Additional Preparation

Here is a checklist of additional items to do and consider during preparation of an event.

• If fully or partly online: test platform with e.g. multiple channels (several per workshops), recordings, transcript, and captioning, guest account for instructors, webinar add-on for lectures
• Prepare ‘welcome’ and ‘logistics’ speech as well as ‘welcome’ slides, if relevant
• Practice set up. For fully or partly online events, practice random timed break out rooms & recreate or other set up (e.g. hybrid presenters: change microphone, camera, and screen sharing settings) - self-paced or synchronously-led workshops
• Provide internet access to guests if they can’t access eduroam
• Prepare hybrid networking with specified group numbers
• Print badges / name tags

How to Print Name Badges

We have precut paper Avery_C32010, LMU lanyards, and plastic cases in the office.

Use an excel sheet to list the information you want to appear on the name tag (e.g. attendees_list_track1), and a template name badge design in Word (e.g. Avery_C32010_Modele_Word - Track 1).

These need to be local xlsx and doc (the template is indeed not a docx -> refuse the conversion if prompted). When opening the doc, the question whether to run the query appears, click yes. Then an error message get thrown: this is because it doesn’t find the link to the new location of the excel sheet. Delete the data source to be prompted to enter a new one and navigate to the location of the excel sheet the word doc needs to be linked to.

Use the Mail Merge function of word (Mailing –> Start Mail Merge –> Step by step wizard), calling on the information in the spreadsheet to create all badges automatically.

Save the edited badge sheet to pdf before printing. Make sure the printer and label design are on a A4 format.