“I can’t see you. You are too far away.” {The first double row of chairs was about 20 feet from the stage.] “I know I am going to put my security guards into a state of hysteria, but, everyone, please pick up your chairs and move closer to the stage.” And with that, to the horror of her security guards, some sixteen hundred of us picked up our chairs and moved them about twenty feet closer to Justice Sonia Sotomayor before she began her interview and talk in the historic Great Hall at CCNY (also my alma mater, see picture below).
What a great example of making sure logistics are working for you so that you can be at your best when you are giving an important presentation. Her surprising action serves as a good reminder that anyone who presents has the right to exert as much control as possible over the logistics of the meeting. Justice Sotomayor knew that If the meeting was not going to go well, a lapse in logistics would not be the reason. How many of these logistics questions do you consider each time you present?
A/V
What A/V will you need? Projector, screen, remote clicker, internet access, speakers, flip-charts, whiteboards, hand held or lavaliere microphone, other?
- Tip: Bring your own markers (so you know they are fresh and have ink), extension cords and an extra projector bulb.
- Tip: Arrive early and check everything out with an onsite A/V technician. Get his phone number in case something goes wrong during the presentation.
Venue
What room set-up would you prefer or can you expect? Boardroom, conference room, amphitheater, small office, other?
- Tip: Do not assume anything. I once had to get down on my knees to give a board presentation at Macy’s because the décor of the Human Resources person there at the time was Japanese and all seating and tables were low to the floor. Who would have guessed?!
- Tip: Ask about security arrangements. In our brave new world, if you are in a large city, you will likely have to show ID to get into the building. Will your name be on a list? How much time should you allow to get upstairs? What is the phone number of the receptionist or your contact in case you have any trouble?
Refreshments
If it is a long meeting, will water, coffee and rolls be available?
- Tip: There is nothing worse than losing people’s attention to their growling stomachs.
Time
How much time will you have to present? How much time will you allow for questions?
- Tip: Get agreement on this from your contact prior to the meeting so everyone has the same expectations. No one ever gets angry if you finish early, but they become furious if you finish beyond the designated end time.
Electronic Etiquette
What is the corporate policy on cell phones during meetings?
- Tip: Test with your contact the advantage of a no cell phone policy during the meeting for the benefit of all concerned. Wishful thinking? Yes, but you can try. At a minimum, see if the most senior person will make a comment about minimizing the use of cell phones during the meeting.
The Devil is in the Details
You work too hard to let logistics trip you up. Like airline pilots, have a logistics checklist to ensure your presentation goes smoothly.
Anne Miller
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