For meeting planners
Stage and AV rider.
Straight from Ben's rider. Room dimensions, sound, lighting, the one thing you have to build, and the paperwork your business office will ask for. Copy any of it into your proposal.
Room and stage.
| Space needed | At least 16 feet wide by 15 feet deep, with ceiling clearance of at least 10 feet. Do not seat the audience closer than 15 feet from the easel. |
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| Staging | Ben sets up center stage. Elevated staging is preferred so everyone can see. If a band shares the stage, place their gear with Ben's setup in mind before he arrives, and cover drum kits and keyboards with cheap plastic tarps. |
| In a gymnasium | Seat everyone along one side of the gym, on the floor if necessary. Do not seat the audience on both sides with Ben in the middle. For very large groups, ask about running multiple shows. |
| Sound | A good quality sound system with a wireless handheld mic, whatever the size of the group. Also run an XLR cable from the house system to the middle of the stage so Ben can plug in a direct box for his own music. |
| Lighting | Regular stage lighting while he speaks, plus directional light on the canvas while he draws. Not a spotlight from the back of the room. Hotel ballrooms almost never have adequate stage lighting, so plan to rent. For smaller venues Ben can bring a small portable light for the canvas only. |
| Power | One heavy duty 50 foot three-pronged extension cord for the projector, plus a second for his music player. In a gym, long enough to reach the middle of the floor in front of the bleachers. |
| Volunteers | One person to help with load in and out. Two more to carry the canvas on and off if it needs to move. |
The one thing you have to build
The frame and the canvas.
You build the frame and stretch the canvas. Ben builds and attaches the legs when he arrives. Build it exactly as described. Different thickness wood, extra brackets or mitered edges make the frame unusable and it has to be rebuilt on the spot.
Frame
Four pine slats, 1x4 inches, not cracked or warped. Two at 8 feet, two at 6 feet.
Legs
Four more 1x4 pine slats, as straight as possible. Have the hardware store cut two 8 foot slats in half.
Canvas
A queen size Threshold 400 thread count ultra soft flat sheet in metallic blue, from Target. Do not wash or iron it.
Drill
An electric drill for Ben to attach the legs. He brings his own screws.
A new frame is needed for every presentation. The legs can be reused.
Also on the list.
| Drop cloths | Two 8x12 or 9x12 cloths with fabric or paper on one side and a poly backing. Plastic tarps do not hold chalk dust and plain fabric slides on gym floors. Multiple presentations may need more. |
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| Water and towels | A couple of bottles of water per presentation, and a couple of hand towels so Ben can clean up after drawing and before speaking. |
| Arrival | Ben arrives 45 to 60 minutes before doors open. Have one person meet him at a set place and time with a mobile phone, and send that name and number ahead. |
| Setup and sound check | 30 to 45 minutes, in private. No simultaneous sound checks and no audience watching. At a multi-presenter event, allow at least a 10 minute private slot. |
| Merchandise table | One eight-foot table, ready before Ben arrives, plus one or two trustworthy people to help run it. Books, posters and original art. |
| Green room | Only needed if Ben has multiple events with downtime in between. Private, close to the stage, two chairs, water and a few snacks. |
| Recording | No part of the performance may be recorded for resale. Archival recording is fine and a copy is appreciated. Photography and social media are welcome. |
Money and paperwork.
| Speaking fee | Add fee bands by program and audience size |
|---|---|
| Expenses | Billed separately: airfare, rental car, gas, hotel, meals and incidentals. An invoice comes to you before the event. Tell Ben's office ahead of time if you require actual receipts. |
| Payment | Non-personal check payable to CMI, Inc., a C-corporation. The EIN is on your contract. Final payment can be mailed ahead or handed over before the performance. Credit card adds a 3% surcharge. |
| Hotel and travel | Ben's office books the hotel unless you arrange it. He prefers a nonsmoking room close to the elevator, and rents a car or uses a ride share. |
| Vendor forms | W-9, certificate of insurance and a signed agreement are available. Send your district's vendor packet and Ben's office fills it out. |
| PD credit | Confirm clock hours documentation |
Red tags are the two items still waiting on Ben's numbers.
Budget
Where schools usually find the money.
Professional development
The most common line. A keynote plus a breakout can carry a half-day in-service.
Teacher appreciation
Appreciation week, staff banquets and end-of-year events, often funded outside the training line.
PTO, PTA and booster funds
Parent organizations frequently sponsor a staff appreciation keynote or a student assembly.
Special education funds
The ADHD and learning-differences sessions map cleanly to special education training goals.