Speaker Support: Everything You Need to Know
Guide
A well-planned and well-executed event should leave guests feeling excited and energized.
In your own planning process, you’re already aware how integral each part of the event is, from venue location and catering, to lighting and audio-visual equipment.
What about “speaker support?”
“Speaker support” is fairly self-explanatory and refers to ensuring that the speaker has the tools they require.
Speaker support is essential when planning large-scale corporate events.
To achieve this, it’s crucial to keep some key considerations in mind when providing speaker support for your next corporate event.
Set Clear Expectations
Before the event kicks off, it’s imperative to provide concise instructions and set clear expectations with the speaker. Effective communication is the foundation for a successful event. Provide your speakers with comprehensive information about the event’s goals, format, audience, and logistical details. This includes sharing a detailed agenda, a speaker guide, and a feedback form. Explain how you will stay in touch with them during the event, what equipment and support they will have, and how they can access audience feedback.
Provide Technical Support
Technical hiccups can be a speaker’s worst nightmare. Ensure your speakers have the technical equipment they need, such as laptops, projectors, and microphones. It’s vital to test this equipment well in advance to guarantee that it’s in perfect working order. If possible, assign a dedicated tech support person to each speaker to address any last-minute technical concerns promptly.
Offer Rehearsal Space
Encourage your speakers to rehearse their presentations ahead of time. This practice will help them deliver their speeches smoothly and confidently. Providing a rehearsal space that closely mirrors the event venue can be especially beneficial. Familiarity with the setting can reduce stress on the day of the event.
Provide Constructive Feedback
After the event, offer your speakers constructive feedback on their presentations. Be specific, honest, and balanced, highlighting their strengths and areas for improvement. Collect feedback from event attendees and share it with your speakers to help them further refine their skills.
Value Your Speakers
Appreciation is proven to go a long way! Show your speakers that you appreciate their participation and expertise. Offering them VIP treatment can go a long way in making them feel valued. Consider providing them with a dedicated green room, early access to the event venue, or a thoughtful gift basket as tokens of your gratitude. Our team can arrange it all.
Provide the Right Equipment
When it comes to hosting a successful corporate event, ensuring that your speakers are well-equipped with the right audio support is crucial. Whether it’s a high-stakes conference, all-hands meeting, or employee appreciation events for large companies, the quality of sound and the convenience of the equipment can significantly impact the overall experience for both the speakers and the audience. Your speaker may have their own favorite suggestions, but here’s a few from our own AV team:
Equipment Options
1: Hands-Free Options
Lavaliere Microphone (Lav Mic)
Example: Shure WL185 Lavalier Microphone
Description: Lavaliere microphones, often referred to as “Lav Mics,” are compact and hands-free options. They clip discreetly to the speaker’s clothing, making them an excellent choice for presenters who need to move freely on stage without being encumbered by a microphone in their hand.
Pros: Offers unobtrusive and clear audio, allowing the speaker to maintain a professional appearance and engage with the audience.
Cons: Limited to the range of motion allowed by the microphone’s cord.
Headset Microphone
Example: DPA 6066 CORE Omnidirectional Subminiature Headset Microphone
Description: Headset microphones are small, inconspicuous devices that wrap around the speaker’s head, positioning the microphone close to the mouth. They are ideal for speakers who require hands-free movement and an uninterrupted sound source.
Pros: Provides exceptional audio quality, is less sensitive to external noise, and allows for complete mobility.
Cons: May be visible on the speaker, which could affect the overall aesthetics.
2: Handheld Microphone
Example: Shure SM58 QLXD2 Wireless Mic
Description: Handheld microphones are the traditional go-to choice for many speakers. They are easy to handle, and the speaker has full control over when they want to engage with the audience by holding the microphone close to their mouth.
Pros: Familiar and easy to use, widely available, and offers a sense of control.
Cons: Requires the speaker to hold the microphone, limiting their freedom to gesture or interact with props.
3: Podium Microphone
Example: Shure MX412D/C 12-inch Cardioid Gooseneck Microphone
Description: Podium microphones are designed to be mounted on a podium or lectern, making them ideal for events with multiple speakers who will share a single speaking area. These microphones are stationary and can be adjusted for different speakers.
Pros: Great for conferences with various presenters, allows easy transition between speakers, and ensures consistent audio quality.
Cons: Speakers are limited to the podium area, and they lack the mobility provided by hands-free options.
4: Crowd Microphone
Example: Sennheiser MKE 600
Description: Crowd microphones are designed for live streaming and capturing ambient sounds from the audience. These microphones add depth to the listener’s experience, providing a more immersive feel to those watching remotely.
Pros: Enhances the virtual audience’s engagement and provides a unique perspective on the event.
Cons: Typically not used for amplifying the speaker’s voice, as they focus on capturing ambient sounds.
Choosing the Right Microphone – Subjective Rankings
Selecting the right microphone ultimately depends on the speaker’s comfort and the event’s specific requirements. While the subjective rankings may vary from person to person, here’s a general guideline:
Headset Mic: Ideal for dynamic speakers who need freedom of movement and clear audio.
Handheld Mic: A versatile choice suitable for most speakers, offering familiarity and control.
Lav Mic: Discreet and suitable for those who prefer an unobtrusive setup but have limited movement.
Podium Mic: Best for events with multiple speakers using a shared podium or lectern.
Crowd Mic: Primarily used for enhancing the virtual audience’s experience during live streams.
Further Speaker Support
Providing hands-on assistance and support for your speakers is vital. Here are a few extra tips on how you can assist your speakers:
Immediate Support
Assigning Speaker Management
Speaker management is responsible for communicating with the speakers and providing them support before, during, and after the event. This key member of the event planning team will ensure the speaker’s role goes without a hitch. Our own speaker management crew is there to ensure both you and your speakers’ experience is optimal.
The liaison should:
- Provide the speakers with a detailed agenda and guide before the event
- Schedule rehearsal time for each speaker
- Answer questions they may have
- Arrange technical support
- Assist speakers during the event
- Collect feedback after the event
Onboarding
Providing your speakers with a detailed onboarding packet outlining the things they’ll need to know before your event can aid in the planning process. By giving them everything they’ll need to know beforehand, their part in the event will be all the more successful.
This can include:
- Key information about the company, event, and/or audience
- Steps they’ll need to take, like submitting their presentation
- Some key points to hit during their presentation
FAQs
Giving a few examples of questions and answers that may be called out during the Q&A portion of the presentation can help give your speakers an idea of what to expect. By preparing them through this, they can anticipate certain questions and provide detailed, thoughtful answers.
Contingency Plans
Having contingency plans, and letting your speaker know what they are, is vital in the planning process. Backup plans are important to ensure your event goes smoothly. Contingency plans for your speakers could be having a backup in case of sickness. This part of the planning process ensures that, no matter the circumstance, your event will be perfect.
The Importance of Speaker Support
By offering speaker support, you can help make sure your corporate event is a resounding success. Speakers are an important part of many styles of events, and providing the right equipment, backup, and assistance will ensure their success. For further advice on speakers, see our article on choosing a speaker for your event.
Speaker support is key to a successful event and ranks as one of our top all hands meeting ideas. Our team has over 35 years of experience managing corporate events, including providing assistance to speakers. To get started planning your next event, fill out the form below. We’ll guarantee your event, and your speaker support, is ideal.
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