Meeting Venue Requirements

 
Things a venue should have to host a meeting.

 

 
General
  • Is your location accessible to people with impaired mobility?
  • Have you hosted a ChiPy meeting before?
  • Have you attended ChiPy before?
  • Do you have room for 90 to 150 people?
  • Can you sponsor food?
  • Do you allow beer? And if yes, can you sponsor drinks?
  • Is an RSVP list required?
  • What time can we show up to prepare for the meeting?
  • How long can we stay in the room?
  • Are you located near public transportation?
  • Is there convenient parking near your location?
  • Can you provide a table or 2 in back for food and drinks?
  • Can you provide garbage and recycling for food and drinks?
  • Can you provide contact information to the organizers?
 
Presenter 
  • Podium - Something for the presenter to stand behind and put their laptop on.
  • VGA Monitor on a small table near the podium - this will be what is being displayed by the projector.  It is nice if you have it, but not at all a requirement.
  • Power to podium so the laptop doesn't have to run on batteries.
  • 15 pin VGA cable from podium to projector.  (not HDMI)
  • Projector and screen
PA System
  • Amp and speakers - built in or freestanding.  Even if this is not needed for the audience to hear the presentation (which is hard to predict), it is needed to get good audio for the recording.
  • Wireless headset - presenters will typically type, it is hard to hold a mic and type.
  • Hand held mic - The MC needs something, and often it will be handed to people to make a 30 second announcement.
  • Unbalanced audio input from laptop - once in a while the presenter will want to feed the audio from their laptop into the PA system.  Holding the hand held mic next to the laptop speakers is often good enough.