, if you can get more equipment then make use of this in innovative ways!
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