SayPro INSPECTING AND PREPARING THE VENUE

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INSPECTING AND PREPARING THE VENUE

Always try to inspect the training room, preferably the day before you do your training. If that is not possible, allow yourself sufficient time before the training to re-arrange the furniture and equipment if you need to. After this inspection you will know whether you will need someone’s assistance, for example to switch the lights on or off, or to turn them down, help you arrange the tables, put out water and glasses, sweets, distribute learning material, etc. Arriving early gives you opportunity to get focused, look over your notes and programme, run a few last minute checks before the learners arrive. Things you need to look at in the venue are:

• Size – Ensure the room is large enough for your audience. Windows should be screened to prevent passers-by looking in or learners finding the outside world more interesting than the training session.
• Furniture – Check that there are enough suitable chairs. Establish whether the tables and chairs are fixtures or if you can re-arrange them in such a way that you can see the audience clearly and maximise participation. Remember all the participants must be able to see the trainer(s).
• Temperature – Make sure the temperature is acceptable to all the learners (assuming an air conditioner is available). Often you need to find out where the air conditioner controls are located.
• Acoustics and noise – The room should not be near to a road, lift or canteen as the noise could distract. Try to avoid noisy rooms and noisy groups. Get rid of noisy air conditioners and heaters. Make sure acoustics are good. All learners should be able to hear what you are saying. Establish whether it will be necessary to use a microphone and loudspeaker. If so, make sure about the type – hand held microphone, lapel microphone or a fixed microphone. Make sure that the loudspeakers are placed in appropriate positions.
• Equipment and plugs – Check that any provided equipment works. Check that any equipment you will bring to the venue will work with the equipment already there. Check that there are sufficient plug sockets for equipment, including for learners with laptop computers (you may need to bring extension cords and multi-plugs).
• Lighting – Make sure there is enough lighting for all learners to see well (remember that older adults need more light than young people). Lighting must be kept in mind when you choose your visual aids. You must establish whether the room can be dimmed should you want to use an overhead projector, video or data projector. You should also keep in mind that sufficient light is necessary for delegates to be able to read and take notes. Avoid glare at all costs as it causes tiredness and headaches. You should avoid switching all lights off when you use visual aids because the trainer becomes “a voice in the dark” and cannot see the reactions of the learners.
• Catering and timing – Are breaks for tea and lunch fixed or adjustable?. Does your training group’s timetable have to fit in with that of other groups using nearby venues? Food

Keep meals light. Finger (snack type) lunches are usually best. Forbid alcohol at lunchtime. If you training takes place at a hotel, ask for special snack-type lunches instead of a full buffet.