Presentations can either succeed or fall flat depending on many factors. The subject matter, the makeup of the audience, the presence of the speaker, the structure of the presentation – there are always a multitude of influences impacting the delivery of the presentation, and its reception.
One factor that many presenters may fail to consider adequately is the room itself -- the environment in which the presentation is delivered. The lighting, acoustics, shape, size, arrangement, even the temperature and odor of a room can have an effect on the success of your presentation. It is in your best interest to consider your surroundings.
Given the opportunity, always inspect the presentation room before the audience arrives. Taking the time to check things out will help your presentation look polished and run smoothly.
Where will you be speaking? Put yourself in the place of the audience – literally – and view the stage, podium, or speaking platform from various points in the room. Have a seat. Are there any obstacles? Is the room temperature okay? Are there enough chairs, and are they comfortable? If the room is stuffy or cold, you may be able to arrange for adjustments before the audience arrives. If the chairs are cramped or uncomfortable, make sure your talk doesn’t run long – the audience will be squirming by the end.
Check the acoustics of the room. Will your voice be amplified or are you speaking without a microphone? Is there any ambient noise or disturbance within the room? Does outside noise filter in? What happens when a jet or an ambulance passes by? Preparing for interruptions and disturbances will help you stay on track if they occur during your presentation.
Take note of the location of exits, stairs, restrooms, exterior doors, refreshment tables, and other features. Look for things that might trip you up on your way to the stage or on the stage itself. Are there any steps or trailing cords?
Is the room clean and well-lit? If there are any windows, consider what direction the sun will be entering and whether it will produce glare. If you will be using a slide presentation and want to dim the room, find out where the lighting controls are in advance.
If you have any audio-visual components, you need to familiarize yourself with the equipment and how it is set up. Run a comprehensive test. Does everything work properly? Is your microphone adequate? Check the volume and assess any popping or feedback. Is the visual equipment adjusted and focused? Are things positioned so that both you and the screen can be seen by the entire audience? Do you have a remote? Can the lights be dimmed from your speaking position, and without plunging the room into total darkness? Do the electrical outlets accommodate the plugs being used? Is an extension cord available if needed?
Conference rooms pose different challenges to a speaker than a large hall or auditorium. Examine the room in advance if possible and ensure adequate views. Are there enough chairs? Is the conference table free of clutter? Do you need name tents? If people will be taking notes, make sure there are enough writing utensils available, and enough paper. Is there space for using laptops or tablets?
Presenting in a conference room can involve some strategic positioning as well. If possible, you should stage the presentation room to your advantage. This includes strategic seating of key members of the audience and proper arrangement of visual aids. Do not be afraid to assign seats. It may be your audience members’ boardroom, but it is your presentation. Since you are their guest, they should be happy to accommodate you.
The best seats for viewing a conference room presentation are on the opposite side of the table and at a moderate distance – not too close and not too far away. Take lighting and screen views into account, and try to avoid seating anyone directly in front of you – this position is generally awkward.
The room is just one of the many factors influencing your presentation, but a few minutes of advance testing and preparation can eliminate a host of potential missteps and contribute greatly to your success. Make an effort to be aware of your environment and understand how to use it to your advantage when presenting.
Baker Communications offers leading edge presentation and public speaking training solutions that will help you address the goals and achieve the outcomes addressed in this article. For more information about how your organization can achieve immediate and lasting behavior change that will help your team members or executives quickly connect with their audience, build credibility, and persuade listeners to take action click here.
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