Ron Kaufman has conducted high–energy and high-impact programs in lecture halls, hotel ballrooms, theaters, convention centers, stadiums and meeting rooms around the world.

This is the key checklist to help prepare your venue for a fantastic presentation and very successful event with Ron. Please print this out for easy reference, and share it with the other members of your event preparation team.

Proper logistics and equipment are essential to ensure the best possible presentation. Every effort should be made to ensure the following requirements are met.

If you have any concerns or questions about your venue, event or group, contact Ron Kaufman in writing at Ron@RonKaufman.com

1. Size of the Room :

a. One large meeting room, hotel ballroom or conference auditorium, ideally without pillars in the room. The room should have excellent lighting, acoustics, and a strong air-conditioning or heating system.

b. If your event includes presentations only, the room should be just large enough to hold the expected number of participants in theater style seating.

c. It is better for a presentation room to be a bit “too small” (tight) than much “too big” (huge). It is better to set seats close together and amplify the group energy than have everyone spread out in a space too large for the group.

d. If your event includes an activity (game, exercise, energizer) where the audience will be moving during the program, then the room size should be 20 - 30% larger.

e. If your event requires tables for participants (tables are not recommended for presentations only), then the room size should be just large enough to accommodate the tables without extra empty spaces in the room.

f. Partitions may be used to reduce the room size if necessary.

2. The Stage :

a. A stage is needed if the group size is more than 40.

b. When possible, the stage should be set in the center of the wide wall in the room. This is especially important if the room is long and narrow.

c. The stage should be at least 24 feet “wide” along the wall. 30-36’ feet is welcome.

d. The stage does not need to be “deep” (extending far from the wall). Four to six feet is sufficient. Eight feet is more than enough.

e. If the audience is less than 200, the stage should be 1 - 2’ high. If the audience is larger than 200, the stage should be 2 – 3’ high.

f. Stairs should be placed at the center of the stage leading down into the audience. These stairs should be as wide as possible, allowing maximum footage for movement. Stairs should also be placed at the ends of the stage to allow easy access from either side.
 

3. Flipcharts (Writing Surfaces) :

a. Ron works with eight (8) large identical flipcharts positioned in a straight line across the width of the stage. The charts should be set not further than 6’ from the front edge of the stage.

b. The flipcharts should all be identical and in excellent condition. If the venue’s flipcharts are in poor condition or a wide assortment of styles, it is best to rent proper flipcharts for the day.

c. Each flipchart should have at least 6 sheets of clean, large, paper, without any creases in the paper. The paper should be the same (full) size as the flipcharts. Beware venues that provide large flipcharts with small paper. This looks silly to your audience and reduces the size of working space on the charts.

d. If flipcharts are not available, it is possible for Ron to work with identical whiteboards with large poster boards or sheets of paper taped neatly onto the whiteboard surface.

e. Ron will provide his own oversize magic markers.

f. Ron does not use an LCD or projector.
 

4. Small Tables on Stage :

a. One small cocktail table (square or round) with tablecloth and skirting should be placed on each side of the stage just after the flipcharts and just before any stairs leading off the stage.

b. Place a thermos of hot water and three empty coffee cups on one table. The other table is for the CD player and Participants Materials (see below).

c. The hot water and three cups should be refreshed at each break.

d. Place one roll of masking tape on one of the tables.
 

5. Bright Lighting :

a. Floodlights should strongly illuminate the entire stage area, especially the writing surface on each of the flipcharts.

b. If spotlights are available, use them to further brighten the writing surfaces on the charts.

c. Lighting in the audience area should be bright. Ron wants to see the audience and enable them to see each other during his presentation.

d. Do not worry about putting “too much light” the stage. The more, the better.
 

6. Backdrop and Banners :

a. A backdrop behind the stage is recommended to create consistency and eliminate visual distractions.  

If you have a banner or other signage, it should be placed high enough above the stage so the flipcharts do not block the view of your banner for participants sitting in the front row.

You may wish to align the title of your event with the theme of Ron’s interactive presentation, for example: “UP Your Service!”, “Unbelievable!”, “The Secrets of Superior Service”, or “Partnership Power!”.
 

7. Chairs :

a. The first row of chairs should be set as close to the stage as possible. Chairs should be set theater style in curved rows with a single aisle towards the stage down the center. If the audience is larger than 300, you may prefer to set two aisles on the sides.  

b. Set 10% fewer chairs than you think you will require for your audience. Once the seats full up, bring additional chairs into the back of the room for late arrivals. Do not set too many chairs in the room as there will be “empty seats” scattered throughout the audience.  

c. If possible, do not set the chairs one directly behind one another. Stagger the rows slightly so participants do not have another person’s head directly in front of them and blocking the view.
 

8. Tables :  

a. Tables are not recommended for an interactive presentation. Tables may be necessary for certain activities, games and workshop exercises.  

b. If you intend to provide tables, use rectangular classroom tables (6’x2’) or banquet tables (6’x4’), or square tables (4’x4’) only. Do not use large round tables as they inhibit group discussion.  

c. Do not set tables in a “classroom style” format. This format severely limits discussion and interaction between and with the participants.

d. Use an “island cluster” format with tables set individually with the narrow side of each table pointing towards the center of the stage “like spokes in a wheel”. Set each table with 5, 6 or 7 chairs depending upon your group and venue size.

e. Tables for participants should have light colored table cloth and no skirting. No drinks or decorations should be placed on the tables. No paper should be placed on the tables. A small bowl of mints on the table is acceptable.
 

9. The Sound System :  

a. A strong sound system with quality speakers to handle voice and music throughout the day. Additional speakers, amplifier and mixer board may be hired and brought in to augment the hotel sound system if necessary. The sound quality is a key success factor for this event, so this is one area to be sure is well prepared. 

b. Provide one (1) lightweight, clip-on (lapel) wireless microphone with a new battery. If the presentation is longer than half-day, please provide an extra battery. (Ron will connect his “Countryman” brand microphone into your lapel wireless microphone transmitter if connectors match your in-house system.)

c. When required, Ron will bring a theater-quality SHURE wireless microphone and receiver to the event. In these cases, he will need to communicate with an audio-technician at the venue to ensure this microphone is properly connected and calibrated to the existing sound system. (This is only available in locations with 220 volt electricity.)  

d. Provide one (1) hand-held wireless microphone if the group size is larger than 50 participants, two (2) hand-held microphones if the group size is larger than 100. All microphones must run simultaneously without interference. Keep extra batteries on hand. Place the handheld microphones on the small tables on the stage.  

e. One music source to play compact discs. Ron will provide the music used during the event. Ideally, the CD player, on/off and volume controls should be within Ron’s control through a remote control device or by placement of the CD player and volume control on one of the small tables on the stage.  

f. One competent audio/video/lighting technician on site at the beginning of the program. A technician may be required throughout the program if music and volume controls are not easily accessible to Ron on stage.
 

10. Live Video Projection :  

a. If the number of participants is over 300, video projection onto a large screen(s) is recommended. The screens should either be positioned high above the stage (higher than the flipcharts and event banner (if any), or off to the two sides of the stage.

b. If the venue is large enough, rear projection is preferred. If the venue is not large enough, front projection will require that you block off room for the projectors in the audience seating area.

c. Recording of the presentation requires prior written permission from Ron Kaufman. If you are video-recording, be sure to place microphones in the audience to pick up their response to the live interactive presentation.
 

11. Preparation of the Audience :

a. Please ask participants to turn off mobile phones, pagers, watch alarms and other alerting devices before introducing Ron Kaufman.

b. No smoking is allowed at any time in the presentation room.

c. A speaker’s introduction of Ron is available at http://www.ronkaufman.com/formeetingplanners/index.html
 

12. Distribution of Participants Materials :

a. Participants should have a nametag with their names easy to read in large letters. More useful ideas and information for Meeting Planners is available at: http://www.ronkaufman.com/formeetingplanners/index.html

b. Participants should all have, or be given, a pen (preferred) or pencil.

c. Ron Kaufman’s “Active Learning Guide” is the only item that should be distributed to participants before the program begins. This should be handed individually to each person as they enter the presentation venue.

d. Do not place the “Active Learning Guide” on the chairs prior to participants entering the room. This will create great difficulty in moving people into empty seats and leads to some of your participants having no materials, some having extra sets, and some inevitably on the floor. Don’t do it.

e. All other materials provided by Ron Kaufman for your participants (Summary Cards, “Good Job” cards, Newsletter cards, copies of Ron’s books) will be handed out at specific times during the program. This sequence of distribution will be discussed with you prior to the start of the program.
 

13. Evaluation Forms :

a. If you intend to use an evaluation form, Ron recommends only three questions to focus your participants on the value, benefit and application of new learning:

1. What did you learn today that you found most beneficial?

2. How will you apply what you have learned at work?

3. Any other comments are welcome:

b. Ron does not recommend any question that causes your participants to judge the training (eg: “Score from 1-10”, “Rank from 1-5”, “Were you Not Satisfied, Somewhat Satisfied, Very Satisfied”). This type of question turns your students into critics at the last minute, exactly when they should be focusing on a review of key points and taking personal responsibility for specific action steps.

c. Do not hand out evaluation forms until the end of the program. Ron will integrate the distribution and collection of forms into the closing of the presentation. Often, participants will be asked to hand in their evaluation forms at the very end of the program in exchange for a job-aid “Summary Card” including all the key points from Ron’s presentation.
 

14. Pre-Event Publicity :

a. It always helps to generate pres-event interest and enthusiasm for an upcoming program. You are welcome to use the content of Ron’s presentation outlines and his CV, as well as approved photographs of Ron in your pre-event publicity campaign. (Approved digital images are easily available for download at http://www.ronkaufman.com/media/images/index.html ) Any pre-event publicity that will be mailed, e-mailed, printed, published or posted should be sent to Ron for his review prior to distribution. Thank you.

b. You may promote your event before the program to stimulate interest and encourage participation. Free flyers are available to circulate or post. See http://www.ronkaufman.com/formeetingplanners/freeeventflyersandbrochures.html

c. You may wish to subscribe your participants to Ron’s monthly newsletter, or circulate selected articles from his newsletter and website within your company. See http://www.RonKaufman.com for useful tips, stories and articles.
 

15. Post-Event Follow-Up :

a. You can help your participants apply what they have learned by keeping their interest alive through regular ideas, tips, examples and information. These are provided to subscribers of Ron’s monthly newsletter. Provide Ron with a list of e-mail addresses for your participants and they will be subscribed at no charge.

b. A range of culture-building examples and ideas are available for you in Chapter 4 of “UP Your Service!” and in Chapter 7 of “UP Your Service INSIGHTS”
 

16. Refreshing Ron :

a. During coffee and tea-breaks, Ron appreciates a large plate of fresh sliced watermelon and papaya if possible.

b. During lunch, Ron often prefers to eat quietly and alone to “recharge” before the afternoon session. Steamed fish and vegetables are appreciated. Ron avoids foods that are spicy and fried on days when he is presenting. Thank you!
 

17. And finally :

If you have any questions about any items on this list or other concerns, please discuss these with Ron before the program. We will find the right solution to meets your needs and ensures your participants enjoy an incredible, memorable and highly effective presentation.

I am looking forward to hearing from you and meeting with you and your colleagues soon.

Ron Kaufman

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