How to Set Up a Presentation Room that Will Impress Your Clients

We’ve all been in meeting rooms where the presenter doesn’t have the necessary technological equipment, and frankly, nothing is more annoying than watching them trying to engage their audience when those people can’t hear or see what they came for. It doesn’t matter if it’s a large national conference or a local business meeting, the presentation and the speakers are the most important elements of the event, so it’s essential that they have all the technical support they need to deliver a lasting impression. 

Attractive and inviting

When it comes to visitors forming their opinion on your startup, the first impression is essential. A stylish and inviting reception area indicates that you care about your clients’ comfort. The space needs to be free of clutter and spotlessly clean, showcasing your efficient business organization and winning business model. The same approach needs to be applied to all other offices and workers’ areas in your building. 

Show genuine interest

The highpoint of customer experience is when you feel comfortable greeting your clients or, even better, addressing them by their name. Even if you have to respond to an important phone call, it’s crucial that you maintain eye contact and smile as if saying “I’m still here”. Once you hang up, smile and shake hands with the client who’s been waiting for you. Other things that fortify your relation before the presentation opens are the conversation topics you share with your clients, especially about the current events concerning their business. 

Eliminate distractions

Before the presentation starts, make sure you get rid of any possible distractions, such as ringing phones, interruptions from other employees or unannounced visitors. If your space and office layout allow, hold the presentation in a private area where distractions are minimal. If you can’t achieve that kind of privacy, at least silence the phones and let the voicemail pick up the messages. This way your attention to your client will be complete. 

Equip the room

Your office should have a dedicated place where you’ll be able to hold meetings with clients and team leaders and organize presentations. Not unlike your reception area, this presentation room needs to be free of clutter and distractions and furnished with sleek, modern equipment and functional yet comfortable furniture. The chairs should ideally have a pivoting mechanism to provide comfort for both meetings and presentations. The optimal visual solutions in such a room are contemporary TV wall mounts with plenty of flexibility, which is quite important for effective presentations. 

Loud and clear

The day before the presentation, make sure you test your surround sound system and see if everything is working fine. Audio technicians know that, when the equipment is concerned, Murphy is never far away, but no technician’s discomfort compares with the embarrassment of a speaker who realizes that their mic isn’t working in the midst of a presentation. Make sure you’re heard loud and clear and try to troubleshoot any technical issues that might occur. 

To see is to believe

In case you’re using a projection system instead of an HDTV, make sure it’s compatible with the presenter’s laptop before the presentation takes place. Having to troubleshoot any weird compatibility issues and install new software in the middle of the presentation is as unprofessional as realizing the beam is out of focus or that the room is too bright for the audience to see the presentation. Feel free to consult professional theatre installation experts for tips and tricks so that everything is in perfect order before the big event.

Provide good lighting

The lighting in your presentation room sets the mood for your presentation. Lighting that is too harsh can irritate the audience and drain the energy from the atmosphere. Fluorescent lighting, for example, can be overwhelming and distract your clients from the presentation’s purpose. On the other hand, lighting that is too soft could create a sleepy, non-engaging experience. Experiment with different light sources like floor and desk lamps, indirect wall fixtures and dimmer switches so you have full control of the light intensity during the presentation. 

The presentation is an important element of startup business strategy for securing clients and partners. However, if you want to ensure that your pitch will hit the score, you need to make sure that the presentation experience is convincing and professional. 


Author Bio: As a senior digital marketing specialist, Lillian Connors believes that the question of business goes far beyond the maximization of profit through different money-grabbing ploys. Instead, she likes to think that ethical principles should be at the core of every commercial venture, paving the way for much more balanced distribution of wealth on a global scale. You can check her out on Twitter and LinkedIn.