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COACHING EVENTS & WORKSHOPS
EVENT & EQUIPMENT SPECIFICATIONS
858 484-0220
info@voiceacting.com
The following applies to workshops and off-site Business Coaching events presented by James Alburger and Penny Abshire and for locally sponsored Art of Voice Acting Workshop events. The specific set-up requirements for your event may differ from what is included here. The equipment specifications below are what we use for Voice Acting events we produce ourselves. Please contact us by phone to discuss any set-up questions or technical issues.
This information is provided to assist you in planning your event so the time we spend with you and your attendees will be as productive as possible. If you have any questions, please call us at 858 484-0220.
EVENT REGISTRATION:
Business Coaching:
It is the responsibility of your company’s event or meeting planner to coordinate attendees and to have a contact person at the event to verify attendance. This individual is often an HR person or a department head with whom we are coordinating our training program.
Workshops:
Our agreement with you specifies compensation and other details pertaining to our booking. If you are charging a fee for participants to attend our event, it is your responsibility to handle all necessary aspects of registration and bookkeeping.
SITE LOCATION:
The type of coaching event we are teaching and the number of people attending will determine the ideal location for our event.
Business coaching:
We will often work on-site in a company conference room or other large space, or at an off-site meeting facility like a hotel banquet room.
Workshops:
For our Voice Acting workshops, we prefer a recording studio large enough to accommodate the class, or a large meeting room, like a hotel banquet room or rehearsal room capable of comfortably seating 25-50 people.
EVENT SCHEDULE:
Business Coaching:
Equipment set-up for business coaching will vary for each client. Please call us to discuss the specific equipment requirements and set-up time for your company event.
Workshops:
Full day Weekend Workshops are generally scheduled for 10am—5pm on both Saturday and Sunday. Doors open 30 minutes prior to workshop start time, and lunch break is usually around 12:30-1:30. We will occasionally also offer a Friday night session that will run from 6pm—9pm. Our extended 3-day Intensive workshop will include a full day on Friday from 10am—5pm.
Set-up Access:
We need a minimum of 4-6 hours for equipment set-up for a full workshop event in a hotel banquet room. This usually means 12noon access to the meeting room on the day before the event.
MINIMUM ATTENDANCE:
Business Coaching:
There is no minimum requirement for business coaching. We'll work with one person or an entire marketing staff. We do request that the training space be large enough to accommodate twice the number of people expected to attend.
Workshops:
We require a minimum of 12 attendees at the recommended tuition to meet our expenses, but prefer a group of 20 or larger. Our workshop is structured such that we can comfortably handle 50 or more.
TUITION AND COACHING FEES:
Business Coaching:
Our coaching fee will depend on the number of people attending and on your specific objectives for our coaching. Air travel, ground transportation, shipping, and a per diem are in addition to our coaching or speaking fees. Please contact us to discuss the specifics of your event.
Workshops:
Our coaching fee is negotiable under certain circumstances. Please call us to discuss your ideas for sponsoring our workshop in your area.
Our recommended minimum tuition for a 2-day Weekend Workshop is $997 per person (not including individual travel, room, or meal expenses). As a sponsor of our workshop, the actual tuition fee you charge is up to you.
We book our sponsored workshops on a contract basis with a minimum fee of $3,500 per day each for James and Penny (air travel, ground transportation, meals, and shipping expenses are not included and are generally negotiated separately). Your minimum contracted cost for us to present a two-day event is approximately $7,000. Our realized (actual) booking fee is based on the total number of paid attendees less a 20% commission to you for making the arrangements for the event space and promoting our event.
ROOM SIZE:
The larger the space, the better.
Business Coaching:
Your company conference room may be adequate for a small group. For groups of 10 or more, we will often work off-site. We ask that the training room be large enough to accommodate roughly twice the number of people who will be attending.
Workshops:
The room size should be a minimum of 20’ X 75’. A space of this size will comfortably accommodate up to 20 students, but may not provide adequate space for small group break-out exercises.
FOOD SERVICE (Workshops only):
- Water should be available throughout the day.
- Morning: Coffee set-up is preferable, but not essential. Light pastries are appreciated if available.
- Lunch: We prefer lunch to be either delivered as box-lunch, or to be served on tables in the room where we are working. We prefer to not release the class for lunch on their own unless there is an on-site restaurant that can accommodate our group at one seating.
- Afternoon: Coffee re-set is optional
WORKING AREAS:
Business Coaching:
We require an area at least 10’ X 15’ for our working area. A larger space is preferred, if available. Seating can be theater style or classroom set-up with narrow tables. We will need some open space for exercises and break-out areas.
Workshops:
There are three working areas for our basic Weekend Workshop:
STAGE AREA (where James & Penny will be working)
- 2 - bar stools with backs or tall chairs
- 1 – tall round table if available (optional)
- 1 – 8-foot banquet table with drape for equipment
- AC power must be easily accessible near the table with a 6-outlet power strip.
STUDENT SEATING
- Classroom seating with narrow tables if possible. 4 chairs per table.
- For some events, such as our 3-day Intensive, we prefer round tables with 4 or 5 chairs per table.
BREAK-OUT AREAS
- We prefer a fairly large amount of open space behind the last row of seating or elsewhere in the room. Students will break into small groups and need space to work. If weather permits, students can work in groups outside, or even in adjacent rooms that might be available.
TABLES
- 1 – 8-foot by 2-foot table with drape for product displays
- 1 – Check-in Table to be located outside the entrance
- 1 – 8-foot by 2-foot table with drape for check-in on first day only
EQUIPMENT REQUIREMENTS:
We can provide some of the equipment as noted, and if necessary, we can provide everything. To minimize shipping issues, we prefer most of the equipment to be provided by our host or the venue.
Business Coaching:
Specific equipment requirements for business coaching events will vary greatly depending on the type of coaching and the number of people attending. We’ll be happy to work with your A/V department or meeting planner to coordinate the proper equipment for your event.
Workshop Equipment Specs:
- 3 – music stands, preferably Manhasset or similar (not collapsible)
- 2 – wireless head-worn microphones (we provide)
- 2 to 5 - handheld wireless microphones (3 are used for guest panel when part of program) (we can provide)
- 2 – microphone stands with booms
- 2 – microphone cables @ 100’
- 3 – microphone cables @ 50’
- 1 – analog mixer capable of handling 7 microphones and 2 stereo Line inputs with an additional AUX output.
- 1 – power amplifier
- 2 – speakers
- 2 – speaker stands
- Speaker cables from amp to speakers - min. 50’, 100’ preferred
EQUIPMENT WE BRING WITH US:
- 2 or 3 laptop computers
- 2 USB digital interface boxes for connecting computers to analog mixer. Alternatively, we may bring our USB mixer
- 1/4” cables for connecting analog mixer outputs to our computers.
- 2 wireless head-worn microphones (if we are recording the event)
- 1 MP3 recorder
- 1 Video camera
- 1 camera tripod
RECORDING OUR EVENTS (BY US & ATTENDEES):
- We record all of our programs for archival purposes and for possible creation of a product.
- Audio recording by attendees for personal use on personal recording devices is permissible.
- Video recording or audio recordings for company use must be approved in advance and will normally incur an additional recording fee.
- We reserve the right to record audio and/or video on any media for use during the coaching event, or for future use in marketing our coaching services.
- When we are recording audio of personalized coaching, attendees may receive a copy of their recorded work by bringing a USB flash drive (minimum 256MB). We do not record on audio cassette or CD. This option may not be available as some events.
- For some events we may offer a recording on CD-Rom of portions or the complete workshop at an additional charge.
The equipment requirements detailed on this page are based on our needs for a typical Art of Voice Acting Workshop that we produce and present. Specific equipment needs for your event may be somewhat different from what is included here.
Please feel free to contact us with any questions regarding your event.
James Alburger & Penny Abshire
VoiceActing, LLC
PO Box 503364
San Diego, CA 92150-3364
Phone: 858 484-0220
Email: info@voiceacting.com
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