May I suggest some helpful tips to ensure a successful event…
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Room Size and Layout
- Room Access and Security
- Who’s Who?
- Mics
- Audio-Visuals
- Lighting
- Hospitality
- Introductions
Rule of thumb is to select a room that will create an intimate environment without feeling cramped. Too many people in a small room will generate a lot of body heat and ultimately participant discomfort. It is also great to have some “move around space”. I prefer caberet-style set up (round tables of 5-8) to promote maximum participant interaction.. I like having a table at the front of the room so people know where I am.
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Room Access and Security
When selecting a venue, try to pick a room that is easily accessible (via public transportation) or one with ample parking. I always arrive early (sometimes the day prior) to set up and meet the organizers. It is a great idea to arrange for early access and discuss how to keep the room secure when participants are away.
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Who’s Who?
I like using name badges or table cards during sessions so I can call on participants by name. When possible, it looks professional having these prepared in advance… if time does not permit, Plan B is to have materials available for people to make their own badges as they arrive.
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Mics
Always best to test everything a few times before an event. I like to wear a wireless microphone so that I can move around and interact with a group. Depending on the audience size – it is worthwhile having extra mics for questions/discussion (plus someone to “travel” with the mic to save time). You may want to check with other presenters to see if they prefer a podium set-up.
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Audio-Visuals
Depending on the format, I generally use a projection system with laptop computer as well as flip charts. Best to advise the facility to stock these with paper, markers and masking tape (for displaying purposes). I generally like to talk to the a/v specialist in advance to ensure no hiccups.
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Lighting
If you can, select a room that has lots of natural light or, at a minimum, a room that is well lit. Also, it is advisable to ensure the room can be darkened to facilitate any electronic presentations.
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Hospitality
I suggest meals be light but plentiful (if you offer a heavy meal mid-day, people tend to want to nap in the afternoon!) My suggestions for break-time food include fruit, muffins and juice in the morning and cookies with soft drinks in the afternoon. It is great to have water available at all times for participants (refreshed regularly) and the traditional coffee/tea for all breaks.
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Introductions
Please find attached my biography with photo for introductory purposes
Hope this helps!
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