Which Layout is Right for You?

Some Tips for Room Layout

Know Your Space

If at all possible, preview the room before you put the finishing touches on your presentation. Check with the person in charge of room arrangements to see what you can and cannot do. In some situations, you will not be able to move chairs and tables to suit you and your presentation style. If that is the case, accept what you can't change and take a look at how you may need to alter your presentation to better accommodate the room layout and most importantly the participants.

Be prepared to make changes when you get there. You may have asked for a herringbone classroom style room and ended up with a standard classroom style room. Unless you have been told that you cannot move the furniture in the room, ask for assistance in rearranging the furniture. If no one can help, move the furniture yourself.

Do You See What I See?

Check out the room for electrical outlets and tables on which to place your materials and any audio-visual equipment you will be using. Make sure that the room can accommodate the audio-visual equipment you have and that everyone will be able to see your presentation. Get there early and set up your equipment, then move around the room and sit in various locations. If you can't see the PowerPoint slides from the entire room make necessary adjustments and check again. Also, check all those wires. Make sure they are out of the way or at the very least clearly visible so no one takes a nasty spill or pulls your equipment off the table.

Can You Hear Me Now?

Check to determine that all participants can hear no matter where they are seated in the room. If you are in a ballroom, you will need a sound system. Otherwise only those in the front of the room will hear you. If the sound system is in place, do a quick sound check for volume. You may need to make some adjustments when everyone is seated, but that is much better than picking up a screeching microphone and blowing out everyone's eardrums with your first words of welcome.

If your room is smaller and doesn't have a sound system, have someone act as your sound monitor. They can tell you if you need to speak up so that the people in the back can hear you. Also, keep in mind that when you turn your body away from people, your voice level will drop. Make sure the room is set up in such a way that you don't have your back to the majority of the participants. They will only hear a fraction of what you say and your entire message will be lost.

Don't Sweat the Small Stuff

There will be times that the room layout is just not right and there is nothing you can do about it except go with the flow. Sometimes you will just have to make do with what you have been given. In that case, acknowledge the challenges in the room and move on to the task at hand - your presentation. You can't turn a small, crowded room into a ballroom - so make the best of the situation and focus on the participants and their needs.

For more information on room layout and choosing a room that is right for you, check out the following websites:

Tips for Choosing a Training Room
http://www.amanet.org/training_zone/archive/tipzone_01.htm

Working with Room Layout
http://www.presentersonline.com/basics/delivery/roomlayout.shtml

Public Speaking: Room Setup Makes a Big Difference
http://www.public-speaking.org/public-speaking-roomsetup-article.htm

Designing and using handouts is next on our list of helpful presentation tools. Handouts are an important part of any presentation or training workshop. Participants appreciate having materials that they can look at during the presentation as well as materials that they can use later.

Handouts

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last updated 11-06-03