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.
The number of people attending a lecture or workshop significantly affects how I prepare. It’s not the same to speak in front of 10 people who shape the lecture with their questions, whose faces I can clearly see, as it is to present in a hall with 500 or even 5000 people, where communication becomes much more one-way.
Why am I asking this?
A smaller audience in a smaller room means that participants will be able to see the micro-expressions on your face, which means that nonverbal communication can have a powerful impact on the content and perception of the presentation. In such situations, I can rely more on my facial expressions to convey the messages I want, and interaction with the audience becomes more intimate.
On the other hand, when I present to a large audience, my communication style must adapt to the size of the room. An audience that is far away from me cannot see the details of my face, except maybe on a screen. In a larger or poorly lit room, I lose the ability to use my face as the main tool for conveying messages, so I have to rely more on body language and gestures. For example, in front of 10 people, I can point out details with my finger, whereas in front of 200 people, I would use my entire arm to ensure everyone sees the detail I want to highlight.
What else do I need to know? How far the audience will be!
In addition to the number of people in the room, I want to know how far the audience will be from me. If participants are only half a meter away, a microphone might not be necessary, and facial expressions will play a key role. However, if they are several meters away, I need to consider different aspects:
- Microphone: Will I have a handheld microphone, a lapel microphone, or a headset? Each type of microphone requires a different approach and movement on stage.
- Lighting: Will the stage be well-lit? I need to know where to stand to be visible and for the audience to clearly follow my presentation.
- Clothing: What should I wear to stand out on stage and be easily noticeable against the background? Clothing colors and contrast with the stage can make a big difference in how visible I am.
My approach
Adapting the presentation to the number of people in the audience and their distance is key to a successful presentation. When I know the room will be smaller and the audience will be close, I try to create a more intimate atmosphere, with more interaction and opportunities for questions. When it comes to large rooms, my focus becomes how to convey energy at a distance and use larger, more pronounced gestures to maintain the audience’s attention.
What if the organizer doesn’t know the size of the venue?
It’s hard to imagine that an organizer wouldn’t know the number of people in the room at least a few weeks before the conference. However, sometimes the size of the room is determined by the number of tickets sold, which often isn’t known until a few days or weeks before the event. It is important that organizers inform speakers as soon as possible about the final number of attendees and the size of the room so that speakers can adapt in time. Such communication allows better preparation for the speakers and ensures a higher-quality experience for all participants.
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 🙂