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 important to remember a few key points when supporting speakers at 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 communicate with them during the event. Describe the equipment and support they will have. Also, instruct your speakers on how to 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. Testing this equipment well in advance is vital 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. Even award-winning speakers need to rehearse before 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 will make your speakers feel valued. Think about giving them a special green room, early access to the event space, or a nice gift basket to show your thanks. Our team can arrange it all.
Provide the Right Equipment
To host a successful corporate event, it is important to provide your speakers with the right audio support. 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. These microphones clip easily to the speaker’s clothing. This makes them a great choice for presenters. They can move freely on stage without holding a microphone.
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 devices that fit around the speaker’s head. They place 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. This equipment is easy to use. The speaker can control when to engage with the audience by holding the microphone close.
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 made to be placed on a podium or lectern. They are perfect for events with many speakers using the same speaking area. These stationary microphones are adjustable 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 lack 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
Giving your speakers a clear onboarding packet can help them prepare for your event. This packet should include important information they need to know. Giving them everything they’ll need to know beforehand will make their part in the event 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
Providing some examples of questions and answers for the Q&A part of the presentation can help your speakers know what to expect. By preparing them through this, they can anticipate certain questions and provide detailed, thoughtful answers.
Support for Speakers at a Conference
Our event organizers want to say that conference speakers might have different or extra needs to do their job. Ensuring the audio and visual (like the projection screen below) are perfect is crucial to managing these event speakers. The conference organizers will time the speaker’s presentation, so timekeeping is critical for conference speakers.
You should arrange the speaker’s transportation to the venue ahead of time. Ensuring that the speaker checks in and orients properly before the conference is also vital. The speaker should have time during rehearsals to become familiar with the presentation room. So, too, should they have a chance to go over your conference timeline to stay on track.
How to Introduce Speakers at an Event
Introducing the guest speaker for your event may seem daunting. In actuality, we can break it down into the most important aspects.
- Take the time to get to know your speaker and their background
- Give yourself plenty of chances to rehearse with them
- Start strong, be enthusiastic, and build the audience’s anticipation while also keeping things concise
- Be sure you get the facts of your speaker correct as well as the pronunciation of their name
- End with a strong finish before you hand off the stage
In doing these things, you will introduce your speaker with a strong launch.
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.
How to Keep Event Speakers Happy
Making your keynote speakers and inspirational speakers for corporate events happy means providing them with a good setup and plenty of onboarding. Walking your speaker through their session, giving plenty of rehearsal time, and ensuring their equipment is top-notch goes a long way. This will help your speaker effectively give their presentation and make them feel seen and appreciated.
As mentioned earlier, including VIP access to your speaker will make them feel appreciated. Offering cool ice water, snacks, and other refreshments in the green room is another way to show your thanks.
Being punctual, communicating effectively, setting clear expectations, and keeping your speaker in the loop are crucial. Giving them comfortable accommodations, on-site support, and encouraging audience participation also support your speaker.
Don’t forget to send a thank-you note or gift basket during your post-event feedback! Consider also thanking them publicly on social media to promote their work and foster networking. You’ll make a great first impression on your speaker. Happy speakers mean a potential speaker for future events.
The Importance of Speaker Support
By offering speaker support, you can help make sure your corporate event is a resounding success. A good speaker plays a key role in any event. Providing the right equipment and support will help them succeed. For further advice on speakers, see our article on how to find speakers for your event.
Speaker support is vital to a successful event and ranks as one of our top all hands meeting ideas. Our team has nearly 40 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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