######################################################## Simply Speaking...Selling Yourself & Your Ideas E-Zine Volume 5, No 7, July, 2002 Published by Lenny Laskowski Copyright LJL Seminars(tm), 2002 All RIghts Reserved ++++++++++++++++++++++++++++++++++++++++++++++++++++++++ LJL Seminars (tm) 106 School House Road Newington, CT. 06111-4002 United States Of America (860) 666-4855 or Toll Free 1-800-606-4855 Fax: (305) 489-6481 Web page: ############################################################## ******************** JUST RELEASED !!! ********************** Lenny's new book, "10 Days to More Confident Public Speaking" is now available as an Audiobook. You can be one of the first to order. Take the link below: I have also provided an audio sample as well to listen to at the link above. Also, Amazon.com now offers a downloadable audio file of this book as well. ************************************************************** In this issue: 1. Location, Location: How the Setting of Your Speech Affects Your Delivery 2. Simply Speaking Discussion Board 3. How to subscribe / unsubscribe ######################################################## 1. Location, Location: How the Setting of Your Speech Affects Your Delivery - Part I from "10 Days to More Confident Public Speaking" (Chapter 4 - pages 84 - 94) Copyright, 2001 Philip Lief Group Inc & Lenny Laskowski -------------------------------------------------------- In this next two part series issue of Simply Speaking I will be discussing how the setting of your speech affects your delivery. The location where you deliver your speech can enhance or interfere with the effectiveness of your presentation. It is very important to find out what the facilities look like before you speak. It is always best, if possible, to visit in advance the location and room where you will be speaking. If you can't visit beforehand, find out the room layout from the meeting planner, coordinator, or hotel staff. When I make arrangements for my public seminars, I always contact the meeting planner, person in charge of the seminar, or hotel staff and send a sketch of how I want the room laid out. For example, the sketch shows how I want the tables set up (such as classroom style or dinner style) and where I'll be addressing the audience. Here are some points you may want to address with the meeting planner or convention hall or hotel staff. In this issue of Simply Speaking I will be discussing the first seven points. The last seven points will be discussed in my August, 2002 issue. 1. Room location 2. Room size 3. Room layout 4. Chair and table arrangements 5. Door and window locations 6. Lighting 7. Signage: directing participants to the room location 8. Hotel background music 9. Room temperature control 10. Other functions taking place in the hotel or convention center during your seminar (find out what's going on in the room next door) 11. Food arrangements 12. Audiovisual requirements 13. Phone lines 14. Storage and security for seminar equipment Let's take a moment to look more closely at each of these factors for creating a professional speaking environment, 1. Room Location Quite often you won't have much control over the room location unless you're presenting in your own company. If possible, visit the conference rooms available to you and decide which room is appropriate for your presentation. * As I said, prepare a diagram of how you want the room set up and mail or fax a copy of it to the corporation or facility where you will be speaking. * Call the staff member or contact person in charge of the seminar and discuss your needs; see if you can make an on-site visit. * Check parking and fees involved, if applicable. Inform attendees ahead of time, by including a note or flyer in preconference mailings. * Send attendees the name and address of the hotel or conference center and the room name or number in which the presentation is being given. * Send attendees a detailed map showing the exact location and directions. 2. Room Size The size of the room you will need depends on the number of people attending your seminar or meeting. Obviously the room size and setup is different for ten people than for several hundred. The room size should provide adequate space for you, you visual aids, your equipment, and your participants. There is nothing worse than being crammed into a room the size of a closet. At the same time, you don't want to feel you are in an auditorium unless you need the larger room to accommodate your group. Here are some more tips. * Arrive early. I like to arrive at least two hours before a speaking engagement. When I travel, I ask to see the room the evening before, if possible. This allows me to make any last minute adjustments with my presentation and/or room setup. * If I am one of many speakers on a program or a multiday conference, I arrive early and sit in the room I will be speaking in to get a feel for it. 3. Room layout While I cannot show you a diagram for each of the layouts, I will at least mention the various options. I do; however, provide diagrams in my book on pages 87- 91. The layout of the room has a tremendous effect on the success of your meeting or seminar. Many hotel staff are not aware of the preferred room layout style required by speakers. A majority of hotels set the room on one of two ways: - Auditorium or theater style - Dinner style I use typically one of four common room setups on my programs: - classroom style - U-shaped workshop style - Theater style or lecture style - Dinner style 4. Chair and Table Arrangements * Arrange the chairs in advance with as few rows as possible. Do not have more tables and chairs set up than you need. Most people tend to sit in the back rows of the room and avoid the front row at all costs because they fear being picked on during the presentation to answer a question or participate in a demonstration. * Some speakers out fewer chairs than they need and leave extras stacked in the back of the room, creating the impression of a full seminar or workshop. * Tape reserved signs on the back few rows of chairs. This forces the attendees to sit closer to the front. * Provide tables if possible. This gives people a more comfortable place to write. * Don't cram too many chairs behind seminar tables. Most hotel tables seat three people comfortably, but I prefer to sit only two people per table. This accomplishes two things: first, it gives my seminar participants more room; and second, it forces you to use more tables, creating a fuller seminar room. * Provide soft, comfortable chairs if you are giving an all day or multiday program. * Leave plenty of room between tables and chairs to allow people to move freely around the room. This is especially important if you are providing refreshments during the seminar. 5. Door and Window Locations and Mirrors Arrange the chairs and tables so the doors are at the back of the room, allowing people to arrive and sit down quickly without interrupting you. In hotels where the doors have crash bars to open them, I like to tape the bars in the open position as well as tape the door latches so they do not make any noise when people come and go from the room. (NOTE: You may need to remove the tape to allow the hotel to lock the room that evening, so arrive early to retape the doors again. * Serve refreshments near the back of the room, where most people congregate during breaks and can easily come and go. * Set up a table with your speaking products (if you have them) in the back. For example, I bring copies of my books, videotapes, and audiotapes for participants. In addition, I bring my brochures, product catalogs, and promotional materials to my speaking engagements. If possible, I set up a table in a location where participants enter and exit the room. This encourages them to stop and peruse what I have to offer. Windows are n important part of the room layout. Obviously you have no control of the window location; however, if you believe the windows are a distraction: * See if a room without windows is available; if not, close the curtains or blinds. * In some cases, I have even had the hotel hand additional drapes to cover mirrors on the wall, especially if they will be behind me.. 6. Lighting Proper lighting plays a key role in your presentation. If the lights are too dim, it could put the participants to sleep. If the lights are too bright, it could bother their eyes and make it hard to see visual aids, especially overhead transparencies and slides. * Check lighting prior to your meeting or seminar. * Ask yourself if it's bright enough for everyone to see. * Make sure you know where the light controls are located and how to use them. For example, if you're using an overhead projector or slide carousel, you'll need to adjust the lights. * I will even go so far as to loosen any bulbs on the wall or even ceiling lamps which cast too much light on the screen. In some cases, I have even had to loosen the bulbs in one chandelier which was directly above where I needed my movie screen. * Label the switches to remind you what part of the room each controls, such as overhead, back, or front. * Never put the room in complete darkness. * If the room has lamps behind you, turn them off so your audience won't be distracted. It may not be necessary to turn off every lamp. Do what you believe will make the room comfortable for your presentation and audience. * See if it's possible to use a spotlight, or bring in additional lighting if the room is too dark for your liking. 7. Signage: directing participants to the room location If your attendees can't find you or get lost finding you throughout the hotel conference area or conventional hall, they'll be in a foul mood before you start your presentation. * Place several signs clearly indicating the room location. This helps if the room is located in a separate wing or floor of the building. * Ask the front desk or welcoming table staff to give attendees directions to the meeting location. ----------------------------------------------------------------------------------- Next issue: In my August, 2002 Issue I will be talk about the last seven areas which you need to consider. Until next month! ------------------------------------------------------------------ Can't wait for the next issue of Simply Speaking? Why not purchase a copy of my new book, "10 Days to More Confident Public Speaking". Click on the link below: My new book is now available as an Audiobook. Click on the link below: Also, Amazon.com now offers a downloadable audio file of this book as well. ######################################################## 2. Our Simply Speaking Discussion Board !!! ######################################################## Do you have some public speaking questions or questions dealing with presentation skills? Ask me directly and I will provide you with some sound advice and some immediate solutions using my on-line discussion board. Below is the direct link to our new discussion board. ######################################################## 3. How to subscribe / unsubscribe ######################################################## To subscribe to Simply Speaking visit http://www.ljlseminars.com or use the following links below: Subscribe Address: Unsubscribe Address: You may also send subscription requests to: and we will help you. +++++++++++++++++++++++++++++++++++++++++++++++++++++++ LJL Seminars (tm) 106 School House Road Newington, CT. 06111-4002 1-860-606-4855 In Continental US call Toll Free: 1-800-606-4855 Until next issue! - Lenny Laskowski :-)