According to Judy Sunvold, CPP, manager of conference services at Chicago’s Loyola University, adult learners must have comfort, conference services, and clarity in the meetings environment if they are going to retain information. Here is what to consider:
Comfort
- Seating. If chairs are uncomfortable, attendees will start to fidget, lose interest in the speaker, or even leave the room. Look for ergonomic chairs with padding and adjustability. Don’t seat more than two people per six-foot wide table.
- Lighting. Can it be controlled from dimmer switches or a bank of switches? Illumination should be high enough to allow for note taking but not so bright it overwhelms the video screen.
- Room Temperature. The optimal temperature is 70 degrees. However, some people will have varying preferences, so each room should have individual adjustment apparatus.
- Sound Proofing. If the room is divided by an air wall or partition, check for thickness. Solid partitions of about one-inch thickness provide the best barrier. Check for distracting noises from adjacent entities like a kitchen.
- Menu. The best choices to promote learning are those lower in fat and calories. Fruits, vegetables, whole grain breads, and broiled foods are among the preferred selections. Lots of carbs make people sleepy and inattentive. Make sure there is plenty of water available and limit other beverages to mid-morning and mid-afternoon breaks.
Conference Services
- Room assistance. The collaboration with the facility’s resource staff can make or break your learning-oriented meeting. Ask staff to make suggestions and point out facility limitations. Let them know whether you’ll be using your equipment or that of the facility. If you are bringing equipment on-site, make certain proper connections are available. Ask for brief trial-run time for your speaker, and make certain there are proper connections.
- Occupancy. Don’t crowd your attendees. Check the occupancy numbers usually found in the site’s information packet. If there are multiple breakout sessions, consider giving attendees the option to pre-select them. This makes room selection easier if you know which topics will receive the most attendance.
Clarity
- Presentation Style. Collaborate with presenters to suggest a method of delivery. A slide show should complement the speaker’s presentation but not be the presentation. It’s usually best to combine a visual and verbal learning method. Adults learn 30 percent of what they see, and 20 percent of what they hear, but they retain 50 percent of what they see and hear simultaneously.
- Room Layout. Consider audience size, speaker’s position, and how much interaction the presenter will have with the audience when selecting among the five basic room layouts. For example, the U-shape or Conference/square setups are ideal for two-way communication. Consult with the facility about the sound system, and make certain speakers are positioned throughout the room adequately.
- Equipment Needs. Select equipment carefully before selecting a room. Proper connections are important because it can affect the audience’s attention. Modern projectors, for example, allow presenters to walk through their program without having to dim lights – the old way that yielded sleepy participants and eye fatigue.
