A remote speaker can make or break a live event. Great content falls flat if the audio cuts out or the lighting makes them hard to see. The good news is most problems are easy to avoid with some simple prep.
Here’s how to prepare remote speakers properly, so they show up looking and sounding their best.
Why Remote Speaker Prep Matters
Audiences forgive a lot, but poor audio or a frozen screen breaks their attention fast. Preparing remote speakers ahead of time protects the whole event from these avoidable hiccups.
Test Their Internet Connection Early
Don’t wait until the day of the event to check a speaker’s Internet connection. Ask them to run a speed test beforehand, and if possible, suggest a wired connection instead of relying on WiFi.
A wired connection is far more stable, and it removes one of the biggest risk factors for remote speakers.
Check Camera Framing and Lighting
Ask your speaker to sit facing a window or lamp, not with a light source behind them. Backlighting makes faces dark and hard to see, which looks unprofessional no matter how good the content is.
Framing matters too. The camera should sit at eye level, with the speaker centred and not too close or too far from the lens.
Confirm Audio Quality
Audio matters more than video for most viewers. A basic headset or external microphone beats a laptop’s built in mic every time. Even a simple pair of earphones with a mic makes a noticeable difference.
Ask speakers to find a quiet room too, away from noisy appliances, open windows, or family members walking through mid sentence.
Run a Technical Rehearsal
A short rehearsal call before the actual event catches most problems early. This is the moment to check their camera, audio, lighting and Internet connection all together, not separately.
It also gives the speaker a chance to get comfortable with whatever platform they’ll be presenting on.
Speaker Prep Checklist
Here’s a simple table you can send directly to remote speakers ahead of time.
| Item | What to Check |
|---|---|
| Internet connection | Wired preferred, test speed beforehand |
| Lighting | Face the light source, avoid backlighting |
| Camera position | Eye level, centred framing |
| Audio | External mic or headset, quiet room |
| Rehearsal | Full run through before the live event |
What Organisers Should Provide
Preparing remote speakers isn’t only their responsibility. Organisers should send clear joining instructions, a rehearsal time slot, and a direct contact number in case something goes wrong on the day.
It also helps to explain the run of show, so speakers know exactly when they’re expected to come online and speak.
Common Mistakes to Avoid
One frequent issue is assuming speakers already know how to use the platform. Not everyone is comfortable with unmuting, screen sharing, or waiting room features, so a quick walkthrough helps a lot.
Another mistake is skipping rehearsal because a speaker seems tech savvy. Even confident presenters benefit from a run through, since technical issues often show up unexpectedly.
Final Thoughts on Preparing Remote Speakers
A little preparation goes a long way. Checking Internet connection, lighting, camera framing and audio ahead of time keeps your live event running smoothly.
If you’d like help briefing your speakers properly, get in touch and we’ll walk you through it.
- A person presenting to a webcam from a home office with good natural lighting and a professional backdrop, photorealistic style, no text, 3:2 aspect ratio.
- Close up of a desk setup with a microphone, headset, and laptop showing a video call in progress, photorealistic style, no text, 3:2 aspect ratio.
- A split screen style scene showing a remote speaker on a laptop screen next to an in person host in a studio, photorealistic style, no text, 3:2 aspect ratio.