166 How to Sell Yourself
As soon as I’m booked, the client gets my equipment require-
ments along with the contract for my services. The meeting plan-
ner and my assistant talk whenever there are questions. When
necessary, we’re in touch with the site staff in advance.
Microphones, recorders, video playbacks? The more compli-
cated the equipment you plan to use, the more there is that can go
wrong.
The message is simply this: No amount of checking is too much.
Take absolutely nothing for granted. But don’t panic when
something does go wrong.
If the attendees aren’t aware of a problem, there isn’t any.
There may be some grief and anxiety for you and the technical
staff, but as long as the audience isn’t aware of it, the program has
a better chance for success.
The occasion
The occasion obviously influences your choice of site and the
way you conduct a meeting. For a small informal meeting or lunch,
choose the appropriate setting and encourage everyone to partici-
pate. The success of a large meeting mainly depends on the total
control of the chairperson, without the audience being aware of
its lack of participation. Whatever the occasion, your audience
will have expectations that you must meet.
The purpose
The reason for your meeting determines how and where it
takes place. Make sure all three factors work together. An audito-
rium may be appropriate for information and instruction meet-
ings but not for decision-making and social meetings. You can’t
expect to build a meaningful consensus toward making an impor-
tant decision at a cocktail party, nor can you expect colleagues
and coworkers to get to know each other better if you don’t give
them the time and the freedom to do so.
The number and types of attendees
The more of them, the harder your job and, obviously, the
more attention you need to pay to details. A few notes might help.
Discourage the use of slides, charts, graphs, overhead projections,