Meeting Venue Requirements

Things a venue should have to host a meeting.

We require a bit more so that good recordings can be made. Everything but the power can be supplied, but the more that has to be brought in the less appealing it is.

Facilities

• Projector and screen
• Podium - Something for the presenter to stand behind and put a laptop on.
• Power at the podium so the laptop doesn't have to run on batteries.
• HDMI at the podium to feed the projector.

PA system:

• Amp and speakers - built in or freestanding. Even if this is not needed for the audience to hear the presentation (which is hard to predict), it is needed to get good audio for the recording. If you don't understand, that's OK.
• Wireless headset or Lav (clip on) mic - presenters will typically type, it is hard to hold a mic and type.
• Hand held mic - The MC needs something, and often it will be handed to people to make a 30 second announcement.

For Recording:

• table 30' from podium (generally the back of room) - This is where the recording mixing will happen. Big enough for 2 people with laptops
• power at table (or how long of an extension cord to bring.)
• Audio feed from PA - Ideally balanced over XLR cable, else work out what adapters we need to bring.
• We will provide the equipment needed for recording.

If we are going to deliver equipment:

• Where can equipment be unloaded?
• Loading doc hours and contact phone number.
• Where can a jeep suv be parked during the meeting? "After 5pm you can leave it at the doc." is a great answer.