1 ) Discuss the technology
Virtual event speakers should be asking planners about the nuances of the platform they ’ ll be using .
• Will they be able to see attendees ?
• Will they be able to present and view questions simultaneously ?
• How easy is it to upload or change content ?
• Should slide design take into account the format of the screen layout ?
These are just a few of the most common questions to anticipate from adept online event speakers .
If they don ’ t ask these or other questions about the technology they ’ ll be using , it may indicate their lack of experience presenting to virtual audiences .
Plan a series of briefing calls with speakers a few weeks out from the event to gauge their level of understanding and proficiency , provide as much detail as you can and help them to feel comfortable with how the event will operate .
2 ) Be clear on timings
Virtual event planners need to adopt a mindset similar to a television or radio producer when it comes to timings . Online audiences will tune in at certain times , potentially from across different timezones , and expect the advertised content .
Therefore , speakers need to be well drilled on how long they ’ ve got to speak and how long they ’ ve got to answer questions or to discuss audience poll results .
If you ’ ve booked a speaker who is renowned for going over their allotted slot , consider
Managing speakers for online events
Five things to consider for planning and speaker management
pre-recording their session so that it can be edited to the correct timings and then bring them online to answer moderated questions live .
Just remember , any pre-recorded sessions whereby the speaker then answers questions live will need to focus on consistencies , such as ensuring your speaker is wearing the same clothes .
3 ) Get the most out of your speakers
One reason experienced and sought-after virtual event speakers accept invitations to present online is because they ’ re looking to develop their own personal brands or have something they wish to promote . So make sure you offer them more than just a speaker slot . Help them to achieve their goals by involving them in pre-recorded event promos , or post-session interviews .
It will provide you with on-demand content , which can then be used to drive traffic to your website , promote future activity and build community .
Share extra speaker content and behind-the-scenes interviews across social media channels in the knowledge that speakers will re-share it to their audience base , helping to build your brand alongside their own .
4 ) Think live & schedule rehearsals
If you ’ re pre-recording speaker presentations , there is a small amount of scope for things to go wrong or adjustments to be made in the final edit - although no video editor will thank you if they have to do anything more than a light edit , so stress to presenters and panellists that they should perform as if it was live , even in a pre-record .
If the session is being delivered on the day , insist on a rehearsal . Virtual events demand more attention to detail and hence rehearsals play a vital role in the success of your event .
Elements to focus on during rehearsals :
• How do speakers look and sound on camera ? Consider their attire , backdrop , lighting , volume and screen positioning .
• Do timings work ? If a rehearsal flags up a presentation that is likely to overrun , work with the speaker to reduce the number of slides or make reduced content more engaging .
• Are slides readable and designed for the presentation platform ? Consider how the viewer sees the screen . Do slides need to allow white space for the presenter ’ s image to fit the screen ? Is the font size large enough ? Are graphs and charts clear ? Do embedded videos play full-screen ?
• Rehearse the running order fully so that you know where potential problems lie and can put in place contingency plans in case speaker wifi goes down , mics fail or technical issues occur .
5 ) Say thank-you
Finally , don ’ t forget to thank virtual event speakers afterwards . At in-person events , you may have taken them out for dinner or spent time with them at the bar . When they ’ re remote , it ’ s too easy to forget to follow-up once their part is played .
Why not arrange for a thankyou gift to be delivered the day after the event and schedule social media posts applauding their involvement .
“ MAKE SURE YOU OFFER YOUR SPEAKERS MORE THAN JUST A SPEAKER SLOT .”