The speaker briefing
Send it at least a week before the event, in one document or email.
- The audience: who they are, what they already know and what they came for.
- The brief: the topic, the one idea you want them to land and anything to avoid.
- The format: talk, interview, panel or Q and A, and exactly how many minutes they have.
- The run of show: who speaks before and after them, and how the handovers work.
- The tech: the link they use as a speaker, how to share slides and who to contact if something fails.
- The deadlines: when slides are due, the tech check time and the day-of call time.
The tech check
Book fifteen minutes with each speaker a few days before, on the same device, room and connection they will use on the day. Check the camera framing and light, the microphone, the internet connection, screen sharing and any video or audio they plan to play.
Have them join exactly the way they will join on the day. Speakers should join the meeting through the speaker or host link, not as a guest on the room page, so they can share their screen and be unmuted. Ask them to close other apps and turn off notifications.
Rehearse the moments that matter
You do not need to rehearse every word, but you should rehearse the transitions. Run the opening, each handover and the close at least once. Agree on a signal for running long, such as a private chat message, and a back-up plan if a speaker drops off.
If the event has a big moment, such as a reveal or an award, rehearse that too. Agree on who triggers what: in a BrandedRooms room, the host can fire confetti, applause or a fanfare with keys 1–5, and every guest on the room page sees it at the same time. Tell speakers it is coming so they pause and let the moment land.
On the day
Bring every speaker in thirty minutes before the doors open. Do a final sound and screen-share check, confirm the order and timings, and make sure each speaker knows when to unmute. Keep a private chat channel open between the producer and speakers throughout.
While speakers warm up, guests can wait in the branded lobby. When you are ready, start the meeting as host in your meeting app and press Start the room, so guests join together with speakers already in place and ready to go.
Coaching for camera
Online speaking is different from the stage. Share a few simple tips: look at the camera when making a key point, keep slides simple and large, speak a little slower than feels natural, pause for reactions that arrive a second late, and smile before you start talking. Remind them that the audience can see them before they speak, so they should be ready the moment they are introduced.
After the event
Thank speakers the same day, send them the replay and any guest questions they did not reach, and ask what would make it easier next time. Prepared speakers who had a good experience say yes to the next invitation.