Here's what you can do to make the most of all three.
What makes a site appropriate:
| Location |
- Is the site conveniently accessible to the majority of those
who will be attending the presentation?
|
| Accommodations |
- Will participants be staying onsite (or nearby) for several
days, or returning to their jobs or homes immediately after
the session?
|
| Scale |
- How do the size of the facility and the size of the group
compare?
- A small group at a large facility may receive relatively
low priority compared to larger, more demanding clients.
- A large group may overwhelm a smaller facility's physical
and staff resources.
|
| Security |
- Will confidential material be discussed?
- If so, it may be important to know who's in the next room.
If high level participants are involved, the openness or
seclusion of the site may be an important consideration?
|
| Meeting Space |
- Is the space provided conducive to the style of presentation
envisioned?
- How much latitude do you have in customizing the meeting
room to your specific needs?
|
| Audiovisual Capabilities |
- Is the site wired for large screen projection?
- Live satellite fields?
- Secure connectivity to the organisation's LAN or WAN?
- Can it provide adequate, up-to-date projection equipment
from its own resources, or will it need to be rented from
a provider in the area (or supplied by the presenter)?
|
| Staff Capabilities |
- What kinds of specialists are available onsite and what
kinds of expertise will need to be provided entirely by the
group?
- Will there be an AV technician available to handle set-up
and test the projection system, brief the presenter on the
specific characteristics of the equipment provided, and solve
problems that may occur in the course of the program?
|
Presentation rooms come in all sizes. The ideal is slightly rectangular,
in a ratio of 1 to 1.2 (for example, 30 meters by 36 meters). Invariably,
such rooms are set up lengthwise, with the presenter and visual
screen way down at one end and the audience ranked in many narrow
rows stretching off into the distance. It's very hard to build
rapport with people seated far enough away from you to be in the
next township. You make a room much more involving for your audience,
by having it set widthwise, perhaps with rows placed in a slightly
concave or chevron fashion. Improve rapport with you and the feeling
of intimacy within the group, though it may complicate placement
of the screen for your visuals.
