When planning

When planning, don't forget
these 6 room setup tips

by Tom Mucciolo

Space, the final frontier. What an appropriate motto for the modern presenter! Why? Because all too often the room itself is a presenter's last consideration.

When creating a space for use by several different presenters, however, there are a number of important parameters to consider. Let's look at the demands of three larger-than-normal spaces -- conference rooms, training rooms and auditoriums -- all of which can be improved by following a basic set of guidelines.

1. Light the presenter.
Good lighting is the key to a good presentation. The audience should see as much of the presenter's face as possible. You only need two "stage" lights to cross-light the presenter effectively. Add a dimmer pack and you can adjust the light level so the presenter can still see the audience while speaking. The goal is to create an unequal distribution of light, with most of the light in the room focused on the presenter, some light distributed over the audience and no light on the screen.

2. Get on stage.
Usually, when a person stands on the same level as the chairs, most people see only the top third of the presenter's body. In a setting of 25 people or more, it is preferable to use a platform or podium to raise the presenter two or more feet off the floor. Platforms make it possible for those in back to see more of the presenter. Besides, it is more difficult to communicate when less of your body is visible.

3. Avoid lecterns.
Whether or not to use a lectern is another issue. Lecterns cover about 75 percent of the body and restrict the movement of presenters, but many people like to use them to hold their notes or to hide behind. The best presenters avoid lecterns, but if you must use one, make sure it is angled 45 degrees to the audience and can be adjusted to the heights of different speakers.

4. Project visuals high and large.
When visuals are used, make sure the image is large enough. Eight times the height of the image is the optimal viewing distance to read 24-point type. Here's a quick test: Stand back 8 feet from your notebook computer and view your presentation. If you can't read some of the text, the type size is probably smaller than 24 point.

Also make sure the bottom of the screen is at least 6 feet off the floor. This allows everyone in the room to see the full visual.

5. Place screen in the center.
The screen should be always be place in the center of the viewing area. And because we read from left to right in the English language, the presenter should stand to the audience's left. In large venues, such as ballrooms, make sure the line of sight to the screen is unobstructed, and that the image is large and bright enough for people all the way in the back to see.

6. Arrange seating carefully.
Where seating is not fixed, flexibility improves. Theatre-style seating is typical for large groups, but if the event is more than a half-day long, provide tables for a classroom-style approach. This will reduce the amount of people the space will hold by about 60 percent, but the comfort of your audience will be greatly enhanced.

Angling the chairs/tables (chevron seating) can also help increase the interaction among audience members. And, for smaller groups, interaction is increased when more people face one another, as they do in U-shaped arrangements.

Forget the room at your peril

Most presenters ignore the importance of the room in which they are presenting. They take what they get when they arrive, and then, when the presentation fails, they wonder why.

As a presenter, it is your job to provide a room layout diagram to a meeting planner, a hotel AV group -- or even a major presentation service -- to get what you want. To see a typical seating diagram, visit MediaNet's Web site (www.medianet-ny.com/layout.htm) and print a copy of our suggested room layout and other setup considerations.

Tom Mucciolo is president of MediaNet Inc., a presentation skills company in New York. He can be reached at 212.682.2250 or tom@medianet-ny.com.

Originally published in the August 1998 issue of Presentations magazine. If you would like a copy of this issue contact the Circulation Department at 800.707.7749 or nswanson@lakewoodpub.com.

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