Preparing your speakers
As we pivot from face to face events to virtual, these are nuances and extra steps that need to be considered when it comes to speaker management.
For virtual meetings that are live, it does not matter if you are working with a seasoned, internal or new to virtual speaker, it is vital to manage your speakers effectively to ensure the event is a success.
Just like you would engage your speakers for a face to face event, you must take as much care or even more when those speakers are presenting virtually. Here are a few things to consider when managing your virtual speakers.
#1 Review their equipment and connection
Schedule an initial call with them to discuss what equipment they have at their disposal and plan to provide anything that they do not have that is a necessity. Are they using wired or wireless connection?What is the speed and how reliable is their network? All of this will be vital information.
#2 Location – Where will they be presenting?
During your initial call. ask that they use the same location, background and lighting so that you can see how it will show on screen. If using natural light, then hold your test call at the same time of day as your actual meeting.
#3 The Look – Review the dress code and any other etiquette for the event.
It is always best that you provide clear expectations to your presenter. Also review the positioning of the camera so that it is at the best angle for the presenter.
#4 Practice. Practice. Practice – This can not be stressed enough.
You want to make sure that everyone knows their roles, they are all comfortable with the technology, the timing flows and switches between decks or speakers are smooth. You can never be too prepared.
#5 Hope for the best and plan for the worst.
You want to make sure that everyone knows their roles, they are all comfortable with the technology, the timing flows and switches between decks or speakers are smooth. You can never be too prepared.
#6 Content is king
After the theme of virtual event has been decided, ensure your speakers use effective storytelling and an engaging presentation format to get the messages across. Your audience has many distractions so including engagement elements in the presentation is key.
More planning & testing!
Virtual events often require a bit more planning and testing then we usually have with face to face events so take advantage of the time and rehearse. The more that you and all the presenters. facilitator/ moderator or others that are involved in the production of the event are the more professional your virtual meeting will look to your participants. Send us an email or give us a call if you need help with designing, planning and executing your event face to face or virtually. Intuitive Conferences+ Events are here to help.