You’re Scheduled to Speak at 10:00
Arrive at 8:00!
By
Seriously,
there are Lots of reasons to arrive that early!
We all know that ‘Stuff’ happens.
Arriving early, some may say very early, is not an option for the speaker who is on top of his/her game.
It’s your presentation, and your responsibility to yourself and those who will be attending, to do the best you can to make sure Where you are speaking is ready for You and the Audience!
Here is a list of things that need to be checked on, plus a few other reasons to arrive early, that will go a long way towards a delivering a better, less stressful presentation.
- Room
- Scope out the room. There are lots of things to check.
- Seating arrangement
- Are the seats, if movable, arranged the way you specified or do they have to be re-arranged?
- Field of vision – Can everyone attending see you and any visual aids you might use?
- Are there pillars, plants, audio-visual equipment, or anything else that might bloc the view?
- Distractions
- What, if anything, is the noise coming from other rooms, a kitchen, wait station, street, or ?
- Heat / Cooling
- Too hot? Too warm? Just right?
- Seating arrangement
- Scope out the room. There are lots of things to check.
- Technical
- If you’re going to use Powerpoint and a screen and a microphone , are they working correctly? Do you have a ‘Plan B’?
- WIll the slides be visible and clear to the entire audience.
- Dos the sound system work or does it need tweaking.
- Will the microphone be attached to the lectern, held by you, or will you be using a lavaliere mic?
- Is there any microphone feedback?
- Any echos in the room?
- Is your presentation going to be audio and/or video taped. Is so, is the equipment and operators of the equipment ready?
- Lighting
- If needed, can the house lights be dimmed?
- If needed, can curtains be drawn?
- If you’re going to use Powerpoint and a screen and a microphone , are they working correctly? Do you have a ‘Plan B’?
- People
- One of the most important reasons to arrive early – Meet & Greet
- It’s a whole lot easier to talk to people you’ve already met and had a conversation with, and will reduce the fear of public speaking.
- Introduce yourself, get their name, and ask why the are attending your talk and what the expect to take away from it.
- Meet, or re-meet, the meeting or event planner and review last minute details.
- The Master of Ceremonies.
- Review your Introduction with them. Yes – It’s that important!
- One of the most important reasons to arrive early – Meet & Greet
- Other
- Where are the restrooms?
- Where are water fountains and other refreshment areas
- Where, in relation to the space you’ll be speaking in, is the parking?
- Will directional signs be needed so everyone will be seated when your presentation commences?
- What, if any other programs are scheduled at the same venue and time of your presentation? WIll there be any potential conflicts you should address?
Bottom Line: Even with the best of intentions and preparation, everything will probably not be perfect at the venue you’ll be speaking at. That’s life. Get there early, take control, and do what you can do to ‘set the stage’ for your great presentation!
About the Author:
Fred E. Miller coaches, speaks and writes about Public Speaking and Presentation Skills.
314-517-8772
Fred@NoSweatPublicSpeaking.com
http://www.nosweatpublicspeaking.com
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Fred,
This is great advice. I spoke at two Regional International Speech contests. Big Deal, right? The platform I spoke at in Indy was so different from the one in Kansas City a year later. On one of those platforms, I couldn’t walk as far. The other one was very long. It changes some logistical things you do. Your advice will definitely help speakers deliver with “no sweat!”
Great examples, Joe, of reasons to arrive early.
There may be things you can’t change.
At least you can mentally prepare and make adjustments to the logistics of the presentation in your mind before speaking vs. ‘on the fly’ when the situation isn’t exactly what you thought it would be.
Thanks for visiting!
Takes Fred for reminding me of why I always arrive early. I always feel nervious and rushed until everything is set up and ready to go and working. For me I need that extra time to double check everything and it also gives me a time to relax a little before all the early birds start flocking in.
Cathy:
I’ve seen you present and you are excellent!
Your confidence and warmth come across to the audience and you have us!
Thanks for visiting!
Today I did a presentation over the phone to 100+ insurance agencies — I can’t believe how nervous I got.
I think it was because of this very thing — I wasn’t able to meet people before hand. I also was unable to see faces, gauge reactions, etc.
Much prefer to speak in person.
Thanks for the reinforcing comment, Russ.
Speaking in person to over 100 people can be intimidating, also.
I’m sure, as always, that you did a fantastic job.
(At least they couldn’t see you sweating!)