ReadyTalk

Meet with Confidence

Stage IV: Speakers

Posted by Mike McKinnon on
Share this Post:

istock_000002126461xsmall.jpg The fourth installment of conducting successful web conferences is about working with your speaker. Finding a great speaker and working with them to organize the presentation can be the most challenging aspect of planning a web seminar. After you have confirmed that the speaker will be available for your web seminar, the checklist below will help ensure that you stay on target.


  • Kick off Call: All speakers must attend this initial call which you will use to review the event and determine who will be presenting what if there is more than one speaker. In the kick-off call, make sure you cover:



    • Schedules and Deadlines: This includes presentations, rehearsals, technology training and pre-event call.

    • Promotional items: Pictures, bios, titles and logos.
    • Technology: What technology you will be using and the features that the speakers can use.

    • Presentation guidelines: Tips on keeping the presentation concise and exciting.



  • Technology Training: Your vendor should thoroughly train speakers who are unfamiliar with the technology you plan to use.

  • Presentations: Drafts should be turned in one week before the event, with final slides and supporting materials completed no later than two days before the event. Also, make sure to submit the presentation to technology vendor as well.
  • Rehearsal: Conduct a dry run one week before the live event so you will have time to make the necessary changes.
  • Touch-base Call: This is held two hours before the actual event. This is an important call to get everyone on the same page and make sure everyone is ready and calm.
  • Live Event: Dial in 30 minutes before the event to touch base with the operator. Your speakers and support staff should dial in 15 minutes before the event.
  • Debrief: Ask the operator to put you and the speakers into a sub-conference after the event is over so you can debrief while the event is still fresh in your mind.




Finally, here are some general tips for working with speakers:

  • Get all of their contact information because you never know when you will need to contact them.
  • Get to know the speaker's assistants.
  • Find out if anyone is techno-phobic so you can pay them special attention.
  • Get to know the group dynamic such as who is in charge and any areas of sensitivity.

Stay tuned for the final installment of Conducting Successful Web Seminars when I talk aboutyour contingency plans.

[tags]web conferencing, web seminar, speakers [/tags]


Comments for Stage IV: Speakers

blog comments powered by Disqus

Recent Posts

Does your tech company have what it takes to compete in the Colfax Relay?

Does your tech company have what it takes to compete in the Colfax Relay? Living a healthy lifestyle is an important part of the ReadyTalk culture. When we hire, we look for...

Mobile Optimization Explained

How to Better Market to a Mobile Audience Yesterday, we had the pleasure of sponsoring an AMA Webinar, “Conversion Optimization in a Multi-Device World.” Led by Chris Goward, CEO...

Try out ReadyTalk Video Lab for Your Next Meeting!

Ready to try something new? Check out ReadyTalk Video Lab, an experiential video conferencing and VoIP solution that's ideal for small, interactive meetings. We are asking...

Want One-Click Meetings?

Want One-Click Meetings?   Phone number. Access Code. #. Press *2. Pin number. #. Listen to recording of options. Meeting begins. The traditional method of starting a conference...

Love Your Mobile Phone? So do we.

Love Your Mobile Phone? So do we. You probably spend more time with your mobile phone than you do with your significant other. After all, it’s with you at work, your commute and at...

Stop. Collaborate and Listen.

Stop. Collaborate and Listen. ReadyTalk plays an important role for teams who want to collaborate during meetings. Unlike webinars with only one or two presenters, collaborative...

Meetings! Meetings! And More Meetings! How Much are They Really Costing You?

Are you running from meeting to meeting? Are there clear agendas, action items and decisions being made in all these meetings?  Do you even know why you were requested to attend?...

Technology Tools for Remote Workers

Technology Tools for Remote Workers Telecommuting, remote work and flex schedules are rising in popularity. On a recent webinar, Out of the Office: Tips and Best Practices for...

Improving Your Remote Work Experience

Improving Your Remote Work Experience Being a remote employee can be both rewarding and challenging. You’re often reliant on in-office colleagues to communicate important details,...