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Setting Your Speakers Up for Success

A speaker onstage using a downstage monitor and handheld microphone

From keynote speakers specifically hired to give a motivational address to a brand new internal speaker sharing an important initiative and everything in between, event speakers come in all shapes, sizes, and experience levels. However, they have one thing in common – an important role to play in your event.

We also know that, as presentations contain so much of the messaging attendees need to gain, successful presentations are the key to having a successful event.

There are several ways we can set our speakers up for success when they take to the stage that go far beyond having water pre-set for easy access (although, we do highly recommend this as well). Keep reading to learn more!

Understanding The Presenter’s Level of Experience.

Working with an experienced external keynote will be inherently different than an internal leader taking the stage for the very first time. Understanding the experience level of the speaker will help you to better understand their needs and the level of support you should provide.

A well-versed keynote speaker will likely feel comfortable moving around the stage freely, with just a few guidelines on spaces to avoid. They’re used to using different types of microphones, clicking through slides, and creating moments to interact with audience members. While they may have questions for the crew about the specific event set up, they probably won’t need a rundown on the basics and will likely feel calm and comfortable leading up to their presentation, as long as their initial interactions with the tech crew shows that the team is experienced and prepared.

However, a speaker who has not taken the stage before or hasn’t taken the stage very often may need some additional information on what to expect, advice on how to present, and encouragement before their presentation. 

Understanding what kind of experience your speaker has, as well as their comfort level, will allow you to better support them.

Clear Communication.

AVentPro President Garry Hale backstage with a speaker at an event

Don’t leave anything to guesswork! Leading up to the event, it’s best to clearly communicate anything your speaker may need to know and ask for anything you may need from them, including:

  • Background information on the presenter to determine their experience level and knowledge of the event.
  • Any relevant information about the client, event, core messaging, and themes.
  • A detailed conference schedule, including rehearsal and call times.
  • Event venue information, including directions on how to get to any necessary spaces inside the building.
  • Information about any audience engagement tools they may be using, including polling, website demos, or tools that require internet access.
  • Special requests or accessibility requirements.
  • The name of the dedicated point of contact onsite, as well as their contact information and a plan to introduce the speaker to the tech team.
  • Information about how files should be transferred, including an easy way to share presentation materials in advance, if desired.

While it’s great to be flexible with the presenter’s schedule when possible, having clear expectations and rehearsal time frames will ensure that no wires get crossed.

Sharing Presentation Materials.

Set the event crew, and your speakers, up for an easy hand off of presentation materials. Before the speaker arrives onsite, let them know how files should be transferred, or have a clear process for how to share documents backstage. If their presentation does require any specific fonts, request that they have them on a thumb drive so they can easily be downloaded onto the playback machine.

When transferring the files, make sure to ask the speaker if their presentation has any slides that require audio elements or video playback to ensure the backstage team is ready for the cue.

A photograph of a speaker at an AVentPro event. 
Copyright Red Photo Co. 2024, All Rights Reserved

Professional Techs.

Here are a few ways professional techs can go the extra mile for speakers

Make sure somebody is double-checking any onstage needs and verifying that no changes were made to a presentation after rehearsals have already taken place. Set up a private area for the presenter to have their mic placed, if they are using a lavalier microphone, so that they are able to have some privacy, if needed, to adjust their outfit. 

Additionally, some speakers don’t understand the difference between a microphone being on and being live. While microphones are powered on as soon as they are placed on the speakers, they will be muted until the moment the presenter enters the stage, meaning they can talk and move freely backstage without fear of being overheard. 

If you sense that a speaker is nervous or could use more energy, try to help them get relaxed and comfortable. Even asking a few questions or making kind, lighthearted comments may help them brush off any jitters they may have.

Insist on Rehearsals.

At AVentPro, we believe that a rehearsal, even a short one, is a must as it is extremely beneficial for both the speaker and the onsite crew members.

The rehearsal gives the speaker the opportunity to get comfortable walking around the stage with crew members pointing out any taped-off areas they should avoid, or good places to pause while making an important point. They’ll have the opportunity to practice their presentation while holding or wearing a microphone, allowing the audio technician to make any initial notes about audio levels and give important feedback to the presenter on how to interact with the microphone.

Presenters will also be able to click through their presentation deck, giving them a better idea of what their slides look like on the big screen, making sure their slide build and animations work, and ensuring that everything looks the way they expect it to.

If the speaker is planning to use a downstage confidence monitor (which we highly recommend to keep the presenter from looking over their shoulder at the slides), a rehearsal allows us to customize the view to their needs. The tech team will find out what exactly the speaker wants to see on the confidence monitor – just the presentation slides, their notes for each slide, a side-by-side of both slides and notes, a countdown timer indicating the time left to present, and more can be featured. Having a rehearsal ensures the speaker knows where to look and can easily read it.

If a teleprompter is being used, a rehearsal gives both the speaker and the teleprompter operator a chance to practice working together. This is especially important as the ways in which speakers use a teleprompter vary wildly. Some presenters read the presentation exactly as it is written, while others use the script as general notes, reminding them of important points and the flow of their presentation. Meanwhile, some presenters skip around their script fluidly, improvising as desired. When the teleprompter operator understands the presenting style of the speaker, they are better able to track what they are saying and stay on the same beat, providing the information the speaker needs when they need it.

Regardless of whether the presenter is brand new to the stage or a seasoned keynote, a rehearsal, even a short, ten-minute one, takes the pressure off the speaker and instills confidence in the tech team so they don’t need to think about anything other than their presentation when they take the stage.

A speaker at a podium during a recent event.

Presenter checklist.

We’ve created a helpful checklist to ensure you’re supporting speakers as best as possible during the pre-production phase, as well as onsite.

Pre-production checklist

   Get background information on the presenter to determine their experience level and knowledge of the event.

   Share any relevant information about the client, event, core messaging, and themes.

   Share detailed conference schedule, including rehearsal and call times.

   Share event venue information, including directions on how to get to any necessary spaces inside the building.

   Inquire about any audience engagement tools they may be using, including polling, website demos, or tools that require internet access.

   Inquire about special requests or accessibility requirements.

   Share who the dedicated point of contact is onsite, as well as their contact information and a plan to introduce the speaker to the tech team.

   Communicate how files should be transferred, including an easy way to share presentation materials in advance, if desired.

Onsite checklist

   Confirm schedule, including additional rehearsal times or changes to the event schedule.

   During presentation file transfers, ask if any slides have audio elements or video playback.

   Set up a private area for placing microphones so that speakers may adjust clothing, as needed.

   Double-check any backstage needs.

   Place easily accessible water (bottled or a pitcher with glasses) onstage and make sure the speaker is aware of their location.

   Give any helpful or important reminders.

Want to learn more about how to set speakers, and in turn, your event, up for success? Reach out to us by email at [email protected] or telephone at (204) 226-5565 to talk about your next event!

With more than 18 years experience producing events, AVentPro ensures that each of our clients has what they need to achieve their ideal outcome.

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