Before you say a word, your venue speaks volumes. Well before you take the stage, your audience’s experience has already begun. Even before you say a word, they’ve already noticed one thing about your presentation: the venue. Whether you’ve directed them to a conference room or a concert hall. The site you’ve chosen has already started the discussion.

The question is, what does the venue you’ve chosen say about your speech? Are distractions like phones, water cooler conversations, and office equipment announcing their importance on a regular basis? They do in an office. And is there enough room for everybody? After all, those with the most responsibility may show up the latest hour. Or, have you found a place that’s both conducive to your talk and accommodating for all?

It all Starts With Accessibility

They won’t “get” your message if they can’t get to the presentation. From far-off conference rooms to road construction and lousy parking, your audience forms an opinion about your speech well before they arrive.

To enhance their opening opinion, think about your audience’s journey. You can start with the traffic and road situation around the venue you’ve chosen. Approaching the venue, consider, will there be ample parking? Be sure to ask if yours will be the lone event or if you’ll be competing with others. And entering the building, think of how difficult it will be to find your assigned room. Will signage be needed? Also, will you, as a presenter, need a key for the room? You don’t want to be the unlucky speaker who finds themself locked out before a talk.

When it Comes to Technology, Verify THEN Trust

Now think about your journey as a presenter through your presentation. You’ve worked too hard on your talk to let things like microphone issues, pointer batteries, or projector hookups interfere. Check these out in advance or risk feeling thrown-off for the rest of your presentation.

You want to feel confident during your speech, so practice with the venue’s equipment in advance. You’ll gain a higher comfort level than ever. Therefore, don’t settle for a host who won’t give you the time to do so. If needed, remind them that the quality of the AV not only reflects only the presenter but the venue itself.

For larger engagements, reserve extra time to talk to the sound and light crew. These pros handle a wide variety of events, so don’t assume they’ll know what you need. Talk to them and share your requirements. Make sure to consider your audience’s point of view and verify you can be heard clearly from the first row to the last.

And don’t forget about the often overlooked even aspect of indoor climate. How’s the venue’s temperature?  Can it be easily adjusted?  Be sure to account for extremes in seasonal temperatures on the day of the meeting.

To Your Audience, Comfort is King

The smaller the event, the clearer idea you may have of your attendance size. With larger engagements, it’s best to plan for more seating than you think necessary. Otherwise, you risk forcing late-arriving (but still valued) attendees to stand for your entire speech. And no matter how eager the audience,  you don’t want sore backs or uncomfortable shoes interfering with your message.

For events extending past one or two hours, you’ll probably serve refreshments, which makes having tables ideal. No one wants to eat or drink, especially in business attire, without a table. You want them to remember the main points from your talk, not a coffee stain on their suit.

Also, don’t neglect your own comfort! Plan For not only when, but where you may sit. Will you use a podium? If so, consider where you’ll want it placed. What about in-talk refreshments? If you need them, ask, and plan where you’ll put them for easy access.

Don’t Overlook the Power of Themes

Again, your venue speaks to your audience well before you do. Why not start delivering the message in your speech with the right decor. Usually not noticed but always felt, the aesthetic your venue communicates with your guests on a different level.

The question is, what message is your prospective venue communicating?  If hosted there, will your corporate event aesthetically match your organization and message?  Is your company image conservative and serious or lively and bold?  Whatever the case, it’s best to have your venue decor reinforce and not detract from that image.