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Where are your making your presentation? Seems like a simple question but one that can cause much anxiety if not asked ahead of time. People are asked to present in all sorts of venues in all sorts of situations. It is wise to research the venue as much as possible before you show up. There are several reasons for this.
The first and foremost reason from my point of view is for visualization purposes. I find that visualization is one of the best exercises you can do before your speech. What do you visualize? Try to find out as much about the room as you can or if possible, visit the venue several days ahead of time. Ask how the screen, the podium, and the audience will be set up. Are there any windows? Are there any other forms of distraction? I once presented at the Banff Springs Hotel in Banff Alberta. The one seminar room had windows facing the mountains. It was a beautiful sunny winter day and that view from the room was breath taking. I had the drapes closed before the audience entered the room otherwise my presentation would have been the last thing on their minds. Nature’s beauty is tough to compete with.
Knowing as much about the room and how it will be set up gives you a more accurate picture for your visualizing exercises. See yourself standing up at the front of the room. You are calm and confident. You are smiling and the audience is friendly. See yourself connecting with the audience as you speak. Visualize your movements at different parts of your presentation. See the smiles and look of curiosity and attention from your audience. See yourself working the room and communicating with your audience as you effortlessly flow through the presentation. Hear the applause at the end of the speech, possibly a standing ovation, people rushing to speak to you in more detail to find out more and ask you additional questions. See them thanking you and congratulating you on such a wonderful presentation.
The second reason for researching the venue is to anticipate the potential risks for distractions and plan to mitigate the risks. If you are presenting in a restaurant or at a luncheon, then understand that the staff will be serving and clearing tables. There will be some noise and movement in the audience. You will need to be louder and clearer than normal. Will some of the audience have obstructions such as a post or pillar that may impede their view of the stage? You may have to move around more in your presentation so that you can see them and connect with them. Will there be extension cords, cables and other obstacles that you will have to be conscious of? Will you be able to see the screen of your laptop with ease? Is the heating and ventilation system noisy? What about noise from outside the room or outside the hotel? Are they under construction? There is nothing like the not-so-sweet music of a jack hammer to spoil the mood.
If you can not visit the venue in advance, then show up as early as possible to scope the premises. You can then identify any potential risks. There are a series of checks to go through regarding the logistics and venue. If you are presenting in another country or another time zone, you will need to concern yourself about the time zone shifts, getting proper sleep and eating the right foods to get yourself acclimatized as soon as you can. It is a good idea to set several alarm clocks if you are presenting in the morning. Check to see that your equipment will be electrically compatible with the country’s electrical standards.
I am sure there is a check list out there that would give one a good start as to what to do and not to do. Or maybe we should start one of our own so that we can cover as many bases as possible.
There is a blog by Lee Potts which talks about all that can go wrong before, during and after a presentation. It has many great tips and is often quite humorous. There are situations discussed on that blog that we all have been through at one time or another. I strongly suggest you check it out.“Breaking Murphy’s Law”
Crucial Question #4 - Where are you presenting? Being able to see the room helps in your visualization exercises and it also allows you to identify potential risks and plan around distractions. Sometimes a little familiarization goes a long way. I once had to accept an award on behalf of a company I worked for and present a small acceptance speech. I had worked very diligently on a great speech knowing that there would be a large audience of industry peers. What I did not anticipate was the “Oscar” like production of this gala event. As prepared as I thought I was, the venue, the production, the size of it all overwhelmed me. I did okay with my acceptance speech however I did not say what I had originally planned to. Something I regret. My lesson learned was to research the venue as much as possible from that point on.
Hang in there, it is going to be a journey.
Tags: presentations, Venue
Tags: presentations, Venue
