Negotiation, Communication and Performance: Vital for Internet2 Event Managers and Networks! Eastman School of Music, U

1. Negotiation, Communication and Performance: Vital for Internet2 Event Managers and Networks! Eastman School of Music, University of Rochester Helen Smith: Director of Technology & Music Production London Symphony Orchestra (remote) Jeremy Garside: Head of Technology Ajax McKerral: Digital Projects Manager

2. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra Topic Area - Advancing Applications Q. What’s Working? A.The Technology - I2 works Q. What’s Not? A.Project & Production Management – I2 events Q. What’s Next? A. Strategy – I2 organization integration Negotiation, Communication and Performance: This may be working well for the technology, but what about the people?

3. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra Where are we? Eastman School of Music, downtown Rochester University of Rochester, River Campus

4. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra • Who are we? • University of Rochester comprises: • Eastman School of Music • College of Arts, Sciences and Engineering • School of Medicine and Dentistry • School of Nursing • Simon Graduate School of Business • Warner Graduate School of Education • Medical Center • Laboratory for Laser Energetics • Memorial Art Gallery

5. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra Established in 1921 by George Eastman, founder of Eastman Kodak Who are we? Eastman School of Music

6. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra Eastman School of Music Performance, academic and entrepreneurial teaching

7. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra • London Symphony Orchestra • LSO Discovery • LSO St Luke’s • LSO Live

8. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra Who are you? Are you from: Technology department? Academic/content production? Administration? Infrastructure provider?

9. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra What are the Strategic Issues and Questions? 1. Who drives and manages Internet2 projects? Is it IT, faculty, administration or someone else? 2. How are these events perceived and communicated? Are they championed as taking the organization forward? 3. How do they fit within the academic or operational framework? Do they go through normal channels or are they ad-hoc?

10. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra What are the Operational Issues and Questions? 1. What are the logistical challenges? Is it is easy to get venue, equipment and staff resources? 2. Who is in charge of event planning and quality control? Who defines what the outcome should look like? 3. Does the organization have the right skills and experience? What training is needed and where do we get it?

11. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra • Why am I making these observations? • My experience, and that of many others, has been that: • I2 technology is still difficult and needs IT & AV specialists • interactive etiquette is vital but not discussed • we make it up as we go along • we learn from our own and others’ mistakes • assumptions are made based on current knowledge • there is great enthusiasm but less understanding • there is a long way to go before I2 becomes day to day • - so how can we take it to the next level?

12. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra • What are the General Consequences? • Experience has shown that: • technical and room setup is crucial to success • you can never have too many tests and rehearsals • pre-production is the most important and most overlooked aspect • even though both sides have I2 capabilities, standard v-c is often employed for ease of use • participants need to learn a new set of communication skills • IT needs to learn AV and AV needs to learn IT • senior management/faculty need to understand the potential and the requirements for I2

13. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra What are the Specific Consequences? Success: High level endorsement Known reliable partner Many tests and engineers Faculty trained in presentation Room becomes TV studio

14. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra What are the Specific Consequences? Bad (real life) examples: 1. The right questions were not asked up front - a course was offered which was logistically impossible for Internet2 2. The IT department was not consulted - many hours were wasted in failed tests until it was discovered that the IT dept had firewalled I2 traffic 3. A ‘dress rehearsal’ was not held - the event didn’t happen because the test was done using different equipment in a different room 4. The technology worked but both audiences were disinterested - no thought was given as to whether both sides could see & hear properly

15. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra LSO’s experience and open debate on: • What experiences and lessons learned can you share? • What internal political, technical or logistical issues have you encountered and how did you overcome them? • How important are external relationships with remote partners? • How did you learn to run interactive events? • What feedback have you got from presenters and audiences?

16. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra Possible future outcomes: • Assessment of need for the following: • Internet2 ‘how to’ online resources • More hands-on workshops • Place for user feedback and discussion • Opportunities to find new partners and programs • Opportunities to create new events and courses • New ways to sell/explain interactive learning to non-technical staff • Discussions with vendors on what audiences and users need

17. Negotiation, Communication and Performance Eastman School of Music, University of Rochester London Symphony Orchestra Contact details: Eastman School of Music, University of Rochester Helen Smith: Director of Technology & Music Production hsmith@esm.rochester.edu 585 274 1066 London Symphony Orchestra Jeremy Garside: Head of Technology jeremy.garside@lso.co.uk Ajax McKerral: Digital Projects Manager ajax.mckerral@lso.co.uk