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VOICE ACTING & CORPORATE
COACHING EVENTS & WORKSHOPS
EVENT & EQUIPMENT SPECIFICATIONS
858 484-0220
info@voiceacting.com
The following applies to our VoiceActing Academy Road Show workshops and off-site Corporate Business Coaching programs presented by James Alburger and Penny Abshire. 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:
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.
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.
SITE LOCATION:
The type of coaching event we are teaching and the number of people attending will determine the ideal location for our event. Please call us to discuss your ideas.
Workshops:
For our Voice Acting workshops, we prefer a large meeting room, like a hotel banquet room or rehearsal room capable of comfortably seating 25-50 people (See ROOM SIZE below). Because we are self-contained and provide our own recording equipment, we do not need a recording studio. In fact, we prefer a meeting room with 8’ rounds or classroom set-up.
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. Classroom set-up is preferable for most business coaching programs.
EVENT SCHEDULE:
Workshops:
Full day Weekend Workshops are generally scheduled for 9am—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 Masters Class workshops include a full day on Friday with day sessions from 9am-5pm and evening sessions from 7-10pm on the first two days. Depending on the workshop and other variables, we may close the final day of the workshop around 3pm.
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.
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:
Workshops:
We require a minimum of 10 attendees at the recommended tuition to meet our expenses, but prefer a group of 20 or larger for most programs. Our workshop is structured such that we can comfortably handle 50 or more. The workshop area or meeting space should be able to accommodate twice the number of people attending.
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.
RECOMMENDED TUITION:
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 $697 per person. Our 3-Day Masters Class is $1597 for basic tuition . These tuition fees do not include individual travel, room, or meal expenses.
As a sponsor of our workshop, the actual tuition fee you charge is up to you, however, since we post our workshop tuition fees on this web site, we highly recommend that you match our fees as closely as possible. You may also choose to arrange a package rate that includes hotel accommodations, morning coffee, and some other amenities.
BOOKING FEES - COACHING FEES:
We book our sponsored VoiceActing Academy workshops on a contract basis with a minimum fee of 55% of the gate (gross) to a maximum of $5,000 per day each for James and Penny (air travel, ground transportation, meals, and shipping expenses are not included and may be included in our booking agreement or negotiated separately).
Following is an example of our workshop cost/profit breakdown:
- Minimum contracted cost - $8,000 (2-day) - $12,000 (3-day)
Our realized (actual) booking fee is based on the total number of paid attendees less a 30% commission of net revenue paid to you for making the arrangements for the event space, promoting our event, arranging our travel and accommodations, and taking care of all registrations.
- Travel and accommodations - will vary
If we arrange and pay for travel and accommodations, your commission will be 15-20% of the net.
- Equipment shipping - in addition to basic travel for James & Penny. Usually in the neighborhood of $100 - $150 each way.
For example, a 3-Day Masters Class workshop with 10 paid students at a tuition of $1597 would realize a gross of $15,970. The balance remaining after you pay for facilities fees, lunch each day, travel, and accommodations is your realized net. Average facilities fees will vary widely, so let’s assume a facilities fee of $1200/day (including meeting room, coffee service, and lunch for 13); shipping costs at $500; and a total travel/accommodation cost of $2,500 to arrive at your total expenses of $6,600. After payment of event expenses and our fee of 55% of the gross, your realized net would be roughly $586.50. With more registered attendees your realized net will be higher, and don’t forget that you are also attending the event for free. This is just an example and the actual numbers will likely be quite different. We’re more than willing to work with you to make the workshop a win-win for everyone involved.
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.
ROOM SIZE & SET-UP:
The larger the space, the better. We do NOT require a recording studio for our events.
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.
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.
Room Set-Up for All Programs:
With groups of 12 or more, we prefer a room set-up with 8’ rounds or classroom set-up in rows of 4 or 5 per table. Tables are required for all workshop format training as our students will need a writing and work space for many of our 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
- 2 – 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 2’ X 6’ tables if possible. 2 or 3 chairs per table with 2 tables side by side. Table arrangement should be in Chevron layout so each seat faces the center of the teaching area at front of room
- For some events, such as our 3-day Masters Class, 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.
OTHER TABLES & MISC:
- 1 – Video projection screen (pull-down or free standing)
- 1 – 6 or 8-foot by 2-foot table with drape for product displays
- 1 – Check-in Table to be located outside the entrance. This can be removed after check-in.
EQUIPMENT REQUIREMENTS:
We can provide much of the equipment as noted, and if necessary, we can provide everything in two shipped suit cases. To minimize shipping issues and costs, we prefer most of the equipment to be provided by our host or the venue. The following equipment specs are subject to change depending on the type of program we are presenting. If we are shipping equipment we will need a minimum of 4 hours for set-up on the day prior to our workshop.
Workshop Equipment Specs (maximum - NOTE: most workshop events require much less than this):
- 1 – video projector with VGA D-type connector for computer hook-up (we can provide)
- 1 – 8-foot projection screen (facility usually provides or can be rented).
- 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 (we can provide)
- 2 – microphone cables @ 100’ (we can provide)
- 3 – microphone cables @ 50’ (we can provide)
- 1 – analog mixer capable of handling 7 microphones and 2 stereo Line inputs with an additional AUX output. (only for larger programs)
- 1 – power amplifier
- 2 – speakers
- 2 – speaker stands
- Speaker cables from amp to speakers - min. 50’, 100’ preferred.
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.
EQUIPMENT WE BRING WITH US:
- Up to 2 or 3 laptop computers
- USB Mixer and/or USB interface devices
- 1/4” cables for connecting analog mixer outputs to our computers.
- 2 wireless head-worn microphones
- 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 provided the recording is from their seat.
- 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 at 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 VoiceActing Academy Workshop that we produce and present. Specific equipment needs for your event may be somewhat different from what is included here.
PAYMENT TERMS:
- All training programs are booked on a contract basis
- A deposit up to 50% of the booking fee may be required in order to guarantee the booking for corporate training.
- All workshop and training events are payable by business check or money order at completion of the event.
Please feel free to contact us with any questions regarding your event.
James Alburger & Penny Abshire
VoiceActing, LLC
13639 Freeport Rd.
San Diego, CA 92129-3210
Phone: 858 484-0220
E-mail: info@voiceacting.com
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