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#3: Boardroom Logistics


  • Your boardroom will be available for set up approximately 20 minutes before your presentation.
  • Boardroom presentations are 20 minutes (including Q&A).
  • We guarantee a minimum of 7 Hotel Executives in each Group.
  • The Groups to whom you will present are comprised by matching your interests with those of the Hotel Executives .
  • You will not present to the same Group of Hotel Executives twice.


  • Layout varies depending on the hotel and room size (U-shape or Conference Style table).
  • Each boardroom will include:
    • LCD projector (w/wireless remote and speakers)
    • Screen
    • Flip chart with markers
    • Wireless internet
  • Not included in your boardroom – laptops, tables and power cords.
  • If you require additional equipment in your Boardroom, order directly from CommCo Productions, our AV Provider.
  • Click here to print and complete the Audio Visual Form.
  • A demo Boardroom will be set up onsite during supplier orientation/badge & event material pickup.
    • Stop by to meet a member of the CommCo team and test your laptop with the projector that will be used for your presentation(s).

Audio/Visual Support

  • CommCo Productions is our Preferred AV Partner.
    • An AV Technician will be assigned to a Boardroom area, and can provide technical assistance including:
      • Connecting to the LCD projector/wireless remote/speakers
      • Misc. technical support
    • A Group Leader will be assigned to each Boardroom, and can provide assistance with:
      • Timing
      • Insight into Group dynamics

Equipment Notes

  • Laptops are not provided; you must supply your own.
  • Please bring any/all necessary adapters to connect your laptop to a VGA or HDMI connection for the projector.
    • IPads will need an Apple iPad dock connecter to VGA or HDMI adapter.
    • Apple laptops will need their VGA or HDMI adapter/”dongle” to hook up to projector.
      • The availability of this adapter cannot be guaranteed by CommCo.
  • 16:9 widescreen format projection (build all presentations in widescreen format).

Refer to pages 8 – 10 in the Planning Guide for further information on these items.


Please let Stacie Goddard know if we can be of any assistance as you prepare for HotelPoint 2018