Event/meeting tips
We’ve hosted hundreds of events at Groover Labs, which means we’ve connected hundreds of devices to our Crestron AV system in the event venue and to the large-screen 4K HDTVs in our conference rooms and classrooms. We’ve encountered a variety of event scenarios. Below is a list of suggestions you should consider when you reserve space at Groover Labs. We’ll do our very best to help you, but we can’t be responsible for your equipment or the software you use.
Test your equipment. We recommend everyone interested in using our spaces for hybrid meetings come to Groover Labs to test their equipment and setup before their event or meeting.
For large-scale events: We recommend you come in a few days before the event to test your hybrid setup. This gives everyone enough time to uncover technical problems and troubleshoot them.
For conference room meetings that require casting only: We recommend you arrive at least 10 minutes before the meeting begins.
For conference room meetings that require more complicated setups: We recommend coming at least 30 minutes before your meeting starts. The more complicated the hybrid meeting, the more time you’ll need to prepare.
Complicated setups include external cameras, direct HDMI setups, external microphones, streaming platforms other than Zoom, or other special requirements.
Macs are easy; PCs aren’t. Macs are easier to connect than PCs. M1 Macs and PCs usually have enough ports for USB-C and HDMI cables. Check to see what dongles your device will need to connect to HDMI, USB, USB-C ports and bring those with you.
Know your streaming platform. If you’re planning a hybrid video/in-person meeting, know your platform.
Know your username and password. We cannot tell you how many times clients have delayed the start of meetings because they didn’t know their username and password.
This ought to go without saying, but we’re not responsible for knowing your username and password. We wish we didn’t have to write this, but we’ve done so based on past experiences.
Know your settings. Understand how to enable multiple screens, monitors, cameras, and microphones on your device and in your streaming software. We’re pretty good at figuring out how to do this, but we don’t know your device as well as you do.
We’ll help when we can, but if you don’t have a chance to test your equipment before your event or meeting, and you encounter trouble, you’ll use the same tool to troubleshoot that we would use: Google.
Make sure your laptop ports are current. This is rarely a problem with Macs, but it crops up from time to time on PCs. If you’re a PC user, click this link to ensure your ports are up to date.
Test corporate or government-issued laptops. Sometimes, laptops issued by large corporations or government entities have restrictions that may disrupt your ability to run a PowerPoint presentation on a separate screen (like our drop-down screens in the event venue). If you’re not sure, talk to your IT department or test your device independently.
Bring your own dongles. We don’t know your device, so we can’t predict what you’ll need.
Have a backup plan. Whenever we host events, we spend a few minutes talking about worst-case scenarios. If we have a plan to resolve them, it will usually solve the smaller problems, too. We recommend you do the same.
Please be patient. We occasionally encounter a new equipment challenge, and as hard as we try, we sometimes can’t help you figure out the problem. This is where tip #7 comes in handy.
Event Venue General Information
Equipment and services we include as part of our hourly rate:
Use of up to 275 configurable seats
Two Panasonic laser projectors and hi-def screens
Easy plug-and-play HDMI interface
Two mic channels with two handheld microphones and two lapel microphones
Gigabit wifi access
24 six-foot banquet tables (please ask specifically for these, as they are popular and sometimes in use in other parts of the building)
Cancellation Policy:
If you cancel more than one month before your event, you will receive a full refund.
If you cancel within one month of the event, you will receive a credit valid for one year, which is non-transferable but usable within the same organization.
Booking and contractual details:
Short, simple and/or small events can be booked with an email or phone call.
Complex events require a contract, 50% of the rental fee at time of booking, and proof of liability insurance (if applicable). The remainder of the balance will be charged two weeks prior to the event.
Groover Labs requires a contact person who has the authority to sign the rental agreement on behalf of the organization they represent. The contact person is responsible for the conduct of people attending the event as well as the financial responsibility for the payment of fees and compliance with insurance requirements.
The rental agreement spells out additional requirements, so please be sure to read it carefully.
The rental deposit is non-refundable.
We will invoice for all meeting charges.
After hours events are subject to additional fees to cover staffing.
We kindly ask that you keep the following in mind when using Groover Labs:
We have a strict no smoking policy.
No disruptive behavior to other visitors, Groover Labs members, or staff.
We must approve any use of the Groover Labs logo or brand on any promotional materials for your event.
Any additional equipment required to support your event must be pre-approved by Groover Labs staff.
We do not have tables suitable for formal lunch or dinner events. You are welcome to contact rental companies if your event requires them.
Catering is open. We can refer you to caterers who have experience working in our building.
Deliveries for your event must be coordinated through Groover Labs staff.