Room Set up for Seminars, Keynotes or Training

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AV equipment:

LCD projector (at least 1000 lumens) set up on a separate table from the prop table on stage
Remote clicker to advance the PowerPoint slides
Contact person name and phone number to arrange room set up and test of the equipment at least one hour before the start of the program and have them be in the room during the scheduled program
- What is the earliest time Linda can set up in the session room?
Screen setup in the right corner of the room (DO NOT put the screen in the front center of the room, unless it is permanent)
- 8’ screen or larger, the larger the audience, the larger the screen
- Darken the lights directly above the screen

Chairs:

Set chairs to face the longest wall (i.e., set the room wide, not narrow)
Seat the audience as close to Linda as possible with each chair facing Linda.
Only set up for an extra 10% in attendance
Have the seats in the back of the room roped off until seating is actually needed
Have first row of chairs placed at least 2 screen widths from the screen
Place handouts or workbooks on chairs before the audience enters the room

Sound:

Wireless lavaliere microphone so Linda can have her hands free for props, gestures and moving freely on stage and into the audience
Backup: extra lavaliere or hand-held microphone with a 50’ cord
Speakers set up on stands
Extra hand-held microphone for Q&A session with attendees so everyone can hear the questions when they are being asked.
Have a separate microphone for the introducer

Staging area:

Set up stage far from doors that attendees or serving staff would be entering or exiting.
6’ skirted table for Linda’s props
2 glasses of ice water or bottled water (cold if possible)
Podium not necessary

Travel arrangements:

Linda needs to fly in the day before if outside of the Dallas/Fort Worth area.

Room:

Provide a well-lit room. Have lights shining on Linda, not backlighting her as then her expressions and gestures would not be seen by the audience.
Have the lighting full up for the entire room.
Have drapes drawn if there are windows.
Two 6’ tables for the back of the room for Powerful Appearance products and book sales (if pre-approved)
Where are the light switches?
Where are the temperature controls? (have temperature set between 68 – 72 degrees)
Where are fire exits if Linda needs to direct people from the stage where to go during an emergency?

If there are 100+ attendees

If there are 500+ attendees

Have IMAG screen so all attendees can see Linda’s facial expressions and use of props
Provide extra lighting or a spotlight in the center front of the room where Linda will be speaking

If there is a meal before her speech — Linda prefers to eat after a keynote speech.

Table, chairs, screen layouts

		U-shaped is great for sessions with 6-17 people. This set up makes it easiest to see props, demos and slide show. Screen can be set up in the center of the room.

		Classroom Style 1 is best for providing a table to take notes on and look over worksheets. Seats up to 30. Once you have 20+ people, the screen need to be set up for the LCD projector on the right side of the room, preferably on a riser so it is easy for people sitting in the back of the room to view the slide shows.

		Classroom Style 2 seats to up to 33.

		Round Tables set in Crescent Rounds is best when serving a meal. Place the chairs halfway around the table creating a “crescent moon” shape around the table. This provides guests with the ability to view the speaker and the projections screen during the presentation. 50+ attendees

		Theatre Style (small group) 100+

		Theatre style (large group) accommodates the most people per area. Appropriate for keynote lectures. 500+

Key:		LCD projector on a table
		Screen on a riser
		Chair
		Rectangular table (18" wide preferably)
		Round table

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