staging guidelines

Keynotes and Workshops

To ensure that your Keynote or Workshop is successful, Victoria provides the following staging guidelines and requirements. If you have specific needs or any questions about the following details, be sure to contact Victoria before the Keynote or Program date.

Staging Guidelines and Requirements:

Arrival: Accomodations should be made to allow for Victoria's arrival on location a minimum of one hour before doors open and/or audience members start arriving to allow time to prepare for the program.

Run Through: The theatre technician and/or emcee/host should be made available at least an hour or preferably a day prior to the program to allow for a 20-minute run-through at the venue to confirm the order of events and cues where applicable.

Presentation Area: The presentation area needs to be a minimum of 8’ by 8’, clear of any podium or other obstructions.

Alternative Venues: If the venue is not an auditorium or theatre with a stage, please set chairs as described in the attached room set-up diagram.

Sound System: An in-house sound system or portable CD player is required. Please confirm it is in working condition and sufficient for the venue. Pre-show and program music will be provided on CD.

Wireless Microphone: A wireless lavaliere microphone or headset is required at least one hour prior to the program in case acoustics are poor.

Table: A three-foot long table should be made available for information materials and products.

Volunteer: It would be greatly appreciated if a volunteer can help supervise the information and products table before and after the presentation. Neither the volunteer nor the sponsoring organization will be held liable for any losses of products or monies during this supervision period.

Programs and Handouts: A theatre program and/or workshop materials will be created and emailed to the authorized contact in advance to allow time for copying. Please ensure there are enough copies for all attendees.

Introduction: Victoria will provide a written introduction about herself, the show and/or workshop for the host to read prior to the start of the event. Please inform Victoria as to the length required and any specifics details you would like included. Add or omit as you see fit.

Cell Phone Caution: It is important to ask the audience to turn cell phones, watches and pagers either off or to vibrate.

Powerpoint: Please confirm well in advance if the lecture booked requires PowerPoint. A suitable projector and screen should be provided and set up at least one hour in advance of the workshop. Please confirm the audience will be able to see the presentation from all areas of the venue.

Pencils and Nametags: For workshops with less than 40 participants, pencils and nametags should be provided.

Flip Chart: A flip chart with markers are needed for all types of workshops and lectures, unless otherwise discussed.