A MEETING MASTERS MEMO

Created by
John K. Mackenzie

Previously, we considered reasons why sales meetings are more important for those who give them, than they are for those who come to them. Now, let's take a look at some on and off site presentation preparation problems.

On-site, In-house

If you're using your own laptop (and portable projector) equipment problems may be solved. But room problems can remain, even if you've been there before.

So stop by and check your screen, lighting controls, sound system, and electrical outlets. You don't get many presentation points for trying to find an extension cord while your audience waits.

Consider these:

• Is your room reservation confirmed?
   
• Can you get in to set up before people arrive?
  
  - Ceiling mounted, motor driven screens love to remain in the ceiling even after you press the LOWER button!
  
  - Surprise! The VCR cart and TV monitor you were planning to use have just been swiped by your training department!
   
• Will you need a key to get in?
   
• Have you got enough chairs?
   
• Does reception know you've got guests coming?
   
• How will they find their way to your room?

Taking Notes

You'd like people to take notes. But nobody does because no one can see anything. You turned all the lights off!

• Adjust lighting levels while there's a picture on the screen.
   
• If there are windows, with no shades or blinds, you could be in trouble with washed out projections.
   
• When using a TV monitor, be sure it's high enough for decent site lines.

Visual Variations

There may periods (4 to 5 minutes or more) when you're not using any graphics. Why stay in the dark? Turn room lights back on. God forbid anyone's dozing, but it's a good practice in any event.

Some Sound Advice

• Don't assume your meeting room has a microphone. Or, that it works if there is one.
   
• Many locations have dedicated sound system controls. Where are yours?
   
• House electricians often have keys to the sound-closet. Make sure they don't have the day off when it's your day on.
   
• Sit in the back of the room, while someone talks, to check sound quality and volume.
   
• Find out what's scheduled in the room(s) next to yours! (Sliding air walls don't provide much sound-proofing.)

Look around to see if there's a telephone stuck in the corner. Pull the plug!

• Some meeting masters now have a walk-in graphic on the screen that reads something like this:

PLEASE TURN OFF, DISABLE, OR DESTROY CELL PHONES AND BEEPERS! THANK YOU.

Build In A Break

If your presentation lasts longer than 60 minutes, build in a break. You may lose some audience; but they're probably the ones you've already lost, anyway.

Time Out!

Watch the time! Plan a 10 minute buffer to collect your stuff before you leave. (The next group may be pacing anxiously outside the door.)

OFF-SITE SITUATIONS

Floorplan Problems

Floorplans are not always accurate. Particularly those from California where earthquake compliance required putting up new walls and support columns.

• Double-check if you're relying on faxed floorplans, or brochure beauty shots.

Unions

If your outside meeting facility is a union house you may have to use union people for everything: equipment and exhibit setups, projection, sound, lighting, video playback, Internet connections, etc. And don't wait until you get the bill to find out about overtime rates, mandatory meal breaks, and minimum crew sizes.

• In some union locations you can arrange to handle equipment yourself. But you may be billed for union people who would otherwise have been used.
   
• Union problems can often be defused by means of the traditional advance gratuity.

Music Licenses

Got some commercially recorded music to play? Unless you're sure it's been cleared, don't! (Even if the meeting's at your company, or in your office.)

• ASCAP and BMI lawyers have long ears, with cut-and-paste litigation on 24/7 standby. See also: Music Licensing Memo

Crash & Burn Survival

Projectors break, computers crash, microphones die, lights burn out. If something happens during your presentation, what's your response plan? (Besides apology, anger, hesitation, fear, and confusion.)

• Try this: Announce a coffee break while things are being fixed.

Sometimes things don't get fixed. Well, here's where carefully prepared handouts give you a survival scenario. You can refer people to print instead of projections.

Perhaps the most important aspect of all this is to leave your audience with an impression (illusion?) that you're in control and not easily rattled.