Randall Blum's seminar 10, Venue Design & Organization

1. Randall Blum Presentations – Seminar #10
“Venue Design & Organization”

2. Announcements
Lecture #11: “Special Events & Unexpected Challenges”
Labs #11: Solo Special Occasion Presentations

3. Review
Audience Management

4. Seminar #10
Facilitation – Venue Design & Organization

5. Which Seating Arrangement Is The Best For
Audience Focus On The Presenter?
17%
17%
17%
17%
17%
17% 1. Theatre
2. Classroom
3. Conference
4. Banquet
5. All Of The Above
6. None Of The Above

6. A “Risk Management Strategy’ Is An Essential
Part Of Good Presentation Preparation
33%
33%
33% 1. True
2. False
3. Depends On the Situation

7. Which Of The Following Is A Bigger Risk
Regarding Room Temperature?
25%
25%
25%
25% 1. Room Too Warm
2. Room Too Cool
3. Both Of The Above
4. Neither Of The Above

8. Which Of The Following Is MOST Important?
20%
20%
20%
20%
20% 1. Content/Style Rehearsal
2. Logistics Rehearsal
3. Audio-Visual Rehearsal
4. Audience Participation Rehearsal
5. All Of The Above Are The Same

9. “Too Many Chairs Is Better
Than Too Few Chairs”
50%
50% 1. True
2. False

10. Which Seating Arrangement Is The Best For
Audience Participation?
17%
17%
17%
17%
17%
17% 1. Theatre
2. Classroom
3. Conference
4. Banquet
5. All Of The Above
6. None Of The Above

11. Which Type Of Microphone Allows
Maximum Presenter Movement?
20%
20%
20%
20%
20% 1. Floor
2. Podium
3. Hand-Held
4. Lavaliere
5. All Of The Above

12. If There Is A Clock In The Venue…
Where Is The Best Placement?
50%
50% 1. Behind The Audience
2. Behind The Presenter

13. Which Of The Following Is True
Regarding A Presentation?
17%
17%
17%
17%
17%
17% 1. Distribute Copies Of Your PowerPoint Early
2. Tell Servers To Leave The Room At The Start
3. Test Microphone In Front Of The Audience
4. Don’t Wear Out Technology During Rehearsal
5. Let A Trusted Partner Run The Remote
6. All Of The Above

14. Which Of The Following Is NOT A Good Idea
Regarding Venue Management?
17%
17%
17%
17%
17%
17% 1. Befriend ‘The Technology Guru’
2. Bring A Copy Of Your PowerPoint Slides
3. Ask Facility Staff What Problems Exist
4. Bring Extra Bulbs, Batteries, Backups
5. Arrive Early And Test Equipment
6. Trust The Facility Management

15. Venue Design & Organization
I. A Logistics Imperative
II. Room Environment
III. Audio-Visuals
IV. Audience Materials
V. Unexpected Problems!

16. I. A Logistic Imperative
Comfortable Early Impression By Audience
Conducive, Supportive Speaker Environment
Risk Management Strategy
Credibility Enhancer

17. Pre-Presentation Questionnaire
Know Your Audience
- Who?
- Why?
Know Your Space
- Who?
- Where?
- What?
Pen
- Writing Pad
- Presenter Resume
- Branding Materials
- Other

18. Critical Rehearsals
Content/Style Rehearsal
Environmental Rehearsal
Audio-Visual Rehearsal
Audience Participation Rehearsal
Pen
- Writing Pad
- Presenter Resume
- Branding Materials
- Other

19. II. Room Environment
General Space
Audience Viewpoint
Stage Placement
Sound System
Distractions

20. General Space
Temperature Setting
Lighting Options
Acoustics
Overall Atmosphere

21. Audience Viewpoint
Site-Lines
Entrances/Exits
Windows
Room Capacity
Seating Options

22. Seating Option #1: Theatre

23. Seating Option #2: Classroom

24. Seating Option #3: Conference Room

25. Seating Option #4: Banquet

26. Stage Placement
Elevation
Foundation
Background & Backdrop
Movement Options & Obstacles
Podium

28. Sound System
Microphone Options
- Floor
- Podium
- Hand-Held
- Lavaliere
Volume Check (Tap, Whack, Blow, Abuse)
Microphone Positioned

30. Distractions
Adjoining Room
Exterior Hallway
Banquet Servers
In-Room Food/Beverages
Wall Clock
Miscellaneous Clutter
Cell Phones

31. III. Audio-Visuals
YOU Are The Best Visual!
Strategic Decisions
Audio-Visual Expert
Guaranteed Backup Equipment

33. Tips & Tragedies
Do….
Arrive Early
Befriend The Tech Guru
Use & Abuse Technology
Bulbs, Batteries, Backup
Presentation Backup
Ask Facility Staff
Own The PP Remote
Don’t…
Rush In At Last Minute
Be Obnoxiously On Own
Assume All Is Well
Have No Supplies Ready
Leave Notes At Home
Ignore Facility Staff
Give Up The PP Remote

35. IV. Audience Materials
Audience Involvement – A Strategic Decision
‘Professional’ Materials
- Pen
- Writing Pad
- Presenter Resume
- Handouts
- Graphs/Charts
- PowerPoint Outline
Timing

36. V. Unexpected Problems
Microphone Unexpectedly ‘On’
Instant Messenger On Computer
“Can You Hear Me In The Back?”
Projector Bulb Blown
Forgot PowerPoint
Room Too Big/Too Small
Podium Doesn’t Fit You
Venue Not Available

37. Summary
Venue Design & Organization
I. A Logistics Imperative
II. Room Environment
III. Audio-Visuals
IV. Audience Materials
V. Unexpected Problems!

38. Final Comments
“Discovering Major Problems 15 Minutes Before You Begin….
Beats Discovering Them 15 Minutes After!”

39. Which Seating Arrangement Is The Best For
Audience Focus On The Presenter?
17%
17%
17%
17%
17%
17% 1. Theatre
2. Classroom
3. Conference
4. Banquet
5. All Of The Above
6. None Of The Above

40. A “Risk Management Strategy’ Is An Essential
Part Of Good Presentation Preparation
33%
33%
33% 1. True
2. False
3. Depends On the Situation

41. Which Of The Following Is A Bigger Risk
Regarding Room Temperature?
25%
25%
25%
25% 1. Room Too Warm
2. Room Too Cool
3. Both Of The Above
4. Neither Of The Above

42. Which Of The Following Is MOST Important?
20%
20%
20%
20%
20% 1. Content/Style Rehearsal
2. Logistics Rehearsal
3. Audio-Visual Rehearsal
4. Audience Participation Rehearsal
5. All Of The Above Are The Same

43. Which Of The Following Is NOT A Good Idea
Regarding Venue Management?
17%
17%
17%
17%
17%
17% 1. Befriend ‘The Technology Guru’
2. Bring A Copy Of Your PowerPoint Slides
3. Ask Facility Staff What Problems Exist
4. Bring Extra Bulbs, Batteries, Backups
5. Arrive Early And Test Equipment
6. Trust The Facility Management

44. “Too Many Chairs Is Better
Than Too Few Chairs”
50%
50% 1. True
2. False

45. Which Seating Arrangement Is The Best For
Audience Participation?
17%
17%
17%
17%
17%
17% 1. Theatre
2. Classroom
3. Conference
4. Banquet
5. All Of The Above
6. None Of The Above

46. Which Types Of Microphone Allows Maximum
Presenter Movement?
20%
20%
20%
20%
20% 1. Floor
2. Podium
3. Hand-Held
4. Lavaliere
5. All Of The Above

47. If There Is A Clock In The Venue…
Where Is The Best Placement?
50%
50% 1. Behind The Audience
2. Behind The Presenter

48. Which Of The Following Is True
Regarding A Presentation?
17%
17%
17%
17%
17%
17% 1. Distribute Copies Of Your PowerPoint Early
2. Tell Servers To Leave The Room At The Start
3. Test Microphone In Front Of The Audience
4. Don’t Wear Out Technology During Rehearsal
5. Let A Trusted Partner Run The Remote
6. All Of The Above

49. Thank you to YouTube for your contribution to this lecture