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The ability to present to small and large groups is becoming a key skill required or more executives across many organisations. While many of us are relaxed enough about presenting to small meetings or seminars, some feel very uncomfortable standing up in front of large gatherings at sales conferences and the like. Those at ease with the idea of standing on their hind legs and talking can be fazed by the sheer technical complexity of giving a presentation.
In multimedia presentations there are a number of items to control, such as a projector or plasma screen, video, DVD, amplifier and PC, so the presentation can be technically daunting. Most reputable suppliers of AV presentation systems can provide a complete service incorporating room control systems where their experts can drive all the functionality of the individual items of equipment as well as combination events. Using these services will at least relieve the speaker of the stress of working the technology and having done that, most people think the job is done. Not the case!
The effectiveness of any presentation depends not just on the slickness of the technology deployed to give it and the content, but what atmosphere and conditions you create for your intended audience. Once you have sorted content and delivery, turn your mind to creating the best environment for the people who are going to have to sit through all this. Put yourself in their shoes and ask what you could do for them to make them comfortable and more receptive to your message.
Create A Comfortable And Receptive Environment
Bear in mind that if you do use lots of gizmos and gadgets, they will generate heat as will a number of bodies gathered in one confined space, especially if the weather is hot. Choosing a venue with air conditioning is usually vital. The arrangement of chairs, the sound system, the lighting and the overall climate of the room can make a big difference to the way your presentation is received.
Climate Control
Uncomfortable people will not listen to you, no matter how fascinating your presentation. When setting the air conditioning level, make the room cooler than you think it should be. The body heat of the audience will bring the room up to a reasonable comfort level quicker than you think.
Get There Early
If you have prior access to the room where your presentation will be held you should always get there as early as possible as, inevitably, the room set-up will never be perfect. Depending on the objective of the presentation (a lecture or something more interactive) then create an atmosphere that is conducive to either attentiveness or interaction.
Lighting Sets The Mood
Lighting is an important factor to consider. Unless you are using slides or video projection throughout the entire exercise, you should have the room lights at maximum intensity so the audience can see your face, your expressions and your body language. Establishing a bond between speaker and audience is best done when you can see each other. Avoid reading your presentation from behind a lectern. If you must because you are reading from a script or are using projectors or video then use a soft light to at least illuminate your face. A correctly placed low intensity light will not affect the clarity of the screen and will at least allows the audience to see you rather than just hearing a disembodied voice droning on from the darkness.
Seating
Seating arrangements are a critical part of any successful presentation and are especially important to enhance interaction but are equally significant in terms of safety and comfort. Avoid chairs next to walls if possible and aisles should get bigger as they get nearer the exits, because they must accommodate more people. Try to arrange seating to minimise any possible distractions. For example, no audience member should have to cross more than six people to get to a seat if possible. The common arrangement of semi-circular rather than theatre- style seating does have the advantage of making audience members sit very close together – useful if you want to encourage interaction. Whatever the seating arrangements, always try to get as close as you can to the first row while giving your talk. Distance between you and the audience is a barrier to interaction. If you find yourself in a venue where the seats are fixed, don’t panic too much! Even if the seats can’t move, you can! You simply need to be more animated and move around more to ensure maximum contact with the participants.
The author, Rory Bruce, works with a company that specialises in audio systems and also supplies room control systems for complete AV presentation set ups.
Freelance writer and veteran of ad agencies, PR companies and trade magazines
