Equipment will be an important part of the on-site specifics of your workshop. Find out early in the discussions if the meeting site has in-house equipment and what it charges for the equipment. Ask for the name of the outside supplier if the hotel contracts for equipment, and what additional charges there might be.

Evaluate the equipment to be sure it will meet speaker and participant requirements: computer projection units with Windows and Macintosh adapters; video, CD, or DVD player; easel and flip charts, etc. Check projection screen locations and conditions in all meeting rooms. Be sure you know who is responsible for locating the equipment, setting it up, and maintaining it. Ask what hours the audio-visual person will be on site.

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