Event Room Setup and Audio-Visual Requirements
Audio Equipment
- Please provide a wireless lapel microphone, enabling the speaker to move freely and engage with the audience.
- A high-resolution projector or screen for displaying presentations, with support for various formats (please refer to room setup requirements below)
- HDMI or USB-C connectivity options for seamless integration with laptops and tablets
- Wireless presentation remote with laser pointer functionality
- Adequate sound system, including microphones (lapel or handheld) to accommodate the speaker's preferences and ensure optimal audio quality
- A reliable Wi-Fi connection for smooth online content accessibility during presentations
- Lectern: A non-transparent lectern is preferred for storing materials and props. Place it on the speaker's right side when facing the audience.
Recording Policies
- The speaking agreement DOES NOT cover audio or video recording of the event. However, recording fees can be negotiated individually. If recording takes place, ensure synchronization of the audience and speaker's microphones for optimal results.
Venue Requirements for Keynotes and Workshops
- The room configuration should have a center aisle, allowing the speaker to interact with attendees. A 6-foot draped table, perpendicular to the audience, should be available for materials.
- On-stage tables must be positioned far enough back to enable speaker-audience interaction. Off-stage seating during speeches is preferred.
- Electronic handouts will be sent in advance; please prepare copies for all participants.
- Use the customized introduction provided via email for your event, as it tailors to your specific audience.
- Prior to introducing the speaker, request attendees to disable any devices that produce noise or distractions.
Book Signing Arrangements
- Set up a 6-foot draped table with two chairs at the back of the room before the event.
Additional Tips
- Have greeters fill up front rows first while seating guests to minimize distractions from latecomers.- Position front rows no farther than 6 feet from the stage.
- Arrange the room wide rather than deep, placing the stage area in the middle of a long wall.
- If expecting 450 people, provide seating for only 400 to promote full attendance and limit empty spaces.
Travel Information
Travel Arrangements
- Unless otherwise agreed upon, Dr. Robyn's agent will handle travel arrangements: non-refundable coach airfare for two from Washington State; clients will be billed for airfare and related expenses.
Hotel Arrangements
- Clients are responsible for making all hotel reservations, subject to the Agent's approval. This includes ensuring late check-in guarantees and specifying non-smoking preferences. The client's preferred hotel chain is Marriott (or better).
Ground Transportation
- Provide the speaker with recommendations for ground transportation (e.g., hotel shuttle, car service, rental car). Ground transportation will be paid for by the Client. If using Uber, Uber Black is preferred.
