Question 11: How big is the venue?

When conference organizers invite me to give a talk, one of the questions I always ask is: How big is the room where the conference or a workshop will be held?

When someone invites me to be the lecturer at their conference, they usually get a list of questions from me first. Questions that help me prepare myself for the lecture and to create the unique experience for the audience.
At first, these questions cause panic and fear among the organizers, but they soon realize these questions can help them prepare themselves better for the organization of the conference.

When conference organizers invite me to give a talk, one of the questions I always ask is: How big is the room where the conference or a workshop will be held? It might seem trivial at first, but the size and layout of the room have a huge impact on how I prepare and how I approach the audience. There are also additional sub-questions that help me prepare even better:

  • How high is the room where the presentation will be held?
  • Will there be a stage, and how high will it be?
  • Will there be a speaker’s booth (lectern)?
  • What is the layout of the room, including seating arrangements, windows, and doors?

All these questions have one goal: to ensure that my presentation is the best experience possible for both the audience and me as the speaker.

Why do I ask this?

There is a big difference between speaking on a stage in front of 500 people and running a workshop with 10 participants. As I already mentioned in the previous question “How many people in the audience do you expect?”, when the audience is small and close, I can rely on my micro-expressions, facial gestures, and create an intimate and interactive atmosphere. In such situations, the presentation becomes a dialogue rather than a monologue, and the audience actively shapes my talk.

However, when the audience is large, things change. My approach needs to adapt: communication becomes more one-way, and to keep the audience engaged, I rely more on body language, hand gestures, and vocal projection. If I’m on stage, I need to know how high the room is, so I can understand where the lighting is positioned and how that will affect my presentation. If the room is very high, the lighting will be set up very high, which means it will cast broader shadows – and I need to know how to position myself correctly to avoid looking like a monster from a horror movie.

How do I handle this?

Since I’ve been an amateur actor when I was much younger, I love presenting on an elevated stage with an amphitheater-style audience, where each row is slightly higher than the one in front of it. This setup is ideal for conference presentations, where the audience can clearly see the speaker, and every movement, gesture, or change in tone can leave a stronger impression. Presenting on such a stage also means that questions from the audience come at the end because interaction during the presentation is limited. This setup is not ideal for workshops but is fantastic for structured conference talks.

What about the speaker’s booth?

The speaker’s booth is another important element. If it’s planned for the stage, I always hope it’s placed somewhere to the side rather than in the center. A good speaker doesn’t hide behind the lectern. The booth can be useful as extra support, but if the microphone is only on the lectern, it restricts me. I like to move around the stage, make eye contact with as many people as possible, and use my hands to emphasize points – and all of that becomes harder if I’m tied to the lectern. For example, at the “Marketing Analytics Summit” in Londonu (photo below) the booth was at the centre of the stage, so I moved away a bit in order to spread my message to the audience in a way that fits me better.

Marketing Analytics Summit in London – booth in the middle of the stage

On the other hand, if you’re a less experienced speaker or often struggle with stage fright, the lectern/booth can be your best friend. You can hold onto it firmly, hiding any trembling in your hands, which can be a great help.

Room layout considerations

It’s also good to know the layout of the room, specifically where the doors and windows are located. If the doors are at the back or on the side, latecomers or those leaving early might not disrupt the presentation too much, especially at conferences. However, in smaller workshop rooms, opening doors can significantly disrupt both the audience’s and the speaker’s concentration.

If the room has windows or external light sources, I need to understand how that light will impact the visibility of my slides or my ability to see the audience. High-quality rooms, even if they have windows, are designed so that the light doesn’t interfere with the presentation.

Practical tips

  • Ladies, if the stage is high and the audience is close, don’t wear a mini skirt. The men in the audience probably won’t be listening, the women might find you provocative, and overall, no one will fully appreciate what you’ve prepared.
  • Gentlemen, especially if you’re on the larger side, avoid leaning over the edge of the stage. Otherwise, you risk looking like a clumsy giant looming over the audience – and that’s definitely not the “effect” you want to achieve.

What if the organizer doesn’t know the answer?

If the organizer doesn’t know how big the room is, how high the ceiling is, or what the layout will be, it usually means they are either too early in the planning phase or that education isn’t the focus of that conference. Such an organizer likely cares more about participant networking than the quality of the educational content. And that’s okay, but as a speaker, I want to know what to expect so I can adequately prepare.

The best conferences I’ve spoken at always have clear communication about every aspect of the room. Organizers understand that proper planning of the space can significantly impact the success of a presentation, whether it’s for smaller workshops or large conference sessions. If we want to ensure a quality experience for the audience, all these little details play a huge role.


Take a look at other questions for conference organizers, which help me prepare myself for the audience.

Also, if you want me to help you organize your event or to hire some great speakers, do no hesitate to contact me 🙂