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Checklist for Setting Up a meeting with Richard
We take our responsibility to assist you in every way very seriously, and we want to present a first class program. Here is our checklist to help you with your planning.
RICHARD'S ACCOMMODATIONS:
Please be sure that Richard has a private, non-smoking club or executive-level room reserved for the night before his presentation or, if he is speaking for you in the evening, for the evening he will be speaking.
Please ensure the reservation is guaranteed for late arrival and billed to your master account.
Please provide us with the name, address, telephone number and fax number of the hotel.
Please provide us with Richard’s confirmation number.
GENERAL SESSION KEYNOTE MEETING ROOM SETUP:
(Presentations of 40 min-1 ½ hrs):
For an audience of more than 150 people, Richard will need a riser no less than 16’ wide by 8’ deep.
In a banquet setting, you may consider separate staging if at all possible.
GENERAL SESSION KEYNOTES - AUDIOVISUAL NEEDS:
A paper flipchart
A wireless lavaliere microphone is needed.
The name of the individual to whom we should send Richard’s Powerpoint presentation to load into your show computer , and his or her contact information.
If a session worksheet is requested from Richard, we will send you the master in plenty of time to be duplicated. Please have the worksheet duplicated and in the room at least 45 minutes prior to the start of Richard’s session. Place on the participants' seats or table in advance of his presentation. Please let us know to whom we should send the master for duplication.
WORKSHOP AND SEMINAR MEETING ROOM SETUP:
For larger seminar audiences (150+), Richard will need a riser at least 24’ wide by 12’ deep. Most importantly, it should be no higher than 12”-16”. The first row of tables for participants should be no more than 8 feet from the front of the riser.
WORKSHOP AND SEMINAR AUDIOVISUAL NEEDS AND WORKSHEETS:
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Please have a wireless lavaliere microphone available for Richard.
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A paper flipchart with plenty of paper.
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A Powerpoint projector: the projector should be on a 4’ table at the front of the room per the diagram above.
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A 10x10 projection screen.
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Due to current travel constraints, Richard does not travel with a laptop. Please provide a laptop for this session with his Powerpoint presentation,which we will send you, loaded on it.
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Please provide the name of the individual to whom the Powerpoint should be sent.
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Richard will provide a worksheet for this session. We will send you the worksheet master in plenty of time to have it duplicated.
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Please be sure they are in the seminar room at least 45 minutes prior to the start of Richard’s session.
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Please place on the participants' tables in advance of his presentation.
COFFEE BREAKS, ETC.:
Please set up coffee breaks outside the meeting room. This will be less distracting for the participants.
If the presentation is after a meal, please serve the meal in a different room than where the presentation is going to be held (if at all possible).
For programs longer than 2 hours, Richard will give the audience a 10-minute break approximately 1 hour and 15 minutes into the program.
Please check the air conditioning or heat in advance. Be sure the room can be cooled to 68-70 degrees for an extended period of time.
INTRODUCING RICHARD:
We will provide you with Richard’s introduction, please have it read the way it is written.
There is no need to be concerned about the time. Richard will finish his program within two minutes of any time frame that you give him.
THANK YOU FOR YOUR HELP IN MAKING THIS A FIRST-RATE EVENT!
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