For Meeting Planners

Thoughtful planning is important to the success of your event.

PLANNING CHECKLIST

We appreciate your attention to detail and willingness to help Rita create the very best for your participants. The following Planning Checklist is provided to help you ensure a high quality event.

Please take a moment to review the checklist and talk with us about any challenges or concerns. Rita is flexible and will work with you and your technicians to make the most of your program whatever your room and A/V capabilities.

AUDIO VISUAL EQUIPMENT

• Wireless, hands-free, lapel (lavalier) microphone with fresh batteries
• LCD projector placed atop a 6’-8’ draped table (for props and notes)
• Projector screen (the larger the audience, the larger the screen) positioned at left or right front corner(s) of the room (not center)
• Laptop computer and A/V technician to assist during set up and start of program
• Remote “clicker” (Robin will move freely about the room and may need to advance slides from the back or corners of the room)
• TV/VCR/DVD player (upon request only)
• Easel and easel paper (for groups with fewer than forty participants only)
• Bold markers (wide tip) for charting (for groups with fewer than forty participants only)
  Note. Unless needed by other speakers, please remove from view the following items: lectern, audio-visual cart, seating over 10% of anticipated attendance

STAGING and ROOM SETUP

• House lights on full, bright lights on Robin, dim (not dark) lights on screen
• Raised platform and/or raked seating (for sixty or more participants)
• Participant seating as close as possible to Robin (first row of tables or chair set within 2-3 feet of presentation area)
• 1st choice seating arrangement: Round tables
  • 5-8 seats per table, positioned in half- or semi-circle (every chair facing the presentation area)
  • Narrow (not wide) space between tables with just enough space for Robin to walk about the room, from table to table, when participants are seated
• 2nd choice seating arrangement: Classroom style
  • Rows positioned in a chevron or V-shape (not straight)
  • Audience divided in half (not thirds) with one, 4-6’ wide, aisle in center
  • On the farthest right and left sides of the room, a wide enough space for participants to enter and exit their row from either side of the room or by way of the center aisle
• 3rd choice seating arrangement: Theater style
• Whatever the seating arrangement, strive to create a sense of intimacy or community by selecting a room that provides only slightly more space than your anticipated attendance (the smaller the group, the smaller the room)
• Then, set the room for anticipated attendance plus 10% and remove all additional seating (please, no more than 10% open chairs)
• Pen or pencil for every participant
• Pitcher of room temperature water (no ice) and drinking glass for presenter

REFRESHMENTS

• Nutritious, healthful refreshments such as energy producing fruits, nuts, bars and breads to help boost
• Participant energy and attention (avoid or limit sweet, sugary pastries and treats)
• Ice water in pitchers or urns (avoid bottled water unless recycling bins are available)
• Hot water for tea (regular and herbal)
• Coffee (regular and decaffeinated)
  

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