Logistics and Audio-Visual Requirements:
Proper logistics and equipment are very important to ensure the best possible conduct of every speaking and training event. Every effort should be taken to ensure that the following support requirements are met. If you have any questions, please contact Ron Kaufman.
Room Logistics and Equipment:
- One large hotel or conference Ballroom without pillars and with sufficient floor space to hold at least 150% of the expected number of participants when seated in classroom style. (Example: with 200 participants, the floor space should be sufficient to hold at least 300 participants seated in classroom style.) Any extra floor space in the facility is a "plus" for the event, and will be used accordingly. The Ballroom should have good acoustics and excellent (bright) lighting.
- A low, wide stage against the center wall of the ballroom. At least 32' wide and 8' deep and 1 - 2' high. Stairs down to the audience from the center of the stage.
- Floodlights to strongly illuminate the entire stage area. Spotlights to specifically illuminate each of the flipcharts (see section "e" below).
- Sturdy and easily movable banquet chairs. One per participant.
- Seven (7) identical flipcharts in very good condition, positioned in a straight line across the entire width of the stage. If the hotel's flipcharts are in poor condition or a wide assortment of styles, it is best to rent proper flipcharts for the day. An abundant supply of flipchart paper and masking tape. If the number of participants is over 300, then video projection onto large screens is recommended.
- A strong sound system with quality speakers to handle voice and music throughout the day. Additional speakers, amplifier and mixer board may be hired and brought in to augment the hotel sound system if necessary. The sound quality is a key success factor for this training day, so this is one area to be sure is well prepared.
- One competent audio/video/lighting technician on site throughout the program.
- One (1) lightweight, clip-on (lapel) wireless microphone with extra batteries.
- Two (2) hand-held wireless microphones with extra batteries. All three wireless microphones must be able to run simultaneously without interference.
- One small cocktail table (square or round) with light colored tablecloth and skirting positioned on the left side of the stage with a pitcher of hot water and two cups.
- One music source to play cassettes and compact discs. Ron Kaufman will bring the actual music used for the Workshop.
Note: The following additional requirements are only needed if the event includes a "Conference Game" like "The Puzzle of Teamwork," "Everyone Flies First Class," or "Value Added Scrabble."
- Banquet or classroom rectangular tables with light colored tablecloths or "blankets" and no skirting. One table for each 5-6 participants.
- Large dinner plates and metal or plastic dinner plate covers. One plate and cover "set" for each 5-6 participants. These dinner plates and covers should be completely clean and dry.
The initial room layout in the morning is all chairs set in theater style in curved rows with a single aisle towards the stage. It is good to place the first row of chairs close to the stage.
Banquet tables (if used) should be covered with light colored table cloths and no skirting and placed against the wall at the back of the room. They will be set into place during the lunch or afternoon tea-break, depending upon the program schedule.
If a conference game is included, there will be one major resetting of the room during lunch or during the afternoon coffee-break. The hotel should have staff on hand to help complete the transition.
During the morning coffee-break and lunch, hotel staff should simply "reset" the chairs to theatre style, and remove any empty cups or drinks from the room.
