Optimal Venue Guidelines
These recommendations are suggested based on our experience in running innovation workshops. However, the specific requirements for each event will be defined in conjunction with your event’s project manager, so please treat these recommendations as broad guidelines.
Physical Space
must Haves
- A lot of empty wall space (painted walls that can hold painters tape; fabric walls that can hold fabric pins) where flip-chart sheets may be posted side by side. This includes permission from the venue to hang things on the wall. This is important: we need to see the information recorded from each step of the workshop. Note: meeting rooms with glass walls are also fine. We use post-it flip charts, and they don't leave a residue on the windows.
- A large main meeting room space with plenty of room to move around. A good rule of thumb: it should be twice the size necessary to seat everyone at small round tables. For instance, you need 1,800-2,200 ft^2 (170-205 m^2) for a workshop of 25-30 participants.
- When looking at a room, pay attention to how much uninterrupted wall space is available for hanging things. For instance, large walls that have paintings (which the venue won't remove), or intrusive light fixtures, are not great.
- If there will be group work with no separate breakout rooms, extra space is especially important so that it doesn't get too loud to work.
- Ideally, you want about 6ft (or 2 meters, depending on how American you are) between a wall and a table so that people have space to work on the walls.
- Fast WiFi - everywhere (this is essential!).
- Round tables that seat 6-8 people in a crescent round format (no long boardroom tables, please!).
- Chairs and tables that can be moved around in the room - they cannot be fixed to the floor.
- Windows for natural light are ideal - but at a minimum, the space should be well lit.
- Break-out rooms or informal meeting spaces for small group conversations that seat 5 to 8 people (depending on specific event needs).
- Drinking water, plenty of it, should be abundantly available during the session. Parched brains are unproductive brains.
- Accessible bathrooms and gender neutral bathrooms available.
- 2-6 sturdy flip-chart stands - we define “sturdy” as “if you threw it at someone it would probably put them in hospital, rather than just make them laugh at you." Just to be crystal clear, we have included two pictures. One shows the type of easel, and the other is the one to avoid.
Really Nice to Haves
- Carpeting on the floor to absorb sound
- Comfortable chairs
- Permission to use hallways and common space for hanging materials on the wall, if necessary
- Coffee and tea available continuously
- Healthy snack offerings as well as indulgent ones
- Meals served in a room separate from the meeting room
- A sit-down dinner is usually okay on the first and even the second evening, but otherwise buffet meals are preferred so that participants can eat quickly and get back to work if they so choose
Technology
MUST HAVES
- Projector/Screen with HDMI input
- Sound system with speakers and 2 handheld wireless microphones
- Batteries for microphones (replace if below 50%)
- Access to power for participants
- Clicker/Slide advancer
Really Nice to Haves
- Sound system with speakers, 4 handheld wireless microphones and 1 lavalier wireless microphone
- Audio input to connect laptop to sound system
- Power strips run to each table with cables taped down to the ground
- Dedicated presentation laptop provided by facility
- Hardwired internet for presentation machine
- Ability to position podium where we want it
*Note: Supplies such as flipcharts, sticky-notes, markers, etc. will be ordered by the KI team specifically for your event.