Room Setup & Logistics Guide#

Overview#

This guide provides detailed specifications for physical and technical setup of the Project Threshold Tabletop Exercise in the V7.4 single 8-hour format with up to 11 individual industry representatives + 1-2 facilitators. Proper logistics planning ensures smooth execution, clear communication, and optimal participant engagement.

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Optimal Room Layout (V7.4: 8-Hour Format)#

Space Requirements#

Room size scales with participant count:

Room must accommodate:

• Up to 11 industry positions (round-table or seminar seating)
• Facilitator station with clear sightlines to all positions
• Dedicated breakout consultation area
• Observer seating zone (optional)
• Beverage/refreshment station

Floor Plan Diagram (V7.4 Configuration — Full 11 Industries)#

                           NORTH
                            |
        +====================================================+
        |                                                      |
        |         O  O  O  O  O                                |
        |     OBSERVER SEATING (Back Wall, Optional)           |
        |                                                      |
        |     +----------------------------------------+      |
        |     |    LARGE PROJECTION SCREEN              |      |
        |     |      (Main Display)                     |      |
        |     +----------------------------------------+      |
        |                                                      |
        |  [RETAIL]  [CPG]  [HC-PROV]  [HC-PAYER]            |
        |     *        *       *           *                   |
        |                                                      |
        |  [FINANCE]  [CONSULT]  [LAW]  [MANUF]  [LOGISTICS]  |
        |     *          *        *       *          *         |
        |                                                      |
        |              [BIG TECH]    [SAAS]                    |
        |                  *           *                        |
        |                                                      |
        |   +------------------------------------------+      |
        |   |  BREAKOUT AREA                           |      |
        |   |  (Private Facilitator Consultation)       |      |
        |   +------------------------------------------+      |
        |                                                      |
        |   +------------------------------------------+      |
        |   |  FACILITATOR STATION                     |      |
        |   |  (Podium, Laptop, Timer Display)         |      |
        |   |  HELPER STATION (Notes, Materials)       |      |
        |   +------------------------------------------+      |
        |                                                      |
        |         [Entrance/Exit]                              |
        |    [Refreshment Station (Side Wall)]                 |
        +====================================================+
                            SOUTH

Legend:
  *        = Individual industry representative seat
  [INDUSTRY] = Industry designations (up to 11)
  O        = Individual observer seat (optional)
  +--+     = Functional zones

Note: For fewer than 11 industries, remove unneeded positions and adjust spacing. With 5 industries, use a single semicircle or small round table.

Detailed Position Specifications#

Industry Positions (up to 11 positions)

• Configuration: Round-table seating (all industry reps at one large table or two adjacent tables) OR seminar-style seating (individual chairs arranged in arc or horseshoe facing projection screen)
• Seating: 1 individual industry representative per position; ergonomic chair; room to write/work
• Spacing: Minimum 3-4 ft between positions for individual workspace (round-table) or 2-3 ft apart in seminar arrangement
• Equipment at each position:
  • Work surface (writing desk/table edge, minimum 18" x 24")
  • Water glass, pens (2-3), notepad
  • Industry folder with industry card, decision worksheets, scenario overview
  • Scoring reference sheet
  • Optional: desk lamp for individual lighting

Facilitator Station

• Position: Front-center, slightly elevated if possible (on low platform or standing podium)
• Setup:
  • Podium or high table (36"-42" height)
  • Laptop positioned for speaker notes visibility
  • Physical timer display (large digital clock, 24"+ visible from all positions)
  • Bell or chime for transitions
  • Printed master copies of all materials, injections, and scoring rubrics
  • Master scoring tracker/whiteboard for posting industry scores

Helper Station (adjacent to Facilitator)

• Backup device (tablet with presentation loaded)
• Extra printed materials and worksheets (20% backup copies)
• Private information cards from Private Cards (organized by round and industry)
• Tech support equipment (WiFi extender, audio adapter, backup power)

Projection Screen / Display

• Size: Minimum 120" diagonal (or dual 80" monitors side-by-side)
• Position: Centered at front, elevated so bottom edge is at least 4 ft high
• Brightness: Calibrated for daylight-capable projection (300+ lumens minimum)
• Content displayed:
  • Round situation updates (one slide per round)
  • Inject cards (text and graphics)
  • Industry decision dashboards (if using live scoring)
  • Countdown timer synchronized with facilitator's master timer

Breakout Consultation Area

• Purpose: Private participant consultations, facilitator-participant discussions
• Setup: Semi-enclosed zone (curtain partition or alcove) with 1 table and 4-6 chairs
• Furnishings: Table, ergonomic chairs, small whiteboard for notes
• Acoustic: Minimal sound bleed into main exercise area

Observer Seating (Optional)

• Position: Rear of room, 3-4 ft from back wall
• Configuration: Theater-style seating or chairs with clipboards
• Notes access: Each observer has printed copy of scenario scripts and inject cards
• Sightlines: Full view of all industry positions and projection screen
• Limit: Maximum 5 observers (to maintain focus and confidentiality)

Refreshment / Materials Station

• Position: Side wall, near entrance (out of main sightlines)
• Contents:
  • Coffee/tea service
  • Water station
  • Light snacks (pretzels, granola bars, fruit)
  • Extra printed materials
  • Pens and notepads

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Technology Setup Checklist#

Pre-Exercise Preparation (1–2 weeks before)#

Hardware Verification

• Test projector and screen for brightness, focus, color balance
• Verify HDMI and backup display connection cables
• Confirm WiFi network name, password, and bandwidth capacity
• Test facilitator laptop (screen resolution: 1920x1080 minimum) with projector
• Check timer display device (dedicated tablet or physical clock)
• Verify all power outlets and surge protectors are functional
• Test microphone system (recommended for 11+ participants in room)
• Confirm backup audio system exists (portable Bluetooth speaker minimum)

Software Setup

• Install presentation software (PowerPoint, Google Slides, Keynote)
• Create master slide deck with:
  • Title/welcome slide
  • Practice round + Round 1-4 situation updates (one slide per round)
  • Inject slides (formatted for legibility, high contrast)
  • Scoring/results template (sized for up to 11 industries)
  • Debrief prompt slides
• Set timer software (Pomofocus, TimeandDate.com, or dedicated timer app)
• Prepare backup PDF of all slides on USB drive

Network & Connectivity

• Confirm WiFi password with IT team
• Test bandwidth: connect 3+ devices simultaneously and confirm stability
• Backup plan: hardwired Ethernet for facilitator laptop (if WiFi unstable)

Materials Preparation

• Print all industry cards (one per industry in play, plus 2 spares)
• Print decision worksheets (5 per industry: practice + Rounds 1-4)
• Print scenario overview (one per industry in play)
• Print scoring sheets (one per industry, plus 1 master for facilitator)
• Print all inject cards (one per industry in play, plus facilitator set)
• Print private information cards from Private Cards (Rounds 1-3 only, organized by industry/round)
• Print AI Adoption Arc summaries from AI Adoption Arcs (one per industry in play)
• Print observer scripts (if observers present)
• Bind materials in folders by industry designation
• Create backup set of all printed materials in sealed container

Day-of Setup (1:30 before exercise start)#

60–90 Minutes Before

• Arrive early; lay out all materials in room
• Arrange industry positions per floor plan (adjust for actual participant count)
• Place industry folders/materials face-down at each position
• Set up facilitator station: podium, laptop, timer display
• Connect laptop to projector; test display of all slides
• Load presentation software and test all transitions/timers
• Verify projection screen is centered, focused, and bright enough
• Set up optional observer seating along back wall
• Verify microphone system (if applicable) with sound check
• Confirm all WiFi connections are live

30–45 Minutes Before

• Final walkthrough: check all positions have pens, water, notepads
• Test timer display with countdown (ensure visibility from all positions)
• Project test slide to confirm text is readable from farthest position
• Test microphone by speaking into it
• Verify backup printed materials are accessible
• Brief helper on start time and material distribution sequence

15–30 Minutes Before

• Welcome participants as they arrive
• Direct participants to assigned industry positions
• Confirm each position has all baseline materials
• Verify facilitator WiFi connection
• Perform final projector/screen alignment check
• Set timer to "00:00" display

At Start Time

• Display welcome slide on projection screen
• Facilitator stands at podium; gets all participants' attention
• Brief explanation of exercise flow, roles, and timing
• Confirm all positions have industry cards (do not open until instructed)
• Set timer and begin countdown for practice round

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Participant Materials Checklist#

Materials Per Position (Place in labeled folder)#

Baseline Materials (At Arrival)

• Industry Card: Industry designation, participant name, industry background, initial position
• Scenario Overview: One-page summary of Project Threshold starting scenario
• Decision Worksheets: 5 blank worksheets (practice + Rounds 1-4)
• Banded Framework Reference Card: Quick-reference for 6 decision bands (Spend, Timeline, Complexity, Dependency, Scale, Success Metric) + examples
• Scoring Reference Sheet: Quick-reference for banded scoring rubric ({-2, 0, +2} + red-flag triggers)
• AI Adoption Arc Summary: Industry-specific round-by-round adoption context (from AI Adoption Arcs)
• Base Case Fallback Bank: Reference showing what automatic fallback looks like if industry not submitted (see Base Case Fallback Bank)
• Notepads & Pens: 3-4 pens, 2-3 legal pads per position

Materials Distributed During Exercise#

Private Information Cards (Rounds 1-3 only)

• Delivered by helper to specific industry participants during inject processing time
• Sourced from Private Cards folder
• Contains confidential data or intelligence
• Timing coordinated with exercise schedule
• Example: "Round 2, at 10:35 AM: Reveal market data card to Finance participant"

Inject Cards (Situation Updates)

• Displayed on projection screen + printed for each industry participant
• Timing: Read aloud by facilitator
• Format: Large text (24+ pt font), clear title, high contrast

Master Scoring Sheets

• Held by facilitator only
• Updated in real-time as decisions come in
• Displayed to full group periodically (every 1-2 rounds)
• Final scores tabulated at end and shared in debrief

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Detailed Timing for 8-Hour Full-Day (V7.4 Standard)#

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Resource Allocation (V7.4: 8-Hour Format)#

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Contingency Planning#

Technology Failures#

Projector Outage

• Backup: Large monitor (55"+) or secondary projector on-site
• Mitigation: Contact IT; have backup on standby
• Continuation: Printed inject cards; manual timer; flip chart for scoring

WiFi Disruption

• Backup: Paper worksheets (no digital submission)
• Mitigation: Dedicated hotspot available
• Continuation: Decisions collected manually

Laptop Crash

• Backup: Secondary laptop with presentation pre-loaded
• Mitigation: Test morning-of; cloud backup synced
• Continuation: Switch to backup within 5 minutes

Participant Contingencies#

Late Arrivals

• Participants arriving 10+ minutes late join at next natural break
• Quick industry briefing (5 min) from facilitator
• Direct to assigned industry position

Early Departures

• Confirm departure time during opening remarks
• If during active round, industry receives base case fallback for remaining rounds
• Optionally provide recording for reference

Illness/Emergency

• Evacuation plan posted; meet-up location established
• Exercise resumes 15 min after all-clear
• Backup industry cards available for alternates

No-Show for Assigned Industry

• If a participant doesn't arrive, that industry can be dropped from the exercise or absorbed by the facilitator as a base-case industry
• Facilitator adjusts Market Shock targets and Collective Bonus pool to exclude that industry
• Other participants are not affected

Content & Timing Modifications#

Timing Overruns

• Prioritize debrief time (most valuable learning activity)
• Shorten cross-industry discussion (select specific industry pairs instead of full group)
• Reduce or defer synthesis activity

Scoring Time with 11 Industries

• If scoring 11 decisions in 12 minutes is tight, have helper serve as second scorer
• Alternatively, score in priority order (most interesting/controversial decisions first) and announce remaining scores during discussion
• Pre-prepare scoring templates with industry-specific baselines

Technical Complexity

• Simplify inject cards if comprehension issues arise
• Extend processing time; reduce decision time
• Provide written summary of key inject points

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Pre-Exercise Logistics Checklist (1 Week Before)#

• Confirm final participant count and industry assignments
• Select which industries are in play (if fewer than 11)
• Verify room reservation, access, parking
• Test all technology (projector, WiFi, timer, audio)
• Confirm catering order (beverages, snacks, lunch)
• Print all materials (industry cards, worksheets, injects, private cards from Private Cards, AI Adoption Arcs from AI Adoption Arcs)
• Prepare facilitator scripts and inject deployment schedule
• Brief facilitator and helper on process and timing
• Create backup materials and store in secure location
• Send reminder email: start time, location, parking info
• Prepare post-exercise feedback form
• Confirm observer assignments (if used)

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Post-Exercise Logistics#

Immediately After (15–30 min)

• Collect all completed decision worksheets and scoring sheets
• Thank facilitators and helper; debrief on any issues
• Pack all printed materials securely
• Take photos of whiteboard/notes if applicable

Within 24 Hours

• Tally final scores and verify accuracy
• Photograph or scan participant feedback forms
• Compile summary of industry decisions and strategic patterns
• Send thank-you email to all participants

Within 1 Week

• Analyze feedback survey responses
• Prepare post-exercise debrief summary
• Archive all materials (digital and printed) in secure location
• Schedule follow-up session (if applicable)

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Document Version: Project Threshold V7.4 — Room Setup & Logistics Guide Last Updated: March 2026 Format: Single 8-hour format, 11 industries (5–11 participants) + 1-2 facilitators, individual participant model, novice-friendly