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.
Why does it matter to me?
Speakers like to plan their time and activities during a conference, and for that it’s crucial to know where everything is located. If I’m visiting that city or venue for the first time, I want to understand the logistics between the hotel and the conference hall in advance.
Ideally, the venue is in the same hotel where we are staying. That way, I can quietly change clothes in my room just before going on stage, without needing a separate dressing room right next to the podium (as I already wrote in the question Is there a dressing room available?).
When the venue is in the same hotel
There are still some nuances here. If it’s a multi-day conference, it helps to know whether the same elevators are used for hotel rooms and for entering the conference hall. It’s neither comfortable nor professional when, on your way to the conference, you find yourself in the elevator next to a guest in a spa bathrobe. Even more awkward if the person under that bathrobe happens to be one of the speakers. 🙂
I’m not talking about relaxed situations at the pool or in the wellness area, where everyone knows the context, but about those moments when the audience expects speakers to arrive on stage looking neat and appropriately dressed.
When the venue is away from the hotel
If the accommodation is a few kilometers away, the organizer needs to plan transportation, while the speaker needs to think about the clothes they’ll be wearing in the audience or on the way to the venue.
Personally, I never go on stage wearing the same shirt I was driving in. Even if I have to sit through the conference in that shirt, I make sure it doesn’t get wrinkled, because I don’t like stepping on stage looking messy. The way I dress shows respect to the people who chose to spend their time listening to me and I also feel more comfortable when I’m happy with my choice of outfit and appearance.
What should the organizer know?
Organizers who want to make things easier for speakers should communicate clearly:
- Is the conference hall located in the same building as the hotel, or outside of it?
- Do speakers use the same entrance/elevator as hotel guests?
- How much time does it realistically take to get from the hotel to the venue?
These details may look small, but they matter. A speaker who knows exactly where and how they’ll be moving can better plan their outfit, their day, and their performance. And that ultimately improves both the quality of the talk and the audience’s experience.
Conclusion
It really does matter where the venue is located in relation to the hotel. When it’s close, logistics are simple and speakers can feel more relaxed and professional. When it’s further away, both the organizer and the speaker need to carefully plan the schedule for the day, including possible traffic delays and other small challenges.
If you want your speakers to stay focused on their content and the audience, and not on wrinkled shirts or awkward encounters with bathrobe guests in the elevator, tell them in advance how far the venue is from the accommodation, and how you’ll make sure that distance won’t be an issue. They’ll appreciate it 😉
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 🙂