Room Set-up &
A/V Requirements

Proper room-setup is critical to ensure the most effective presentation possible. Please review the following for optimal results. Stephen is flexible and will work within your constraints to maximize results. We will accommodate your needs but want you to know that a little extra effort at this stage will create the optimum experience for your audience. Please contact us with any questions.

GENERAL INFORMATION
MEETING ROOM
SET-UP
AUDIO/VISUAL REQUIREMENTS






General Information
Please post the Event to Functions Directories by Program Title to be advised.

Please inform switchboard that this is a closed meeting to ensure no messages are transmitted to the meeting room.





Meeting Room
Windowless room preferred. If room has windows, it is essential that drapery and/or blinds be undamaged, unstained and operating perfectly to eliminate views.

Room is to have a minimum of three permanent, non-moving walls.

Room is to have only one functioning entrance. All other doors to public areas are to be locked. No obstructing pillars, please.

There are to be no loud activities in adjacent rooms.

There is to be no bar or bar-type atmosphere in the room.

Minimum acceptable floor-to-ceiling height: 10 feet, 12 is better.

Room is to be brightly lit and cheery. Dim the screen area (remove bulbs if necessary) but leave house lights on full. Stephen likes to interact with the audience and will move around quite a bit. Spotlights (if any) would all be directed at the front/center of the stage.

Room size: Allow 30 square feet of room per participant chair. Example: 30' x 40' room handles 40 people.

Room temperature is to be 65 degrees by two hours before program and not over 68 degrees throughout the program.

Sound system is to be "on", functioning and tested at least two hours before start of program.

All ceiling speakers and lights are to be functioning.






Set-up
We have a number of different set-up options depending on session type (i.e. keynote, general, seminar, workshop) and the number of participants. We will provide a detailed diagram for each case. 

Please furnish and equip room as shown on the diagram to be provided.

If using a stage or riser, ensure stairs available and secure as Stephen will often wander in the audience. Stairs can be to the side or at center, or both.

Lectern with clock/timer.

Backgrounds (behind Stephen), if used, are to be tasteful and non-distracting. Organization banner, flags, plant arrangements are all fine. Please review any other options with Stephen beforehand.

Room is to be set up and ready no less than two hours before start of program. Stephen requires this time for fine-tuning, testing and for his own set up.

All tables, except those at which participants sit, are to be 30" deep and 6' long, draped, skirted, with every table having the same color and style of skirt (beige or light blue only). 

Participant tables (usually applies to workshops) may be 18" or 30" deep. Each one is to be covered with fresh, whole, unstained linen, beige or light blue (no white or wine color, please)

Ice water pitchers and glass glasses on each participant table. (refreshed/changed between noon and 12:30 PM, please, if applicable).

Please note that Stephen works from the center of the longest wall in room, far from entrance doorway.

One 6' Registration Table and two chairs outside room entrance. One 6' table about 10' from screen for Stephen's use. One 6' product display table (if applicable) in back of room next to entrance. Table for coffee/tea/other refreshments (if applicable) in back of room, next to product display on the side that is away from entrance.

Stephen's table: a small, floral arrangement, a pitcher of water (no ice) and a glass glass, please.

Refreshments (if provided): Service setup no later than 15 minutes before start of program. If coffee/tea service; please use china cups. No foam or paper cups. Please include bussing trap(s) for used china/glassware & two medium size wastebaskets. Refresh coffee, etc at ________ AM and ________ PM (to be advised). Do not remove coffee at noon break. Include soft drinks (some diet please) and ice at ________ PM (to be advised).





Audio/Visual Requirements
InFocus, Proxima, 3M (or comparable quality) computer-connected projector (minimum 2000 lumens) with wireless controller.

Screen(s), 8' x 8' minimum, bottom of screen at least 4' above floor, top of screen extended as high as possible.

Wireless, tie-clip microphone, connected into main sound system.

Hand-help microphone on stand, high quality, connected into main sound system. To be used for audience. One microphone per aisle if applicable.

A/V Control center with technician at back of room.

CD Player connected to general main sound system. Stephen will provide royalty-free or royalty-paid music/effects.

Notebook PC computer for Microsoft PowerPoint Setup capable of playing a PC created (not MAC) file. Remote mouse/pointer. Stephen may choose to provide his own notebook computer which will addressed in final documentation. In this case, a cable connection is required from the notebook to the projector and a cable connection to the sound system for audio played from the computer.

All wiring except mike cables, is to be securely duct-taped to carpet/floor (3" double width, please). 



Call to speak with Stephen right NOW!