Facility Logistics For In-house Events

-- Tips on Choosing a Workshop Site --

Room Setup Room setup is extremely important to the success of your event. We have tried to make it easier for you by detailing the setup for the most optimal knowledge attainment and pleasure for the participants. Please select from the items below for the appropriate setup for your event. Groups of 20-35 participants (16 KB - PDF Format) Groups over 35 participants (11 KB - PDF Format) Facilitated Workshops Room Setup (13 KB - PDF Format) Equipment Setup Having the appropriate equipment can make or break your success. Please select from the items below for equipment guidance for your event. Remember, just having the equipment there is not enough - it must work and you must know how to use it. In some cases, you may even want to consider having backup equipment or at least know who you can call at a moments notice for help. Equipment Guide (11 KB - PDF Format) Video Workshop Equipment Guide (1 KB - PDF Format) You need Adobe Acrobat to view these files, click here to download free.

The following workshop site characteristics came from comments and requests made by participants who have attended previous workshops. We realize these items may seem elementary or just plain common sense. However, we know that in our hectic schedules things tend to get overlooked. We offer this as a reminder of the most important items.

• A desirable workshop delivery site is one that has a professional image. Among other things, this means that the location should have pleasing décor, up-to-date equipment, a courteous staff with helpful information desk personnel, and be conveniently located to restrooms. It is also important to select a location within easy commuting distance for participants.
• Lighting is very important. The room should have the ability to have all lights on in the room except within 8 feet of projection screen and it should have controls to shut out unwanted sun.
• The room should have an acoustic environment appropriate for learning. It is best to have solid walls (not pull out dividers between rooms), a room located in an area where outside noise is not distracting (i.e. ringing telephones, airplanes, traffic, etc.), adequate space to comfortably accommodate the group size (not too large or too small) and have no one seated with their back to the instructor.
• Comfortable chairs and enough space at tables for participants to work is a must! If people are uncomfortable, no matter how interesting the session, they won't leave happy.
• Each participate should be supplied with (at the minimum) a name tag, a name tent card for the table, a pad and pen.
• Having food available is important to any long workshop, even if only a continental breakfast for the morning break, and cookies and beverages in the afternoon. For lunch, a buffet-style meal is usually the quickest way to get people served without rushing them. Buffet tables should be pulled away from walls so both sides can by utilized by participants.