Posts Tagged ‘Prepping a Speaker’

The Meeting Planner’s Speaker Presentation Checklist

Tuesday, March 18th, 2014

Travel hiccups notoriously prevent meeting planners from walking a speaker through the presentation or having a run through before the actual event. With so much going on during a conference, some details tend to fall by the wayside. Refer to this cheat sheet to ensure a successful presentation for your speaker:

Prior to the meeting, coordinate details with the audio visual team. To ensure that everyone on the production end of the meeting is on the same page, be sure to provide the audio visual engineer with the agenda, so he or she will understand the order of speakers and meeting flow.

  • Help your speaker understand their audience. For example, their knowledge level regarding the topic, their seniority, demographics, etc.
  • Review staging details. Does the speaker plan to walk around or remain seated? Whatever the case, make sure the speaker knows where the cameras are. If the speaker is presenting amongst a panel, make sure everyone knows the order and protocol to prevent any communication confusion. Moreover, if there are any technical limitations, make the speaker aware of such information (for example, a glitchy microphone or teleprompter).
  • Have a backup plan. Technology issues, last minute cancellations or other unforeseen events can be surmounted if there is a solid backup plan in place.
  • Be clear about the speaker’s time allotment. Use a countdown clock so the speaker will be cognizant of timing.
  • As hybrid meetings continue to rise in popularity, be sure to allot enough time for the interactive elements of the presentation. Consider audience involvement and visuals during rehearsals.
  • What happens after the speaker’s presentation? To help the speaker conclude with a smooth transition into the next segment of the meeting, remember to describe the closing sequence.
  • Provide feedback. Talk to your audience and provide your speaker with feedback – this can only help to improve future sessions!

Do you have any success tips or prep steps to a seamless presentation? Let us know in the comments!