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
Check
Entrance and Exterior
Description / specification
signs
to help visitors find venue / advertise project
Welcome
Description / specification
1 table
2 chairs
signs
project staff guidelines
project PR material
promotional material
submission forms
project PR guides
print-outs of the full copyright licence
agreement
clipboards
stationery
Check
Press desk
about the venue etc.
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)
power extension cables
word-processor template
connected to printer and to Internet (if possible)
stationery
submission forms / licence forms
cloakroom / raffle tickets
audio recorder
trays for objects, plastic sleeves,
containers
Camera (if taking pictures of
contributors)
on computer (to type up a contribution when you
cannot connect to the Internet)
for material to be digitised
low res for ‘mug shots’
Equipment Check List
Check
RunCoCo, University of Oxford http://runcoco.oucs.ox.ac.uk/ Sep 2013
Subject experts
1 (large) table
2 chairs
stationery
bookmarks
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
1 large table
1 chair
shelves / tables
shelves / tables
trays for objects, plastic sleeves,
containers for material to be digitised
digitisation lists
clipboard
paper slips for digitization queue
digital camera (if using)
receipts for material left for
digitisation
donation forms/receipt
stationery
documents about project
thank you notes / souvenir
signs
cloakroom / raffle tickets
project staff guidelines
Check
Photographer (for each camera)
table (large)
chair
digital camera
memory cards
computer tethered to camera (if
using)
copy stand
tripod
glass sheet
backdrop/portable studio
shelves / tables
Description / specification
scraps of paper to mark pages for digitisation
Description / specification
to store queued objects (out of reach of public)
for digitised objects
on clipboard to manage contributions
e.g. “urgent”, “collect at... o’clock” etc.
low res for ‘mug shots’
If using
If using (if you are accepting objects for donation)
Description / specification
min. 2 megapixels
requires cables
access to (shared) copy stand essential
to photograph bent or folded paper
to create plain background when taking pictures
for objects immediately before / after
photographing (e.g. objects from same collection)
flash
lights
Check
Scanner (for each scanner)
Description / specification
scanner
computer connected to scanner
software
shelves / tables
1 should be an overhead book scanner
e.g. Adobe Photoshop
for objects immediately before / after
photographing (e.g. objects from same collection)
chair
2
Equipment Check List
RunCoCo, University of Oxford http://runcoco.oucs.ox.ac.uk/ Sep 2013
table (for scanner)
Check
Photographer / Scanner (shared)
book stands
printer
paper for printer
power extension cables
power adapters
weights
portable studio
reflectors for available light / flash
table cloth/black cardboard
pens and paper
measuring tape
spare light bulbs
spare batteries
battery chargers
spare memory cards
card reader
USB memory sticks
computer or external hard drives
project staff guidelines
stationery
white card
Check
Post-processing (usually after the
roadshow)
computer connected to Internet
software for editing images
software for editing audio
headphones
chair
table
card reader
external hard drives
Check
General for visitors
chairs for waiting
exhibition
digital exhibition or slide show with
projector
computers connected to the Internet
Description / specification
international (if needed)
to hold objects while photographing/scanning
to show size of objects in pictures/scans
for audio recorders, cameras and flash
for audio recorders and cameras
quickly transfer files between camera/computer
for transferring scans
to back up memory cards and scans
for calibrating white balance
Description / specification
e.g. Adobe Photoshop
e.g. Audacity
for listening and editing audio/video recordings
if getting media from cards
for back up of files
Description / specification
something to inspire and entertain visitors while
waiting
to show examples of contributions or locally
important scenes
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
3
Equipment Check List
badges to identify team
reference books
stationery
networked printer
cloakroom / raffle tickets
battery charger(s)
spare batteries
water for staff
refreshments for staff
RunCoCo, University of Oxford http://runcoco.oucs.ox.ac.uk/ Sep 2013
to refer to and show to contributors to illustrate a
discussion
pens and paper, bluetac, scissors, tape, stapler,
spare staples, sticky labels, post-it notes
for print out of submissions forms (if using)
spare books
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!
This guide is available under a Creative Commons License.
Attribution-ShareAlike 2.0 UK: England & Wales (CC BY-SA 2.0)
4