How to Book an AIIA Meeting or Presentation

Client Standard Operating Procedure — Meeting & Presentation Services

Overview

AIIA provides live meetings and presentations for teams, prospects, and private events. To deliver a world-class experience, every meeting must be properly prepared. This SOP outlines the cost structure, lead time, roles, and client responsibilities required before AIIA will accept a booking.

Pricing

Service	Digital (Google Meet / Zoom)	In-Person
Standard Presentation (1 hour) 30 min presentation + 30 min Q&A	$300 flat	$500 flat
Extended Presentation (2 hours) 30 min presentation + 1.5 hr account initial setup with Q&A	$550 flat	$900 flat

Digital = ~40% cheaper. No travel, no venue logistics, faster turnaround.

✓ In-person meetings include a Google Meet link. Attendees who can't be there physically can join digitally at no extra charge.

💸 Combined Leader Booking (Split the Cost)

Two or more team leaders can book a single meeting and split the price. AIIA delivers one presentation — your teams combine and each leader pays their share.

Leaders Sharing	Digital — per leader	In-Person — per leader
2 leaders	$175	$275
3 leaders	$125	$200
4+ leaders	$100 each	$165 each

There is no cap on attendees for combined bookings. The more leaders who combine, the more everyone saves.

Other Services	Rate	Notes
Private 1:1 Strategy Meeting	1 ATC ($100/hr)	Digital only. Counts against active ATC balance.

✓ Recording included in every meeting. Editable copy delivered with post-meeting summary — no extra charge.

Lead Time

• Meetings must be scheduled at least 7 days in advance.
• Shorter notice is not accepted regardless of urgency — prep time is non-negotiable for quality.
• Rescheduling requires at least 48 hours notice. Inside 48 hours = loss of deposit.

AIIA Arrival Policy

• AIIA will arrive (in person or via video link) 1 full hour before the scheduled start.
• This hour is used for: room setup, tech checks, sound/mic verification, slide loading, confirming attendee list, and final agenda review with the host.
• The client must be available during this setup hour. If the client is unreachable, AIIA reserves the right to postpone.

Client Pre-Meeting Checklist

Complete all of the following before AIIA will confirm the booking:

• Confirm date, time, and duration in writing (text or email).
• Pay 50% deposit.
• Provide final attendee count. No cap — invite as many as you want.
• Confirm venue details: physical address OR meeting platform link.
• For virtual meetings: agree to assist with Google Meet, Zoom, or BonChat setup, sound check, and camera test during the pre-arrival hour.
• For in-person meetings: confirm seating, projector/TV, HDMI or adapter compatibility, and Wi-Fi password availability.
• Review and sign off on the AIIA agenda (see next section).
• Identify the meeting host / point-of-contact on the client side.

Meeting Agenda

AIIA will provide a written agenda no later than 72 hours before the meeting. The client must review, request edits, and sign off on the agenda at least 48 hours before the start time. The agenda is then final and must be followed as written.

Standard Presentation (1 hour):

1. AIIA presentation (30 min)
2. Q&A (30 min)

Extended Presentation (2 hours):

1. AIIA presentation (30 min)
2. Account initial setup walkthrough with Q&A (1.5 hours)

Roles During the Meeting

Roles must be agreed upon in writing before the meeting starts. Standard role assignments:

Role	Owner	Responsibility
Presenter	AIIA	Delivers the content per agenda
Host / MC	Client	Welcomes attendees, introduces AIIA, handles housekeeping
Tech Operator	Client (with AIIA assistance)	Manages the meeting platform, mutes / unmutes, shares screens as needed
Q&A Moderator	Client	Calls on attendees, keeps questions on topic
Note-Taker	Client	Captures action items and attendee questions AIIA couldn't answer live

Tech Checklist (Virtual Meetings)

Client must assist during the 1-hour setup window with all of the following:

• Create and share Google Meet / Zoom / BonChat link with AIIA 24 hours in advance.
• Sound check: both AIIA and host audio verified working.
• Camera check: lighting and framing confirmed.
• Screen share test: host practices sharing slides and passing share permission to AIIA.
• Mute / unmute permissions configured correctly.
• Recording consent collected from attendees (if being recorded).

Tech Checklist (In-Person Meetings)

• Projector or TV tested with a laptop.
• HDMI / USB-C adapter confirmed compatible.
• Wi-Fi password provided and internet speed verified at presentation spot.
• Microphone (if needed) batteries checked.
• Seating arranged with clear sightlines to screen.
• Room temperature comfortable (68–72°F ideal).

Conduct & Decorum

• AIIA presents in business-casual or formal attire depending on event type.
• Client agrees to keep the environment free of distractions during presentation (phones silent, no side conversations near AIIA).
• If disruptions persist, AIIA may pause the meeting and require the host to address the issue.

Recording, Intellectual Property & Confidentiality

• AIIA owns all presentation content, slides, and recordings. Client may use a copy for internal review.
• Client may not re-sell, re-brand, or repost AIIA presentation content without written permission.
• Attendee contact information collected during the event is not shared with AIIA unless the attendee individually opts in.

No-Show & Late Policy

• If the client or attendees are not present at the scheduled start, AIIA will wait up to 15 minutes before considering the meeting canceled.
• No-shows forfeit the full deposit.
• If AIIA is late: 10% fee discount per 15 minutes of delay, capped at 50%.

Post-Meeting Deliverables

Within 48 hours of the meeting, AIIA delivers:

• Action items summary (email).
• Recording of the meeting (editable copy).
• Open-questions document for items that required research.
• Recommended next steps per attendee (if requested).

Follow-up Meetings

Clients who want recurring meetings (weekly, monthly) can negotiate a subscription rate. Typical structure: 3 meetings per month at $1,200 flat.