How to Prepare Your Speakers for a Corporate Virtual Event

Corporate virtual events give your company’s executives an enormous advantage over in-person events. Virtual is a more efficient and cost-effective way for your speakers to connect with a large audience. With the right technology, this can be done in immersive ways that can liberate a speaker from the predictable world of bullet points and stock photos. And yet the virtual format is like any event: a successful presentation requires preparation, including an understanding of the advantages and challenges of virtual. In this blog post, I am going to share some tips for ensuring your speakers shine at your next virtual event. I am also adding some insight for anyone who might need to convince a senior executive to fully embrace the virtual format. These views are based on my experience running the On-air by IDX team, which produces thousands of virtual events for leading brands.

When Your Executive Needs Convincing: Advantages of Virtual Events

Experienced speakers with virtual events need no reminder of how valuable the format can be. But what about a reluctant warrior or someone who is new to virtual and might need a little encouragement? I find it is useful to set the context with how a virtual event is going to deliver value for them and their organisation (which might resonate even more for executives in the C-suite):

• Wider reach: virtual events transcend geographical boundaries. Executives can present to a broader, more global audience without the limitations and expenses associated with in-person conferences.
• Cost-effective: travel costs, venue rentals, and logistical expenses are often significantly reduced with virtual platforms, making it a budget-friendly approach.
• Convenience and flexibility: virtual events mean no travel time for executives or attendees. Participants can tune in from anywhere, and presentations can often be recorded and offered on-demand, allowing for greater flexibility in accommodating time zones and schedules.
• Scalability: virtual events can easily accommodate a much larger audience than physical events with limited venue space.
• Data and analytics: good virtual platforms collect valuable data on attendee engagement and behaviour, providing actionable insights for future improvement and audience understanding. (This is one of the advantages of the IDX platform that On-air uses.)

I have often found it especially useful to play up the value of tracking attendee data. Many executives care about the measurable impact of their presentations. Virtual platforms can provide deeper insights into attendee demographics, interest areas, and their real-time engagement levels with the content. These insights are harder to acquire at physical events and can optimise future presentations to resonate better with their target audiences.

And, quite honestly, playing up wide reach appeals to their personal brands. Most executives I work with want to be heard, and they are at a place in their career where their company expects them to be brand ambassadors. Well-executed virtual presentations can showcase an executive’s thought leadership and industry insights. Virtual events can enhance an executive’s professional brand within their targeted industry or niche.

Level Setting on the Challenges

On the other side of the coin, I have also worked with speakers who mistake virtual events as “easy” because they do not have to travel to speak. All they need to do is be at their laptop or a studio that their event producer has set up for them and talk, right? Well, it is not that easy. There are some considerations to bear in mind, such as:

• Technical challenges: virtual events depend strongly on robust internet connections and the technological proficiency of presenters and audiences. Potential glitches and disruptions are an ever-present possibility.
• Limited networking: networking is still one of the main reasons people attend events. Virtual platforms try to replicate this, but often cannot match the serendipitous encounters and meaningful connections facilitated by in-person gatherings.
• Distractions: being in a home or office environment can lead to distractions for both the presenter and attendees. 
• Potential for less gravitas: some executives thrive on the energy of a live audience. This energy and stage presence can be harder to translate through a screen.

The challenges are surmountable! It is just that you, as an event producer, need to help your executive speaker prepare with eyes wide open to maximise the advantages. So, how can you help your executives prepare? Here are some tips:

Technical Setup

The following tips apply to when a speaker appears from a remote location (such as their homes or offices) as opposed to a professional studio. Our preference is always to use a studio setting that contains all the professional equipment required to pull off a great virtual event. But if this option is not available to you, then you most certainly want your speaker to be ready. Essentials include:

• Strong internet: a hardwired connection is best; strong Wi-Fi is the minimum. Have a backup internet or cellular hotspot ready in case of disruption. Every been on a Teams or Zoom meeting and see someone’s screen freeze up? You do not want that to happen to your speaker during a virtual event.
• Lighting: do not rely on the lighting in the room the speaker is using – that leaves too much to chance. Instead, invest in a simple ring light or professional lighting setup. Natural light is excellent, but it needs to be in front of the speaker, not behind.
• Sound: a quality headset or external microphone significantly improves audio. Test with the virtual platform ahead of time. We have all seen podcasts with the speakers wearing big headphones, right? If Adele can wear headphones on a podcast, your speaker can wear one too!
• Background: find a professional, uncluttered background. A simple backdrop (a blank wall or office bookshelf) works well. Details matter. For example, if your speaker is sitting in front of a bookshelf, make sure they are comfortable with the books they are showing and any family pictures or posters that may be part of the shot. Remember when a visible bottle of barbeque sauce distracted viewers from an important news announcement made by Meta CEO Mark Zuckerberg? It was funny, and Mark Zuckerberg reacted gracefully, but it was not ideal. If budget and timing allow, it is great to provide the speakers with a printed banner or other branding elements that create a connection with the theme of the event.
• Camera positioning: a webcam should be at eye level. Resist looking “down” at the screen during the presentation. Why? When the camera is at your eye level, you can more easily look straight into the lens. This simulates eye contact for the audience, making them feel more engaged and fostering a personal connection with the speaker.

Content and Delivery

This is where the difference between virtual and in-person can really matter. As noted, in a virtual environment, it is easier for the audience to be distracted. Speakers need to compensate for that. Here is how:

• Tailor for virtual: do not replicate an in-person speech. Tailor content to suit the virtual format -- shorter segments, increased visual aids, and more engagement prompts. To me, that is where speakers can really capitalise on the inherent attributes of virtual. For example, pre-recorded content can make a virtual presentation really pop. With virtual presentations, parts of the content can be pre-recorded alongside live portions like Q&A and closing calls to action. Pre-recording your event allows you to add interactive elements. It is important to engage with professional support to do these things well.
• Hook and energy: capture audience attention immediately with a strong opening hook (story, statistic, thought-provoking question). Maintain higher energy than in-person speeches to counter virtual fatigue.
• Eye contact: practice looking directly into the camera lens to simulate eye contact with the audience.
• Concise and compelling: practice to ensure the presentation fits the allotted time and maintains a dynamic pace.

Practice and Tech Rehearsals

• Full dress rehearsal: conduct at least one full presentation run-through under simulated event conditions, preferably on the same platform and equipment that will be used for the event.
• 30-minute pre-show: although your speakers will most often be busy professionals with demanding schedules, it is important to ask them to connect to the platform 30 minutes before the start of the live event. This will give you and your team enough time to run through final tech checks, troubleshoot any setup or connectivity issues, and review the logistics and flow while calming any pre-event jitters.
• Tech support: ensure an IT or event organiser (like IDX) is available during the event to handle any technical glitches.
• Contingency plans: develop clear back-up plans for potential technical issues to reduce potential speaker stress. No matter how much you prepare and troubleshoot in advance, glitches can still happen. If a speaker forgets to unmute themselves while speaking, the moderator can gently remind them to do so. Another great tip is for the tech team to prepare backup headshots for all speakers to display in case of connectivity issues. Help your speaker understand what could go wrong and what you will do about it.

Additional Tips

• Standing option: consider a setup that allows for standing as it encourages a more dynamic presence.
• Professional appearance: adhere to the dress code expectations for the event and project a polished image. Everyone works at home in their pyjamas from time to time, but unless the virtual event is a pyjama party, let’s keep things professional.
• Minimise distractions: silence electronic devices, close other applications, and find a quiet space free of interruptions. Seriously, check to make sure no one has any maintenance scheduled in your residence if you are speaking from home.

Learn More

Want to learn more? I invite you to download The Ultimate Guide to Corporate Virtual Events, which is based on the in-depth experiences of On-air by IDX. Learn more about On-air by IDX on our website.