This can also level the playing field if different audience members are at different levels of awareness about the topic. If you're sending materials for review in advance, make sure they are professionally prepared, visually attractive, and make the instructions clear about what they are for. Include a cover letter indicating that they are materials that may be helpful for them to review prior to the session. These may be included with the agenda. Regardless of whether you send materials in advance, it is a very good idea to distribute an agenda to all participants to ensure they are invited and informed of the meeting and have some idea of what will be covered.
Most experts agree that a U-shape is the best possible environment for a presentation.
This allows for the greatest degree of interaction between the audience and the speaker, and even allows for the audience to interact. They can see a person asking a question without turning or craning their necks. Housekeeping After introducing oneself, it is a good idea to mention any practical considerations to ensure everyone understands what is expected and is comfortable with the way the presentation is to proceed. If there are refreshments, ensure everyone has been served and has had a chance to finish up so that their attention will be on you, not the food. Also indicate whether questions and comments are welcome or whether you would prefer that they be held during portions of the presentation.