Training Meetings

Overview -

Training meetings for our clients often involve training on a new product. Our clients product may be compared with their competitors product on the screen. Sometimes two or more screens are used to illustrate the differences in the products. These events may be a one day event or may be for several days and include plant tours, competitions, and lunches or dinners.

Services –

Planning

For many of the training meetings we will create a scale drawing of all elements going into the room, which is often a hotel meeting room. The items going into the room are from at least four sources: 1) The hotel (tables, chairs, stage, etc) 2) The client (products, displays, kiosks, etc) 3) The clients supplier(s) (products, displays, kiosks, etc) 4) Our equipment (projectors, screens, speakers, etc). Often, some of these four sources are not aware of what the others are planning on bringing to the meeting. This can cause a large problem when the room is being set and can cause delays in set-up and other problems. We make every attempt to assure there are no surprises by communicating with each of the four sources, getting a list of what they are planning on bringing to the meeting (with dimensions), and included the items from each of the four on a scale drawing that is given to each of the four. Getting everything on a scale drawing well in advance has very often resulted in selecting a larger meeting room than was originally suggested by the hotel. Hotels usually base their room selection on the seating capacity charts for their banquet/meeting space. These capacity charts rarely allow for stages/displays/projection equipment/etc, and the maximums shown are usually a little crowded with no other items in the room. Hotels normally like to make the most of their space, and would, for example, book a group of 120 into a room with a max capacity of 125. Understandably, hotels want to reserve their rooms with a larger capacity for larger groups. Getting the hotel a drawing as early as possible, showing all the elements going into the room, is the best way to get a room large enough for everyone involved.

Equipment

Computer Graphics –

The most common element found in a training meeting today is the computer graphic projection of PowerPoint. These files are usually generated by our clients and their suppliers. Often these files are sent to us, either by e-mail or to our FTP site, for us to add a background, create charts, re-format, add graphics, or audio/video files. These files are then loaded onto a show computer and backup computer prior to the event. The final version of these files are also e-mailed or sent by FTP back to the client for approval. At this stage, hard copies are often printed by us or our client for distribution to the attendees. Being involved with the PowerPoint files early allows us to become familiar with them in advance of the meeting, and assures that they are all working as they should.

Audio –

An audio system for an event of this type will nearly always include a podium and lavalier microphones for the presenters, as well as desk mics for panel discussions. Wireless handheld microphones are also used for question & answer sessions, role playing, contests, etc.Music and sound effects can also add a lot to a training session as it does to many types of meetings. From walk-in/walk-out music to sound effects for “game shows”, contests and skits can help make the training session interesting and fun. Of course, audio for the various video elements are also included.

Video Playback –

Many training sessions make heavy use of video tapes. These can be played in a variety of formats included VHS, Mini-DV, BetaCam SP, or from computer files..

I-Mag –

The use of I-Mag can be very helpful in a training meeting. The ability to project very small objects, or hard to see procedures on a large screen can save the time that would be spent passing a small object around the the room or having small groups come to the front of the room to see a procedure. We provide the cameras, switchers, lighting and personell to handle any I-mag needs.

Theatrical Sets/Props -

We have our own carpentry shop where various theatrical sets and props can be built. In addition, we work with several prop builders that can supply many different items. The proper theatrical set can really support a meeting theme. For example, we recently completed a training meeting with a “survivor” theme. The tiki huts and torches, plants and various props transformed the meeting room. The theme was carried forward with the attendees being divided into “tribes”, These “tribes” competed in various contests, everything from quiz show type questions to limbo contests.

Lighting -

At a minimum, we usually light the podium and stage area. This helps keep the focus of the room at the front, where the podium/stage/screen(s) are located. The use of special lighting effects work very well when theatrical sets are used. As in the “survivor” example given above, the tiki hut was lit with a jungle effect and torches with “flame effect” lighting were used at either side of the tiki hut entrance as well as in the “fire pit”.

Audio/Video Recording –

We sometimes audio or video record training meetings. This allows the tapes to be sent to those unable to attend the training session. These meetings can be tapes on a variety of formats for editing and distribution including DAT , miniDV, and BetaCam SP. If needed, CD’s (in limited quantities) can be recorded at the meeting so attendees can take them with them when they leave.