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The club should help you with the meeting also so they can possibly attract new members and meet new people as well. Make your cancellation and no-show refund policy perfectly clear. Keep in mind that the sound quality of this type of microphone is affected by the size of the surface it is placed on. You are the stars of the evening and they will help you plan, coordinate, organize, entertain, and program music. You have to ask yourself what could disrupt your event and what would the financial and legal consequences be. The Hotel will usually set enough places and prepare enough food for 5% more than you guarantee.


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If you are working with critical success factors, and expect the final list to be short, limiting the number of ideas is probably better. You are responsible not just for the details but also for the big picture. Say whatever you have to say without a lot of technical jargon whenever you possibly can. You may serve eggplant parmesan in its place or vegetable lasagna.

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Planning for a Video Conference

Not all conferences are performed in the boardroom. That is why I had to include a section to assist those that have to plan a video conference.

There are many things that you have to take into account when planning a video conference if you want it to be a success. A successful video conference takes a great amount of planning and preparation.

This section is so that you will discover the secrets to conducting a terrific video conference.

Planning a video conference

Plan video conferences no longer than 1 to 2 hours. Long sessions mean tired participants and that means it is a boring failure

Prepare the agenda, teaching materials, graphics and visual aids and distribute these early on or at before you even begin.

Plan the seating arrangement and prepare identification plates and/or name tags with suitably large fonts - Arial 24 points or higher

Inform CIT about the video conferencing session at least 2 months in advance so that all is ready to go when you need it

Make early contact with overseas counterparts that you will need to work out the details of the session.

Attend test link-up sessions so that you can familiarize yourself with the video conferencing session and equipment.

Hand any and all materials for transmission to the video conferencing site technician at least two days in advance so that he/she can get familiar with it. For optimum readability, use large and clear fonts. Use a wide margin as the sides will be slightly cut off on screen. Keep to the landscape format, with simple pictures and few words.


Arrange for participants to assemble at the video conferencing venue 10 minutes before the session begins so that you will have time to hand out all materials.

Prepare a list of questions for use during the question & answer period of the presentation.