Top Home
International Gay Rodeo Association
Rodeo Production Guidebook
Hosting IGRA Board Meetings

Minimum Setup Needed

Marked items will be supplyed by Frank Harrell if he is able to attend meeting.

    Supplyed by Hotel
  1. A quiet room of sufficient size to seat the board and visitors
  2. Sufficient tables and chairs to accommodate...
    • Total number of Trustees as in current number of Associations (check with IGRA Secretary for current numbers)
    • Four IGRA Executive Committee positions
    • Table and seating at one end for webcaster and projectors (see photos below for layout)
  3. A minimum of 10 guest chairs around the sides of room (no tables required for guest seating)
  4. Five to eight foot projection screen, or a smooth white wall
  5. One small table or cart to hold projector
  6. One hard wired Internet connection for webcasting with an absolute minimum of 3,000 Kbps (3 megs) sustained upload speed. (wireless is not usually good enough for a reliable webcast)
  7. Open Internet connectivity for the board is greatly desired, but not absolutely neccessary
  8. Ice water and glasses
  9. Note pads and pens for each table position

    Supplyed by local Association or IGRA
  10. Electrical outlets, extension cords and plug strips for computers
  11. A supplied lunch would be greatly appreciated, but not required

Room Considerations

When selecting a room, listen for air handling equipment. Our board meetings are webcast, when possible, and noisy heating and air conditioning equipment can make audio pickup very difficult.

If the room is a partitioned section of a larger room (such as a large hotel ball room) ask if there will be other events in adjacent rooms during our meeting schedule. If the other event expects to have PA or sound equipment, try to arrange for a room further away.

Tables should be setup in a rectangular 'U' shape pattern. (see photo examples below)

Standard 24" to 30" deep tables are preferred, but if not available the 18 inch seminar tables can be substituted, but more space will be needed between each attendee. Webcaster MUST have at least one large table (seminar table is not accepable for this position)

Rectangular Table Pefered     18 inch Seminar table

Electrical connections need to be spaced around the inside of the table pattern to allow each attendee access to a nearby outlet. (I.e., an outlet 20 feet away is not acceptable)

At one end of the table arrangement, an area is required for a projector and webcasting equipment. A minimum of 6 linear feet of table is required, but 8 to 10 feet is preferred. Usually it is best to allow an entire end or side of the table layout for equipment, which allows all attendees to see the projection screen without having to turn around in their seats. The webcaster will need access to the room at least an hour and a half before the scheduled meeting is to begin.

Our meetings are webcast on YouTube for our members and the public. A sustained Internet upload speed of 1,000 Kbps (1 meg) can be used for transmission in a pinch, however the image quality will suffer greatly. This is in addition to the hotel's normal guest's usage. The higher the bandwidth available the better our transmission will be. With an upload of 5,000 Kbps (5 megs) our transmission can be broadcast quality. A wired Internet connection is preferred, but a wireless connection is usable providing it can sustain a reliable 2 meg upload speed.

Use the following distances from screen to position projector table.

Screen size Minimum Distance
from screen
Maximum Distance
from screen
5' 7.5' 9.5'
6' 9' 10.5'
8' 12.5' 15'

Board Meeting setup examples

Proper Setups

First posted May 16, 2015
Last update Feb 12, 2019