Professional speakers are used to conference venues. In fact, the best ones have probably spoken at so many different conference centres in different locations, they’ve literally been there, done that and got the t-shirt. Which puts them in a perfect position to tell event organisers a thing or two about their pet peeves with the venue set-up. Here’s hoping that they take notice.
1. Move the Audience Closer to the Stage
Why do most event organisers feel the need to position the first row of seats 40 or more feet from the main stage? Why increase the distance between audience and speaker when all it does is make it more difficult to connect?
Let’s have the audience closer, please. It’s not a big ask, is it?
2. Don’t Put Projectors or Laptops in the Middle Aisle
This applies mainly to smaller settings (less than 100 people) where all too often event organisers set up the projector or a laptop in line with the first row of chairs and in the centre of the aisle. This has 2 unfortunate consequences for the speaker:
• He can’t use the centre of the stage since he would be directly in the projector’s light
• He is restricted in his movement since he can’t move up and down the centre aisle to engage the audience freely, having to dance around the table the laptop is sitting on each time.
3. No More Round Table Set-ups
For some reason, too many event organisers love a round table set-up, but these are just not the right choice for conference speakers because half the attendees will have their back towards the stage. This means they either have to pick up their chairs and turn them around to face the speaker, or crane their heads the entire time, leaving them with stiff necks for days after.
Using conference venues as an event speaker can be made so much easier by having everyone sitting so they face the stage.
4. Professional Speaker Introductions
An introduction can be the perfect springboard to set the right tone for a speech. That’s why it’s so important that the event host knows what they’re doing – every introduction should be treated with great care and attention.
Sadly, often speakers are introduced badly – notes are fumbled, words are mumbled, the speaker’s name is mispronounced or the entire intro is just not professional. Is it too much to expect this to have been prepared and practised properly?
5. Don’t Leave Rows of Empty Chairs
If the room is only half full – perhaps because it is clashing with another event, or if it’s the last day of the conference and many delegates have already left – the number of chairs in the room needs to be adjusted.
Not only is it disheartening for the speaker to have to perform in front of a half empty room, it’s also important for attendees to sit close together. Eliminating big gaps in the room ultimately creates a more intimate and engaging conference experience for all concerned.
6. Fill the Room – Too little is Better than Too Much Space
Just like the chairs, the total space in a room has a major impact on the experience of the audience. Attendees feel isolated if they’re dotted around in a massive cavern of a room and are much less likely to enjoy the experience or concentrate on what the speaker is saying.
If the room is too large, experienced planners use curtains or room dividers to give the appearance that the room is filled to capacity.
7. Schedule Regular and Timely Breaks
It is not unusual for conference events to start at 8am and the first break to be scheduled for 10.30am. That’s far too long to sit still and concentrate.
Regular and timely comfort breaks should be taken every 90 minutes maximum. Everyone needs to stretch their legs, have a drink, visit the toilet – anything to reenergise the body and mind, so that they’re ready to return full of attention for the next session.
8. Play Music at Every Opportunity
It sounds obvious, but for event organisers it seems to be overlooked. Music is the one thing that can set the tone for an event or a presentation by a speaker. Not only can music convey energy, drama and excitement, but it can also be used as a signal to remind attendees to return to the room from a break.
Rather than using music sparingly in events, it should be used at every opportunity – every introduction, every break, every close.
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- Event Speakers’ 8 Pet Peeves With Conference Venues - April 4, 2017