Audio-visual requirements

For a keynote

  • Wireless headset or lapel microphone, and podium microphone for introductions.
  • 1 flip-chart or blackboard with three colors of markers.
  • Table for laptop, complete with access to electrical outlet.
  • Audio amplification with a standard 3.5mm mini jack to connect to a computer or ipod.
  • Video-projector and compatible cable for a MacBook Pro (female mini-dvi or vga).
  • A screen big enough to be seen from the back of the room, and bright enough to be seen clearly with the house lights on.

For an interactive program

  • Audio amplification with a standard 3.5mm mini jack to connect to a computer or ipod.
  • 1 flip-chart or blackboard with three colors of markers.
  • If more than 25 people: Wireless headset or lapel microphone, and podium microphone for introductions.
Download TLC's room setup checklist.

Preferred room size, lighting and room temperature

Room Size

In the best case scenario there is space to move around, e.g., a room with no tables and chairs placed against the walls.
This being said I can work with any group size in any setting, and everything has an impact:

  • More people will fit in whatever space you have if seated theatre style, and this also means less interactions between participants.
  • >We can be outdoors, and if so this also means having enough chairs for people to sit down, enough bathrooms nearby, access to drinking water, and (if required) protection against the sun or rain.

Please provide 1 table at the back of the room to give away handouts.

Lighting and Room Temperature

  • Lighting: Full house lights, please. People remember more, respond more, and laugh more in bright conditions. It also helps to see everybody’s faces.
  • Room Temperature: A room full of people engaged in dynamic activities can get stuffy, fast. It is preferable for the room temperature to be on the cooler side. It’s also great if I know either how to adjust the temperature myself, or the name of the person to whom I must speak to have the temperature adjusted.

Seating

For interactive programs:

  • Our preferred room setup at the start of our program is either moving chairs against the walls or in a circle. (If the room is too small, then consider having two circles – one outer and one inner.)
  • Kindly leave a space between every 4th chair to make it easy for people to come in and out. We will start seated for about 5 minutes before standing up and moving around for most of the program, then seating down again towards the end. Participants will move their own chair.

For keynote addresses:

  • The distance from the first row of seats/tables to the stage should be no more than 10 feet. The closer the first row is to the podium, the better.
  • Use two smaller side aisles on either side of center versus a center aisle (See illustration below.) The best seats in the house – directly in front of the speaker – are often wasted in a large empty aisle. The speaker is forced to run stage left, stage right, to address a “divided” audience.
  • Tip: Rope off or remove the back few rows of chairs until 10 minutes into the keynote, and have a couple of door hosts direct the participants to use the empty seats from the front up and bring in extra chairs if everybody does show up. It looks much better.
Suggested seating arrangement