Meeting Setup

MEETING SETUP

GOAL: Create an effective learning environment.
Strive for audience comfort: room temperature, adequate space between seats, audience visibility and hearing, and freedom from external interruption.
When to setup.

. . . arrive at meeting site early enough to have everything ready to go before the first audience arrival. "Everything" includes all items mentioned below.

Seating Arrangement.

. . . the basic rule is: arrange seating for optimum audience-speaker visibility and hearing.

. . . seating arrangement is necessarily dependent on type of meeting and room size/shape.

. . . table seating works well for groups of 30 or less.

. . . center aisles are desirable when AV equipment is used.

. . . have necessary special arrangements in place for handicapped persons.

Audio-visual equipment.

. . . know speaker requirements for AV equipment before the meeting.

. . . have all equipment in place before meeting.

. . . check all equipment for proper functioning.

. . . overhead projector users will require table large enough for projector and space for visuals.

. . . screen:
--use screen sized to room that allows full visibility from all room locations
--bottom of screen should be five feet above floor level, anything lower will be a discomfort to audience in back rows
--use a tilt screen for overhead projection.

. . . study room dimming procedures before meeting. Be able to dim room quickly.

. . . carry spare electrical cords, outlet devices, projector bulbs, and flashlight.

Decorations and exhibits.

. . . both should be in place prior to audience arrival. Have a floor plan made in advance for commercial exhibits. For large meetings, have a co-worker assist in exhibit installation so you can focus on and manage other details.

Eating arrangements.

. . . take nothing for granted even though previous arrangements were made. Review meal and snack arrangements with site representative upon arrival. Be specific on starting and ending times for meals and snacks.

. . . brief your meeting facilitators on arrangements and directions.

. . . make your meeting schedule adhere to meal and snack arrangements.

Emergency plans.

. . . emergency conditions seldom arise but do make plans for sudden occurrences before the meeting begins.

. . . scout all emergency exits; have a plan to move people out quickly and efficiently.

. . . handicapped people and children have priority should exit become necessary.

. . . have flashlights on hand where emergency lights are absent.

. . . remain calm when dealing with emergencies.

. . .	the basic rule is: arrange seating for optimum audience-speaker visibility and hearing.
. . .	seating arrangement is necessarily dependent on type of meeting and room size/shape.
. . .	table seating works well for groups of 30 or less.
. . .	center aisles are desirable when AV equipment is used.
. . .	have necessary special arrangements in place for handicapped persons.

. . .	know speaker requirements for AV equipment before the meeting.
. . .	have all equipment in place before meeting.
. . .	check all equipment for proper functioning.
. . .	overhead projector users will require table large enough for projector and space for visuals.
. . .	screen: --use screen sized to room that allows full visibility from all room locations --bottom of screen should be five feet above floor level, anything lower will be a discomfort to audience in back rows --use a tilt screen for overhead projection.
. . .	study room dimming procedures before meeting. Be able to dim room quickly.
. . .	carry spare electrical cords, outlet devices, projector bulbs, and flashlight.

. . .	take nothing for granted even though previous arrangements were made. Review meal and snack arrangements with site representative upon arrival. Be specific on starting and ending times for meals and snacks.
. . .	brief your meeting facilitators on arrangements and directions.
. . .	make your meeting schedule adhere to meal and snack arrangements.

. . .	emergency conditions seldom arise but do make plans for sudden occurrences before the meeting begins.
. . .	scout all emergency exits; have a plan to move people out quickly and efficiently.
. . .	handicapped people and children have priority should exit become necessary.
. . .	have flashlights on hand where emergency lights are absent.
. . .	remain calm when dealing with emergencies.