Believe it or not, both the construction and set up of a room can strongly influence the dynamics of a session.
As that usually gets determined long before I get involved, I’ve had to learn how to make any space work… but when I do get the opportunity to choose how things are set up I have some practical ideas to maximise the chances of a successful presentation.
Is there a massive window?
Everyone loves a room with a view so I’m often in spaces with at least one wall devoted to massive windows.
Which is great – natural light works wonders for people’s state of mind – but I’ve seen how direct sunlight at either end of the day can turn any room into a sauna, so it’s good to see the space at the time of day you’ll be using it. Also, consider orienting the room so the window wall is to the side of the audience [left or right, it doesn’t matter] as having it behind the presenter [or worse, the audience] usually backlights one of them into silhouette, thereby obscuring their facial expressions. Which is a problem, as if the audience can’t read the face that’s talking to them [or worse, the presenter literally cannot ‘read the room’] they’re unlikely to form a genuine human connection of any kind.
Seating
Is the seating in lines or groups?
Theatre or ‘classroom’ seating affords the most efficient use of space if you a have a large group in a small room but it encourages a passive audience, there to be informed or entertained as individuals, whereas grouped seating at tables – often called ‘cabaret’ seating – stimulates networking and enables greater participation and interactivity. Both layouts have their strengths; it’s just a matter of the effect you’re after.
In meeting room type seatings, we recommend a ‘U’ shape of tables over the ‘Last Supper’ long board table format, although I can make pretty much anything work if I have to.
Are there aisles in the seating?
If you’re after a high degree of interactivity between presenter and audience, consider the use of gaps and aisles to allow access to as many parts of the room as you can – the easier it is to get to people the easier it is to really get to people! (If there are no aisles how can I lay people in them?)
Is the space wide or long?
Unless a room is essentially square or round you’ll be working with a space that is either long and narrow or wide and shallow. Given the choice, I’d rather work wide and shallow [pacing from one side of the room to the other] than long and narrow [from the stage to the back row] to ensure I don’t lose touch with the folks up the back.
Is the performance space flat or raised?
Flat floors put the presenter on the same level as the audience, making it easier to connect the two. Small 1-3 step platforms allow the presenter to easily switch modes from ‘sage on the stage’ to ‘guide beside’ whereas high ‘hall’ or ‘theatre’ stages create an artificial distance between presenter and audience and establish an expectation for a big performance as opposed to an intimate conversation.
Again, I can do either, it’s just a question of what kind of experience you’re going for.
Is the room brightly lit or dramatically dark?
An evenly lit room – with just enough lighting on the presenter to subtly highlight their presence – sends a signal that the session is likely to be an interactive, workshop-like experience, whereas a darked auditorium and brightly lit stage heralds an event – perhaps even a spectacle – about to take place in front of a passive audience, not within an actively engaged and involved one.
Both good choices. So which are you after?