Kim Ratz

Getting There - Travel Arrangements

• REIMBURSEMENT - You will be Invoiced to reimburse all travel expenses including airfare, ground transportation, lodging, parking and meals, unless we agree otherwise. Receipts will be furnished to document all expenses claimed. Payment in full is requested within 30 days of completion of services. Exception: Airfares over $500 will be reimbursed prior to services so that payent can be made when my credit card bill arrives.
• AIRFARE - When flights and overnight travel are involved, I prefer to arrange my own travel, unless your policies prohibit this. I always use search engines to look for the best airfares that match schedule needs, and book coach class in advance to secure the best fares for reimbursement. I'll work with arrangements you've setup for local ground transportation, and if I make these arrangements I again strive for affordable rates for you to reimburse.
• HOTEL - I'll appreciate your help with the hotel arrangements, as in many cases a hotel is your meeting venue. In this case, you may be able to secure tax exempt rate if you cover the bill, or even secure complimentary lodging. I'll also be happy to make my own hotel arrangements if necessary; I'll at least ask for any suggestions of a hotel that is convenient to the meeting location and offers affordable rates.
• DRIVING THERE - If I drive to your event, I request reimbursement at the established federal mileage reimbursement rate.

Audio-Visual Euipment Needs

(You may want to forward this to the person who is in charge of the AV arrangements at the meeting venue - feel free to share their name and contact info with me too in case it will help that I speak directly with them about these requested arrangements.)

1. Cordless Lavalier Microphone

• I clip this to my sportcoat so it picks up both vocal and guitar when I'm singing, and also allows me to be hands free and move around while I present. I don't use a lecturn or podium.

  (Note: If a cordless lavalier is not available, I need two (2) microphones and two (2) boom mic stands, one for vocal and the other for the guitar.)

• I also need an audio connection from my computer to the house sound system - using a mini jack connection to the headphone port on my laptop for several audio files within the Powerpoint presentation. If a direct audio connection is not available, then I need a microphone to place near a small speaker I plug into my computer so that the accompanyment can be heard by the audience. (Similar to playing a CD to accompany someone singing.)
• It's important to let your contact person at the meeting venue know that I will be singing and playing guitar, in case their sound system has any "issues" and we need to make other arrangements.
• I try to do a "sound check" before people enter the room to ensure balance and volume levels and find the "feedback zones" to avoid during the program.
• If the program is in a small room for up to 50-75 people, I can get by without a microphone if necessary.

2. LCD Projector with audio connection, & Large Screen

• I use a powerpoint program to visually reinforce the main points for everyone, especially visual learners.
• I use my MacBook Pro, and have the adapter cord (dongle) to connect to the LCD. This is another reason I arrive early - to ensure my Mac and the LCD are compatible.
• Emergency Backup Computer Contingency. While the vast majority of LCDs provided for my use have worked just fine, there's always the chance of incompatability. That's why I also request that another laptop with Powerpoint is available in case mine doesn't work - I transfer the Powerpoint presentation to the loaned PC via a flash drive. As a professional, I try to come prepared for several remote, yet possible contingencies.

3. Wireless Connection

• I hope to be able to show a couple of YouTube videos, so count on there being an accessible wireless connection for a guest computer. In the case of schools - we may need to see if there are any filters that prohibit connection to YouTube. (Note: In a few recent case, I've switched computers at that point in the presentation to a staff computer that has clearance to the internet and used that for the internet video, then we switch back to my laptop to resume the Powerpoint.)

4. Handout

• I will email you, prior to the event, a PDF version of a handout that corresponds to the Powerpoint presentation, so you can make copies for everyone to take away the main points.

5. Room Setup

• The main thing I request is a table up front for the LCD and computer, with easy access so I can run the program. (Note: not an AV cart - too high and not enough surface area.) This is also where I'd like to display books and CDs for sale. (see next item)
• I'll ask you what kinds of seating options are available, so that we can make requests if possible, and if seating is fixed or predetermined we'll at least know in advance what to expect.

6. Permission to sell CDs

• The CDs include songs I use in the program to reinforce key parts of the message afterwards, as well as for listening pleasure. I also sell books I wrote to help fathers connect more with their children, if this is appropriate to the audience or event. The cost for a CD or book is $10 each. In some cases I am willing to discuss donating a portion of sales back to the organization. For more info - click here:Info on CDs and books

My requests are pretty basic and routine. As a professional who's been doing this for many years, I've learned to keep it simple. I know my many satisfied customers appreciate that - you have so many other important details on your mind too ...

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