International Gay Rodeo Association Rodeo Production Guidebook Hosting IGRA Board Meetings
Items in red will be supplied by Frank Harrell.
Supplied by Hotel or Facility
A quiet room of sufficient size to seat the board and visitors
Sufficient tables and chairs setup in a U arrangement to accommodate...
Total number of Trustees as in current number of Associations (check with IGRA Secretary for current numbers)
Four IGRA Executive Committee positions
Table and seating at one end for webcaster and projector (see photos for layout)
A minimum of 10 guest chairs around the sides of room (no tables required for guest seating)
If the room has a built in screen we can use, make sure the webcaster's table is placed between 10 and 18 feet from the screen to allow for projector throw distances
If the room doesn't have a suitable screen, Frank can supply a five foot tripod screen. Please let him know ahead of time if he will need to bring his
One hard wired Internet connection for webcasting with an absolute minimum of 3,000 Kbps (3 megs) sustained upload speed (10 megs or better preferred). (wireless is not usually good enough for a reliable webcast)
Open Internet connectivity for the board is greatly desired, but not absolutely neccessary
Ice water and glasses
Supplied by local Association or IGRA
Electrical outlets, extension cords and plug strips for computers
A supplied lunch would be greatly appreciated, but not required
When selecting a room, listen for air handling equipment. Our board meetings are webcast, when possible, and noisy heating and air conditioning equipment can make audio pickup very difficult.
Tables should be setup in a rectangular 'U' shape pattern with one end open for webcast equipment and operator. (see photo examples below)
The webcaster will need access to the room at least an hour and a half before the scheduled meeting is to begin.
Board Meeting setup examples
August 22, 2008, Alsip, Illinois, Doubletree Hotel
July 31, 2009, Philadelphia, Pennyslvania, Lows Philadelphia Hotel
September 3, 2010, Overland Park, Kansas, DoubleTree
November 11, 2010, Reno, Nevada, Harrah's Reno
First posted May 16, 2015 Last update Sep 15, 2022