1. PREPARATION - 2. THE LAYOUT OF THE ROOM - 3. THE SIZE OF THE AUDIENCE - 4. TEAM PRESENTATIONS - 5.CHECK LISTS Checklist for Presentation Organisers - Presenters’ Equipment Checklist
Murphy's Law might almost have been written about presentations. There are so many things that can go wrong in business presentations that it is essential to minimise the risk - but also accept that you can never eliminate the risk totally.
|4 Theatres in London's Shaftsbury Avenue|
In foreground The Lyric Theatre opened 1888,
Apollo opened 1901,
Gilegud ( Formerly the Globe 1906
and back of photo The Queens Theatre
When everything has been fully prepared, rehearse every aspect of the presentation.
For many people, this will not be possible.
You will be required to give presentations at your client's premises or at a hotel or conference centre.
In this situation the best possible advice is to visit the venue in advance, in order to ensure as far as possible that you will be able to control the environment.
Does the room look comfortable? Does it make them feel at ease and does it look as though it has been well planned for an interesting presentation?
Whatever their initial impression, this is likely to colour their attitude to your presentation.
|London's West End Shaftsbury Avenue|
in the heart of Theatreland
It is also useful to put names on both the front and back of the cards so that you can still read the names if you move away from the front of the room.
As the size of the audience increases, e.g. above 30, it becomes more difficult to address individuals by name. In a gathering of such a size, if members of the audience ask questions, it is advisable to ask them to identify themselves by name. If the meeting has been arranged by a company, they will probably have arranged for the audience to wear their names on lapel badges.
Avoid glancing at your wrist-watch as this might indicate you are anxious for the presentation to end!
It is important that you clarify with the hotel manager or the conference organiser exactly how messages are to be dealt with. Hotels who do not specialise in conference work may need guidance from you on this.
As well as its theatrical connections today,
Drury Lane was the location of the first J Sainsbury store.
The store at no 173 was opened in 1869
Clearly you require the maximum co-operation from the conference manager or whoever is responsible for your venue. For this reason you must give them the fullest details in advance of your requirements; make sure that they are understood and that they can be met.
Keep a note of the name of the manager and how to contact him, together with similar details for his deputy and one other person who would assist you if both the manager and his deputy are unavailable.
The closer you get to your audience, the more chance you have of establishing a rapport with them.
With such a small group, the advantage is that you are able to convince the individuals of the message you are presenting. Their doubts and questions can be resolved and their views can be considered. This is a much more intimate type of presentation and it is essential to involve the audience by asking questions and inviting their comments.
With larger audiences individual communication and eye contact is almost impossible. Remember, however, that if you look at a group of people it will appear to the individuals in the audience that you are in fact looking at them.
You may, however, have a microphone provided. It is essential to practise with the microphone in advance and get used to the particular model you are using. The recommended position is at chin height about six inches away from you. This positioning will enable you to speak easily in a conversational style.
Avoid touching the microphone as this will distort the sound. Remember that with a stationary microphone you are not free to move around as it may fail to pick up your voice and the volume will vary.
|Shakespeare's Globe Theatre on London's Bankside|
"All the world's a stage..."
If your laptop takes an age to fire up and loading of software conferencing link, skype webex etc fire it up ahead.
It is this kind of thing that can destroy a presentation, leaving you looking foolish, so it is essential to be well equipped to cover any eventuality.
1. Accommodation 2.Office facilities 3. Printing AND Stationery 4. Food AND Drink 5. Equipment 6. Entertainment 7. Miscellaneous ( Scroll down to the numbered section you need)
Conference room layout Programme
Security badges / do they need to be photographed for badges This can be time consuming ( Will you have to sign in delegates at reception? At a recent course for a bank I had to do so which meant leaving the presentation room and going to reception desk to vet delegates - this both disrupts the presentation as well as loses valuable time)
Any additions to the checklist please put them in the comments box below and I will add them. Thanks