person. However, please consider that the room should readily accommodate the number of attendees and the furniture needed for them. It should also be a room that is free of interruptions (sometimes difficult if it’s in a location where everyone works) and one that is relatively noise-free. You don’t want frugality to undermine the quality of your event. Room size is critical. If you’re like most people, you’ve already thumbed through this guide and seen the room setup diagrams. There are really only two setups that work. One is classroom style – generally set up in chevrons – and the other is half-rounds (round tables set up so that everyone is facing the facilitator). If you’re using classroom style, we strongly encourage you to use 24”-30” wide tables. This allows attendees room to spread out the many papers you’ll be asking them to take out of their Participant’s Guides and work the case studies that are so integral to Profit Mastery training. Hotels and other conference venues are excellent at knowing how many folks a room can accommodate set up as a classroom. Your facilities manager at your office may be less exact. If you want 25 people to attend your event, make sure the room will hold them as well as the tables and still allow enough room for A/V equipment to be set up and for you to move freely about the room to interact with attendees. The chart on the following page will provide you with a formulaic way of approaching the tricky business of room size.
Room Set Space Calculation Classroom – 18-inch tables Classroom – 30-inch tables Theater Banquet – 60-inch rounds Banquet – 72-inch rounds Reception 14-15 Sq. Ft. per person 17-18 Sq. Ft. per person 9-11 Sq. Ft. per person 12 Sq. Ft. per person 13 Sq. Ft. per person 10-12 Sq. Ft. per person Taken from The Complete Idiot’s Guide to Meeting and Event Planning. Audio-Visual Needs You don’t need a lot of A/V equipment, but you do need to make sure that what you have is in working order and suitable for the room. Here are the basics: A projection screen suitable for the size of the room An LCD projector hooked up to your computer Internet access in order to access Profit Mastery University online A computer/laptop which has the capability to run streaming video Good quality speakers (do not rely on the speakers on the computer)
Sample Timeline – use blanks to fill in your own agenda 12 Weeks Out 11 Weeks Out 10 Weeks Out 9 Weeks Out 8 Weeks Out 7 Weeks Out Kickoff Meeting Create Cover Letter Mail brochures along with cover letter Start making follow-up calls Follow-up calls Follow-up calls Create Brochure Gather prospect/ customer names Contact service clubs to get on the agenda for their meetings or in their newsletters Contact major employers and market the workshop to them Weekly Meeting to report on progress Weekly Meeting to report on progress Secure workshop facility Place Newspaper ads – if desired Confirm details with workshop facility Set up Website registration – if desired Mail confirmation letters Mail confirmation letters 6 Weeks Out 5 Weeks Out 4 Weeks Out 3 Weeks Out 2 Weeks Out 1 Week Out Follow-up calls Follow-up calls Follow-up calls Follow-up calls Follow-up calls Follow-up calls Weekly Meeting to report on progress Weekly Meeting to report on progress Weekly Meeting to report on progress Weekly Meeting to report on progress Weekly Meeting to report on progress Weekly Meeting to report on progress Arrange accommodations for facilitator (sooner if you know hotel rooms may be tight) Mail confirmation letters Mail confirmation letters Confirm details with workshop facility Order workbooks from Profit Mastery Send re-confirmation letters to registered participants Obtain tent cards and name tags for attendees and facilitator Mail confirmation letters Mail confirmation letters Order workbooks from Profit Mastery Confirm details with workshop facility