Needed When Needed Occupancy Set-Up/Location For: Executive Committee Afternoon prior to Conference Room (Round Table Meeting Opening Session 25 Seating) Table and chairs; have used small Slide Review Every day of meeting 3 Conference Rooms Long table and chairs, telephone needed for in-house and incoming calls, power Meeting Registration day of meeting for equipment (computer), Optional: Area secure area to store registration N/A materials (programs, name tags, etc.) overnight. Locate near Session Rooms. Lecture style; Hotel provide podium, Opening Session Morning of 1st day of microphone, screen, projector stand, paper presentations 150 extension cord as minimum. Lecture style; Hotel provide podium, Concurrent Sessions Daily from close of 75 per room microphone, screen, projector stand, (2 rooms) Opening Session to end of extension cord as minimum. meeting Conference Room Arrangements (continued): Room/Space Needed When Needed Occupancy Set-Up/Location For: Table for setting up coffee (soft drinks Coffee Break Area Mid-morning and 125 in afternoon). Locate near Session of paper Rooms in area to minimize traffic from presentation days non-meeting hotel guests. Tables for serving food, cash bar, tables and chairs to sit. Scenic location; Mixer Evening of 1st day of 150 around pool, garden atrium etc. For paper presentations outdoor location, have indoor location as back-up in case of rain. Room for provide easels for setting up Posters Usually 2nd day of paper 20 posters posters, Located near coffee break area presentations or concurrent session rooms [Ensure there is enough lighting for the posters] Classroom style seating. Hotel provide Workshop Usually 2nd day of 50 podium, microphone, screen, projector presentations stand, extension cord as minimum End of 1st day of Lecture style; Hotel provide podium, Business Meeting presentations, prior to the 75 microphone, screen, projector stand, Awards Luncheon extension cord as minimum. table seating, Banquet tables for Awards Luncheon Lunch of 2nd day of paper 130 serving room. Hotel provides podium presentations and microphone, Optional: Room for spouse continental breakfast or special interest group meetings, if organized Equipment Requirements:
Needed For: When Needed Occupancy Set-Up/Location Executive Committee Meeting Afternoon prior to Opening Session 25 Conference Room (Round Table Seating) Slide Review Every day of meeting 3 Table and chairs; have used small Conference Rooms Meeting Registration Area day of meeting N/A Long table and chairs, telephone needed for in-house and incoming calls, power for equipment (computer), Optional: secure area to store registration materials (programs, name tags, etc.) overnight. Locate near Session Rooms. Opening Session Morning of 1st day of paper presentations 150 Lecture style; Hotel provide podium, microphone, screen, projector stand, extension cord as minimum. Concurrent Sessions (2 rooms) Daily from close of Opening Session to end of meeting 75 per room Lecture style; Hotel provide podium, microphone, screen, projector stand, extension cord as minimum. Conference Room Arrangements (continued): Room/Space Needed For: When Needed Occupancy Set-Up/Location Coffee Break Area Mid-morning and of paper presentation days 125 Table for setting up coffee (soft drinks in afternoon). Locate near Session Rooms in area to minimize traffic from non-meeting hotel guests. Mixer Evening of 1st day of paper presentations 150 Tables for serving food, cash bar, tables and chairs to sit. Scenic location; around pool, garden atrium etc. For outdoor location, have indoor location as back-up in case of rain. Posters Usually 2nd day of paper presentations Room for 20 posters provide easels for setting up posters, Located near coffee break area or concurrent session rooms [Ensure there is enough lighting for the posters] Workshop Usually 2nd day of presentations 50 Classroom style seating. Hotel provide podium, microphone, screen, projector stand, extension cord as minimum Business Meeting End of 1st day of presentations, prior to the Awards Luncheon 75 Lecture style; Hotel provide podium, microphone, screen, projector stand, extension cord as minimum. Awards Luncheon Lunch of 2nd day of paper presentations 130 table seating, Banquet tables for serving room. Hotel provides podium and microphone, Optional: Room for spouse continental breakfast or special interest group meetings, if organized Equipment Requirements:
2012operatingguidelinesgaryleibee.docx