Hosting IGRA Board meetings

Minimum Equipment Needed

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 (as of May 2009 = 28)
   • 4 IGRA executive committee positions
   • Seating at one end for webcaster and projectors (see below for layout)
   • A minimum of 10 guest chairs around the sides of room (no tables required for visitor seating)
3. Electrical outlets and or extension cords and plug strips for 32 lap top computers
4. Projection screen or a empty, preferably white, wall about 10 feet from one end of layout for projections
5. Open Internet connectivity is greatly desired but not absolutely neccessary (see below for exceptions)
6. Ice water and glasses
7. Note pads and pens for each table position
8. A supplied lunch would be greatly appreciated but not required

Room arrangement

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 or square pattern. (see examples below)

The end of the table arrangement where the projectors are set up might be called the foot of the arrangement, the opposite end being the head. Guest chairs should be on sides of the room, not behind the head or foot.

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.

 

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 webcasting equipment and projectors. A minimum of 6 feet 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 one hour before the scheduled meeting is to begin.

If wireless Internet connectivity is not available then the room must be in a location which will allow for individuals to connect via personal Air Cards or cell phones (I.e. not in a basement with no cell phone coverage).

Many times the local association will sponsor a luncheon but other local sponsors can be obtained to offset the cost.

Setup examples