AUDIO VISUAL GUIDANCE

RCL Branch 295 Audio-Visual Guide:

Connecting Laptops or USB to 

Big Screen TV #11

Introduction

Branch 295’s Sharp Big Screen TV supports most Windows laptops via HDMI and USB sticks for photo/video playback. VGA connections are not supported, and MacBook adaptors must be provided by the users.  Connections are made via a locked patch panel on the TV's left side, with the key stored in the Merritt Room sound cabinet.

Equipment

1.        TV Remote: Located in a wall file beneath the TV.

2.        Branch Laptop: Stored in a locked sound cabinet with an HDMI extension cable, power supply, keyboard, and mouse.

3.        Keys: Purple ring keys unlock the cabinet, double doors, and patch panel. Keys are located in the alcove between the bar and the south exit door.

Connecting a Laptop to the TV (Front of Merritt Room)

1.        Connect the uncoiled HDMI cable from the TV to the laptop. Use the extension cable if needed.

2.        Plug into a power outlet (north wall or via the extension cord).

3.        Turn on the laptop and TV, setting the TV input to PC.

4.        Adjust volume if audio is needed.

5.        Ensure the laptop display settings output to the TV.

Disconnecting: Return the HDMI cable to its hook and reset the TV input and volume to its original state. Store and lock all equipment.

Connecting via Patch Panel (Back of Merritt Room)

1.        Unlock the patch panel and connect the HDMI cable to the laptop.

2.        Set the TV source to Laptop via the remote.

3.        After use, restore the TV settings, return the HDMI cable, and lock the panel.

USB Stick Connection

Insert the USB stick into the patch panel USB port. Set the TV input to USB if the TV does not automatically switch.

Sharp TV Port Mapping

§   USB Port (Top): For photos/videos.

§   HDMI #1: Shaw Satellite TV.

§   HDMI #2: Laptop (Back Room Patch Panel).

§   HDMI #3: Laptop (Front Room).

§   HDMI #4: Unassigned.

1.        Patch Panel Layout

§ HDMI (PC Input)

§ Spare

§ USB (USB Input)

A copy of this guide is in a folder on the wall by the Sharp TV with the remotes.

RCL BR 295 Audio-Visual Equipment & Services #11

Introduction

1.  Branch 295 has volunteer Sound Engineers who maintain and operate audio-visual equipment for branch activities. Sound Engineers are not responsible for the House PA System or the Epson Overhead projector.

Branch Systems Overview

1.      The House PA System includes a wireless microphone, ceiling speakers, and a control panel for volume and room selection, with bar staff typically managing operations. A microphone jack is located in the Merritt Room’s patch panel.

2.      The Portable PA System, used for outdoor events like Remembrance Day, is stored in the basement and consists of four Yorkville speakers and a Yorkville powered mixer requiring electrical service.

3.      Two LYXPRO SPA12-BAT battery-operated PA systems with wireless microphones are also stored in the basement, requiring regular charging. Instructions for linking these units are available separately.

4.      A Bluetooth speaker is in a sound cabinet near the back of the south side of the Merritt Room. The key to the cabinet is in the alcove near the south emergency exit near the bar.

Ceremonial Music and Visual Systems

1.  Ceremonial music can be played on a dedicated cell phone with preloaded playlists and a Wonderboom Bluetooth speaker stored in the Merritt Room sound cabinet. Most Sound Engineers use their personal cell phones. Engineers should ensure all devices are charged prior to use. Visual systems support is limited to connecting laptops to the Merritt Room’s big screen Sharp TV, with separate instructions provided.

Celebrations of Life and other Private Events

Families or sponsors of such events are welcome to use our Sharp big screen TV for presentations. We recommend you consult with the branch and request an advance "dry run" to test and learn how to use our systems. Testing your playback system in advance is recommended, as knowledgeable staff may not be available on the service day. Instructions are contained in a clear plastic folder on the wall to the right of the TV.

Music Playback

Music can be played through a Windows laptop with an HDMI connection, a USB stick, or a Bluetooth speaker for cell phones/tablets. Embedded background music in video presentations will play via the TV. CD/DVD playback is not supported.

Photo and Video Presentations

Presentations can be displayed using a USB stick or a Windows laptop with HDMI. MacBook users must bring an Apple HDMI adapter. If your laptop only has a USB-C port, a USB-C to HDMI adapter is required. A branch laptop with HDMI is available if needed. PowerPoint presentations require compatible software.

Live Streaming

Live streaming via cell phone, tablet, or laptop is possible using the branch’s guest Wi-Fi, though quality is not guaranteed. A tripod with a phone/tablet mount is available. To avoid copyright issues, use platforms like Zoom, Facebook video chat, or FaceTime. Be cautious when streaming music on Facebook to prevent copyright infringement.

By preparing in advance, you can ensure smooth integration of your memorial materials.

RCL BR 295 AUDIO-VISUAL POLICY & GUIDANCE

 SOUND ENGINEERS #11

Branch Sound Engineers

1.  The role of Branch Sound Engineers is to play official legion ceremonial music and meetings and select memorial services. New volunteer sound engineers are essential, and new volunteers gain experience by working with a more experienced engineer.

The branch does not have a dedicated Audio-Visual Coordinator; therefore, event organizers are responsible for booking a sound engineer. All volunteer sound engineers are known to the Sergeant-at-Arms.

Remembrance Day - Cenotaphs

1.  On November 11th, the branch will deploy a PA system and sound engineer to All Sappers’ Memorial Park in Vedder, if resources permit. For downtown events at Veterans' Memorial Park, the City of Chilliwack provides a PA system. Events downtown at Evergreen Hall and at the park are not organized by Branch 295 and no sound engineer will be provided.

Remembrance Day - Care Homes

1.  Facilities must provide their own microphone and playback system. The legion can email music files or provide a Bluetooth speaker and music player. Music will be played by the MC and no sound engineer will be deployed.

Legion Meetings & Poppy Services

1.  Sound engineers must be booked in advance for monthly meetings, poppy services, and events requiring technical guidance with big-screen TVs. They support only standard poppy service music and do not assist with family-arranged elements of a service. The Sound Engineer marches off behind the Colour Party at the end of the Poppy Service.

Maple Leaf Services

1.  Legion sound engineers are not available for Maple Leaf  Services. Families wishing to use the big-screen TV are advised to arrange an advance briefing with a knowledgeable branch member.

Private Memorial Services

1.  Legion sound engineers are not available for private services.  Families wishing to use the big-screen TV are advised to arrange an advance briefing with a knowledgeable branch member.

AUDIO/VISUAL SUPPORT FOR LEGION MEETINGS #11

INTRODUCTION

1.     Music is always the same. Sound Engineers have access to the branch cell phone and Bluetooth speaker in the sound cabinet under the counter on the south wall of the Merritt Room. The phone and speaker batteries need to be charged in advance. Some Sound Engineers have the music on their personal cell phones.

MUSIC PLAYLIST

1.     Music is played on cue from the Chair.

UNITY MARCH         CUE “MARCH ON THE COLOURS”.
(STOP MUSIC WHEN COLOURS ARE DEPOSITED)

O’CANADA                BEGIN IMMEDIATELY AFTER THE UNITY MARCH

LAST POST                CUE. (BEGIN AFTER THE CHAIR ANNOUNCES THE SILENCE AND SPEAKS ALOUD THE NAMES OF MEMBERS DEPARTED SINCE WE LAST MET.)

ROUSE (REVEILLE)        BEGIN AFTER ACT Of REMEMBRANCE.  CUE “WE WILL REMEMBER THEM”

UNITY MARCH                CUE TO GET READY.  “RETIRE THE COLOUR PARTY” (PLAY WHEN THE SGT-AT-ARMS ISSUES MARCH ORDER)

UNITY MARCH                            CUE TO GET READY.  “PREPARE TO MARCH OFF THE COLOURS (PLAY WHEN SGT-AT-ARMS ISSUES MARCH ORDER)

GOD SAVE THE QUEEN CUE “LEST WE FORGET”

UNITY MARCH          CUE TO GET READY    “MARCH OFF THE COLOURS” (PLAY WHEN SGT-AT-ARMS ISSUES MARCH ORDER.)

RCL Br 295 Poppy Services & Celebrations of Life #11

Legion Poppy Service

1.      The Royal Canadian Legion offers a special Legion Poppy Service to honour veterans (*) who have passed away.  Our officiants will normally attend family services at any location in Chilliwack and surrounding area to conduct the service prior to the family celebration of life. Families may also hold their celebrations in the branch at 5661 Vedder Road. Please email the branch at rclbr295@shaw.ca or telephone 604-858-3600 to begin arrangements. The Chilliwack-Vedder Branch 295 Sergeant-at-Arms will normally request a meeting with the family to discuss details.

(*) The Royal Canadian Legion General By-laws Article 101 (d) definition of a "veteran" is:

"A Veteran is any person who is serving or who has honourably served in the Canadian Armed Forces, the Commonwealth or its wartime allies, or as a regular member of the Royal Canadian Mounted Police, or as a Peace Officer in a special duty area or on a special duty operation, or who has served in the Merchant Navy or Ferry Command during wartime."

Legion Poppy Service Protocols

1.      The Legion Poppy Service is conducted immediately before the family portion of the service. At the conclusion of the Poppy Service, Legion representatives turn the service over to the family officiant and march off.  We have no role in the family portion of the service.

2.      The Legion will appoint a Master of Ceremony to conduct a tribute to our lost comrade and perform the Act of Remembrance. The Sergeant-at-Arms or another legion representative will normally accompany the MC and a legion Chaplain may also be present.

3.      The MC will conduct the tribute, perform the Act of Remembrance, and direct the poppy laying ceremony.

4.      The Sergeant-at-Arms, or another legion representative will escort family members to lay poppies on a small cushion.

5.      The MC concludes the service by presenting the poppy cushion to the family.

Optional

The legion will provide a small colour party if we have sufficient volunteers. If we are able, we will also provide a Sound Engineer to play legion approved ceremonial music during the poppy service. 

Please note that our Poppy Service tribute is separate and distinct from any portion of the family service and is conducted in accordance with Royal Canadian Legion protocols.

Booking a Legion Poppy Service

·         A family representative must contact the branch office to book the hall and inform us that a Poppy Service for a veteran is being requested.

·         Family representatives must provide a contact name, telephone number, and email address (if available)

·         Bookings are subject to hall availability and the availability of our volunteers.

·         Once informed of the details, the Sergeant-at-Arms will contact the family representative to discuss the next steps.

·         There is no charge for hall rental and sandwich trays for veteran poppy services

Maple Leaf Services

·         A family representative must contact the branch office to book the hall and inform us that a Maple Leaf Service for a member of Branch 295 is being requested.

·         Family representatives must provide a contact name, telephone number, and email address (if available)

·         Bookings are subject to hall availability and the availability of our volunteers.

·         Once informed of the details, the Sergeant-at-Arms will contact the family representative to discuss the next steps.

·         Maple Leaf Services may be held for members of the branch or the Ladies Auxiliary who are not veterans. The protocols are similar except that maple leafs replace poppies and there is no legion approved music.

·         There is  no hall rental charge for  Maple Leaf  services held for members of Branch 295.

·         Food  charges are determined by the caterer (branch or Ladies Auxiliary)

Private Celebrations of Life and other Private Events

·         The legion has no formal participation in  private services and provides support only in relation to the hall rental and food services.

·         Food  charges are determined by the caterer (branch or Ladies Auxiliary) 

Branch Services

Location: Ceremonies are conducted in the "Merritt Room" with normal seating for 85 people. 

Scheduling: Ceremonies must be scheduled around previously booked events. It is usually best to book for 12 pm or 1 pm any day other than Fridays or Sundays.

Hall Rental and Food Service: Depends on the type of service. See above for Poppy Service, Maple Leaf Service, and Private Service.

Audio-Visual Support: Families are welcome to use our big screen TV for presentations. Families wishing to play special music during the celebration of life can be provided with a Bluetooth speaker if they do not bring their own. Families are also welcome to use the branch WiFi to live stream the ceremony. Families are encouraged to book an appointment with a branch audio-visual services representative several days prior to the service to test their laptop or USB device with our big screen TV as we may not have a knowledgeable person present at the service.