What we need for a successful event.
The following information and photos below explain and display our typical presentation set-up as well as our hands-on labs in the afternoons. Please review each photo and explaination as having the proper materials and set-up is paramount to the success of the course.
Course Presentation
Twin Oaks Anesthesia's presentation style emphasizes a media-rich learning environment. With two screens and two projectors (HDMI), we are able to focus on the curriculum while also showing a live example of probe placement and techniques simultaneously. Additionally, we are able to display a live ultrasound feed along with a live HDMI video feed of the probe placement to further display proper techniques and ultrasound imagery to all attendees.
Needs
2 large presentation screens.
2 small tables for the projectors (HDMI), computer, and ultrasound machine.
Extension cord(s) to one or both of the small tables.
1 roll away bed or stretcher during the presentation (10:00 am to 12:00 noon) each day for live-scanning purposes in conjunction with the presentation.
Wireless microphone with sound system (lapel mic preferred).
Twin Oaks Anesthesia will provide the rest of the necessary equipment.
Live Hands-on Labs
Each day we give attendees the opportunity to practice what they have learned using state-of-the-art ultrasound equipment from our friends at Terason Ultrasound. We like to secure a second room for our break-out needs with a minimum of 1200-1500 sq ft a minimum to make this hands-on portion successful. Attendees have the opportunity to rotate through each station and practice scanning techniques covered during the presentation both days.
Needs
Roll away beds or stretchers for each hands-on station as noted in the photo above (5 to 6 stations).
Blankets for each hands-on station to ensure the comfort and dignity of each student model participating during the course.
Pillows for each hands-on station.
Hand towels for each hands-on station (typically 5+ for each station).
2-3 chairs for each hands-on station for the person scanning and the instructor.
1 small table for the ultrasound machine to be displayed during the hands-on scanning.
Reasonable F&B Options
One thing that we have noted on past event evaluations is negative comments about food. We all know that opinions vary and people have their own preferences for food. Having a nice continental breakfast available in the room as well as coffee and water throughout the day is very important. However, we like to give attendees the option to go "on their own" for lunch at nearby restaurants or in the hotel's restaurant. This way, everyone has options.
Needs
Continental breakfast: fruit, fresh pastries, yogurt, granola and the alike.
Coffee, tea, water.
Coffee & tea based on consumption.
Pitchers of water available all day.
Lunch options within walking distance, or reasonable lunch options catered by the hotel.
Continental breakfast left out and available as long as is permitted for attendees to "munch" during the presentations and breaks (usually 1 per hour leading up to lunch).
Close communication with hotel staff via texting, phone, or hotel app.
Needle Placement Labs
As part of our courses, Twin Oaks Anesthesia also emphasizes needle placement especially during our nerve block courses. By using Blue Phantom non-biological medium, this allows attendees to practice axis vs plane views and needle placement for both under Twin Oaks Anesthesia instructor supervision and guidance.
Needs
2 classroom-style tables for two of our hands-on stations.
4 chairs for the classroom-style tables (2 at each table) allowing one for the attendee and one for the instructor.
Special Considerations
As Twin Oaks Anesthesia has been organizing courses around the country with various hotels for the past six years, there are some typical concessions that have become standard during the negotiation process. The following simply speeds up the negotiation process as we work together to achieve a successful event.
Needs
Double reward points.
Either AV or F&B concessions.
Reduced parking charges as applicable.
Main event room charges waived if F&B minimum is met.
1 VIP welcome amenity upon arrival.
Complimentary room upgrade for the owners.
Complimentary Internet in guest rooms.
Complimentary Internet in meeting rooms.
Complimentary access to resort floors if applicable.
Guest Rooms
We love working with our hotel venues in planning and successfully executing our annual courses! Based on our target audience it is impossible to determine how many attendees will be local vs coming from out of town. With that we typically set up room blocks for 20 to 30 rooms per night for our courses with our faculty taking up 8 to 10 of the rooms.
Needs
Booking link to post on our website as soon as possible.
Instructors' rooms and taxes will be billed to the master account (list will be provided).
Reasonable room rates for our guests.
1 complimentary room upgrade to a suite with a connecting double-queen room for the owners and family (preferably away from elevators and ice machines).
**Minimum of 2,400 sq ft is needed for the presentation space based on approximately 50+ attendees comfortably sitting two (2) at each 6 foot table allowing plenty of space for note taking and personal belongings.**
**Minimum of 1,700 sq ft is needed to accommodate the hands-on portion of the course. With larger groups, we typically utilize two rooms (presentation room plus an extra room).**