Create the Perfect Presentation with These Venue Tips

Public speaking isn’t most people’s favorite activity. It can be nerve wracking, especially if you are sharing a project with a potential client or a team of your supervisors. However, what most people tend to overlook is the importance of the venue itself. With the right planning and access to a professional meeting space, you can feel comfortable in your presentation and really wow the audience. Here are some tips on how to create the perfect presentation aesthetic for your next pitch.


A Checklist for the Perfect Presentation Aesthetic 

Select the Appropriate Venue 

Before you begin practicing your speech, it’s a good idea to secure the right event venue. Simply booking a time slot for a conference room in your office isn’t enough for some events, especially if you are trying to impress your audience. 


In an office, there can be plenty of distractions like the sound of phones ringing, people talking in the break room, or paper being shredded. Show them that you take your work and their time seriously by selecting an offsite location that can accommodate all of your presentation guests. This means inspecting the outside as well as the inside to ensure that there’s ample space, outlets for electronic devices, and sufficient presentation systems available. 


Make it Accessible

There’s nothing more frustrating than taking the time to go to an event and finding out that the parking situation is a mess or discovering that it’s nearly impossible to figure out which room the meeting is taking place in. But, there are many ways to make your presentation accessible and therefore more successful. 


Consider the parking situation to ensure that getting to the building will not be a hassle. Next, check out the room you will be presenting in. Is the specific room easy to find or will you need to put up signs so guests don’t get lost? And what about entry access? Plenty of buildings have locked rooms and you won’t want to get stuck outside of your space on the big day because you forgot to get a room key. Finally, you’ll want to ask the venue planner whether or not any other presentations of events will be taking place on the same day so you can facilitate the right atmosphere or reschedule dates if needed. 


Check the Equipment Set-Up 

Fumbling around with the volume, trying to locate documents, or figuring out how to turn on a microphone are not exactly impressive ways to start out a presentation. Moreover, these awkward moments can leave you flustered long after you solve the technical problem, which can influence the quality of your performance for the rest of the presentation. 


A great way to avoid these mistakes and feel confident during your presentation is to play around with the room’s equipment before the day of the event. Practice connecting your computer, playing through any slideshows or videos, and make sure you know how to adjust the volume quickly. 


For larger presentations like speeches at a conference, you might want to book some extra time with the sound and light crew to hammer out any specific requirements you may have. Review the acoustics of the space to ensure that everyone can hear you even in the farthest rows and run through your plan with the light crew so they have an idea of how you will move across the stage. 


Another often overlooked technical aspect of the space is the temperature. This is especially important for presentations that occur during the hot summer months or freezing winters since you want your audience to focus on you, not how hot or cold the room might be. 


Plan for Ample Seating

For smaller meetings between businesses and their clients, you probably have a clear idea of exactly how many people will be attending. With larger events, you should always plan to have more seats available than attendees because nothing says “underprepared” quite like having people standing for an entire speech because there weren’t enough chairs. 


Additionally, you should plan according to the duration and type of event you will be hosting. If the presentation is only for an hour or two, chairs will likely be enough. However, if you are planning on serving food or the presentations are supposed to take more than a few hours, you might want to arrange for tables and chairs to be set up. 


One mistake many presenters make is forgetting to secure seating for themselves! Before the day of the presentation, decide whether you will sit, stand, or do a combination of both. You’ll also want to consider whether or not you will use a podium or lectern and where it will be placed so that it does not obscure other aspects of your presentation. 


How to Decorate for a Professional Event 

Speaking to an audience is much easier when you are in the right setting and the right frame of mind. One simple way to set yourself up for success is by designing a professional aesthetic with the appropriate decorations.


Your decor will vary depending on the type of event you are hosting, but you should always think about the needs of your audience and their expectations of your company. Is your business colorful and lively or more reserved? The aesthetic of corporate events should closely match the brand that the company has already worked hard to establish. 


Proper planning and practice and the keys to success when it comes to giving a stellar presentation. To find the perfect venue for your next company presentation, talk to one of our associates at Flora. We offer a wide range of venues to meet your event needs, no matter how big or small!