Overview of Workshop Coordination
INSTRUCTIONS TO THE HOTEL/CONFERENCE CENTER
LOGISTICAL REQUIREMENTS
The following information will assist you in making arrangements for the meeting:
1. ROOM SELECTION/LOCATION:
- Due to music playing intermittently throughout the session, you will need a room locale bearing this in mind.
- A room away from the kitchen/catering area and A/C equipment.
- A room that which can be occupied for an entire session.
2. ROOM SIZE:
- The size of the room is dependent upon the number of people
- Our guidelines for square footage requirements is as follows
- 10 people and under: 800-1,000 square feet
- 15-20 people: 1500-2000 square feet
- For every 5 people above 20, add 150 square feet to the total
3. ROOM SET-UP:
- A copy of the Room Arrangement diagram is available below.
- All equipment, including audio-visual, must be set-up by 7:30 am.
- Request the room temperature be set slightly on the cool side of comfortable.
4. BREAKS:
- Hotel should not bring breaks into the room without checking first with Partners In Leadership to see if it is appropriate to interrupt.
- A summary of a "Typical Daily Schedule" is included below.
5. LUNCH:
- Lunch should be planned for 12:00 pm.
- Due to fluctuating meeting modules, request a flexible start time for lunch of plus or minus 30 minutes.
6. SERVICE EXPECTATIONS OF THE HOTEL:
- Someone from Meeting Planning and Audio/Visual should meet Partners In Leadership in the meeting room by 7:30 am
- Please arrange to have messages posted outside the meeting room door. The meeting should not be interrupted except for emergencies
TYPICAL DAILY SCHEDULE
- 7:30 am Hotel representative meets Partners In Leadership in the room
- 7:30 am Continental Breakfast
- - Water, coffee, juice, rolls, and fruit
- - Room should be entirely set-up, including audio/visual equipment
- 8:00 am Meeting begins
- 9:15 am Break
- - Coffee, re-stock
- - Check with Facilitators before you come into the room
- 10:50 am Break
- - Coffee, re-stock and bus room
- 12:00 pm Lunch
- - In a separate room
- - Room should be "bussed"
- 12:45 pm Meeting begins again
- 1:45 pm Break
- - Fruit, cookies, crackers, soda, and water
- 3:00 pm Break
- - Bus room
- 4:30 pm Meeting ends
- - Leave charts up in room and lock meeting doors
Messages should be posted outside the door. Interruptions should be kept to a minimum.
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