Meeting Planner: Creating Success For Your Event

We have provided a meeting planning workbook which you can download by clicking on the image to your left. Once downloaded, print the entire planner and include as much information that you can. We ask for: your objectives, list of things you would like to accomplish with this event, long and short range goals for your organization, recent newsletters, industry magazines, company history, product brochures and any information that will increase the speakers' understanding of your organization, its products, people, and challenges. If available, please send us a copy of the program that will be used for this event. We appreciate your cooperation; please contact us if you have any questions.

The Meeting Space

Every room is different in size, configuration and lighting and we would like to suggest ways to maximize your particular setting. Seating is important to the success of a program, too many seats subtracts from the space energy; a small group in a large room subtracts from sound and space energy; a boardroom seating with too many participants creates too much distance between the speaker and the end of the board table. Careful planning of the meeting space will contribute to the success of our visit. Below are diagrams showing a variety of room types, please select the one that best describe your setup.

 

There are five general types of meeting rooms that are usually requested. Most venues have at least several of these types of space, if not all of them.

 

  • Presentation Rooms - These are sometimes also referred to as “standard meeting rooms.”Presentation rooms usually come equipped with a U-shaped table that is large enough for the number of participants that you schedule to be present. These rooms are perfect for a presentation as well as a standard group meeting.

 

  • Conference Rooms - Conference rooms typically come equipped with a stage and enough seating to comfortably accommodate your expected turnout. Most venues have conference rooms that vary in size, and you will probably have to select a “minimum participant” number when reserving your space.

 

  • Training Rooms - Training rooms are slightly different from the other spaces because they usually come equipped with computer terminals (enough for your expected participants). Conducting training sessions outside of the office has become increasingly popular in recent years.

 

  • Boardrooms - Want to have the next big board meeting somewhere new? Board rooms come fully equipped and can generally accommodate any expected number of individuals. Order in some sandwiches and donuts to ensure a very productive meeting!

 

  • Interview Rooms - Some venues offer one-on-one interview rooms which offer great privacy and top notch amenities.

 

Lighting

Room lighting is very important to fully appreciate Jef’s presentation, adequate lighting is crucial. Please avoid
placing him in front of a window where outside lighting
would create a silhouette effect. And while lighting on Jef needs to be bright, lighting on the LCD screen needs to be subdued. Too much lighting on the screen will prevent the PowerPoint presentation from being seen. Your efforts to balance the room lighting will be greatly appreciated by Jef and your audience. We are happy to discuss this with you further if you have any questions.

Room Diagrams

Board Room
Ideal for board meetings, brainstorms and external meetings

Cabaret
Ideal for training sessions and workshops that involve group breakout

Classroom
Popular configuration
for conference
and educational sessions; for note taking and for engaging in interactive exchange with the front of the room

Theatre
Preferred arrangement for presentations, and events where maximum seating capacity is desired

U-Shape
Ideal for training, presentations and general discussion forums

Hollow Square
Ideal for training, presentations and general discussion forums

Conference Room
Ideal for training, presentations and general discussion forums

Reception Room
Ideal for training, presentations and general discussion forums