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Business Presentations

A book on public speaking by Tom Antion

Learn how to use humor and other professional techniques to create alarmingly good Business Presentations.

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Room Setup

You Must Have a Good Sound System
Line of Sight 
Room Setup Checklist 
Room Setup Trick 

Room Setup Makes a Big Difference
If the audience members can't hear you or understanding what your saying, then they will just tune you out. Preparation for having good sound is a very important lesson from my book on public speaking. When you are going to be presenting you must make sure that you have an excellent sound system so you can still be heard while your audience is laughing. Stand-up comics need good sound also, but they are a little different because they will tell a joke, then people laugh (they hope), then they tell another joke, then people laugh. A good public speaker will continue right along making points, showing product features, telling stories, and dropping one-liners and must be heard the entire time.

Also keep in mind that a funny speech must have a better sound system than a serious one. During a serious presentation, words can be missed and the main message will still be understood by the audience. When presenting funny material, it doesn't work the same way. If key words are missed in a joke or story, it will ruin the effect of the humor. No one will laugh and you will look stupid.

The need for a good sound check is another reason to be in the room early. Check the microphone to make sure it works. You need to check to see how far your mouth should be from the microphone. You need to know how loudly you should talk into it.

During your sound check keep the audio level very loud. The audience will absorb the sound once they get into the room.

Make sure the sound can be heard in every area of the room. If someone is giving a presentation before you, try to go to the back of the room to see how they sound. If you have someone at the presentation with you, have them signal from the back of the room if changes are needed in the public address system after you have started. Controlling the environment is an essential function you will gain from reading my book on public speaking.

If the amplifier controls aren't handy after you have started, you can adjust the sound by changing the distance between your mouth and the microphone and/or increasing or decreasing the loudness of your voice. Try not to use the latter method too often so you don't strain your vocal mechanism.

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Line of Sight 
In my book on public speaking you will learn how to be prepared for any possible situation during the setting up of your room. When you learn how to set up your room the right way, you will maximize the effectiveness of your audience. During your career, you will notice that some rooms have crazy setups that make absolutely no sense at all. It's your job to be there early and make sure all the little details are taken care of. One of these details is the visibility of you and your visuals from each chair in the audience.

It never ceases to amaze me how a hotel setup crew would put up a projection screen that 1/3 of the audience can't possibly see. I see this kind of thing all the time. Usually this happens when tables or chairs are placed too far forward in the room. The people on the sides are at much too sharp an angle to see anything on the screen, so they only see your profile.

Another problem you might encounter is when there are big columns in the room. The people that setup usually just put tables up anywhere and forget that the people sitting in the chairs might want to actually see the presentation. When you have columns to deal with you must be very aware of how every seat will see the stage. You won't be able to be seen the entire time by everyone because of the pillars, but you can limit the time you are unseen by marking the worst areas of the stage with an 'X' of tape on the floor. Avoid standing still anywhere near the 'X.' It's OK to pass by or over the 'X,' just don't keep yourself near it for your whole presentation.

It's your job to check every chair in the room to be sure every attendee will have an unobstructed line of sight for your presentation. They must be able to see the screen, the flipchart and to see you no matter where you walk to on the stage.

If possible, try to be in the room early when lots of setup crew are around so that you can make the adjustments before the room is totally set. Taking care of details like this is important to learn from my book on public speaking.
 

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Room Setup Checklist 
Here are some tips from my book on public speaking that will show you the best way to set up your room. There are many items that you will need to check on to enhance your room  and maximize the effectiveness of your message. Here is a checklist to assist you when setting up your room.

• Your first priority should always be safety. Make sure you know where all fire exits and extinguishers are located.

• Make sure you have backup equipment and a backup plan in case of equipment failure.

• Force the audience to front of room with reserved signs or put out less chairs than the expected attendance. Stack additional chairs in back corner of room so they are handy if needed.

• Arrange for a good sound system. Thoroughly check sound system BEFORE program.

• Tape door latches to prevent them from making loud noises.

• Use semi-circular seating if possible.

• Provide hardback writing surface if needed.

• Locate your presentation area as close as you can to front row.

• If seats can't move YOU MOVE!

• Keep room lights at the highest intensity possible during your presentation unless slides and/or video projection are being used.

• If room lights are down, put a soft light on the person presenting.

• Schedule breaks during program.

• Cut aisles behind poles.

• Set aisles bigger as they get nearer exits.

• Seat for least distraction audience members should not have to cross more than six others to get to a seat.

• Without screen, set to long side of the room.

• With screen, set to short side of the room.

• Avoid long narrow rooms. If you get stuck with one, try to switch rooms if possible.

• Avoid placing chairs next to walls.

• Check climate. Locate climate controls or know who to call.

• Make sure water and glasses are available.

• Locate restrooms, phones, snackbars, elevators or stairs, and business center.

• Make sure there are signs posted to direct participants to your room.

Personalize this checklist for every speaking engagement you do.

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Room Setup Trick 
Here's a good article from my book on public speaking to help you set up your room properly. Try asking someone from the setup crew or wait staff if there are any problems with your room that they can point out to you beforehand.

They could show you a light switch that doesn't work right or some other annoying problem that you would have never known about. The setup crew will know the rooms better than you do and their advance warning will give you a chance to figure out a way to handle the problem. Chances are they won't offer their knowledge to you unless you ask. Asking questions before your presentation is key to your public speaking success.

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