Confidently Onto the Virtual Stage: The Ultimate Guide for Your Speaker Briefing

A webcast is like a live television broadcast: it thrives on the energy of the speakers and seamless technology. A professional briefing is not a tedious extra task; it is the safety net for everyone involved. Guest speakers, especially those who are not in front of a camera every day, need clear guidelines to feel secure and appear confident .

This guide will help you optimally prepare yourself and your guest speakers.

1. The Schedule: Security Through Lead Time

A smooth process begins days before the actual event. We recommend the following rhythm:

• 4–5 days before: Send access data to all speakers and background assistants. This gives everyone the chance to log in at their leisure and familiarize themselves with the platform.
• 1–2 days before: A joint technical check and training session (approx. 60 min). Here, you discuss the flow and go through the handovers between speakers.
• 24 hours before: Final presentations (16:9 PDF) and videos (mp4) should be uploaded by now. This avoids unnecessary stress shortly before the start.
• 20 minutes before start: The "Warm-up" login. All speakers gather in the virtual backstage area for a final audio and video check.

2. Technical Foundations: Hardware & Browser

The best story loses its impact if the sound stutters or the picture is blurry.

• The Device: Use a laptop or PC. Experience shows that a smartphone or tablet is not practical for speakers because you need to keep an eye on slides, chat, and questions simultaneously alongside your presentation.
• The Browser: Use the latest versions of Google Chrome, Mozilla Firefox, or Microsoft Edge.
• Internet Connection: A stable line of at least 1.5 Mbit/s is mandatory. A LAN cable is always more secure than Wi-Fi. Close all unnecessary tabs and applications.
• Important for Home Office Speakers: Ensure that roommates or family members on the same network do not perform large up- or downloads (e.g., streaming or gaming) during your session.
• Audio Quality: A wired headset is the most secure choice to avoid echoes. Bluetooth headphones are possible but are experience-proven to be more error-prone.

3. Visuals & Etiquette: Lights, Camera, Action!

You don’t need a studio setup to look professional. A few simple tricks are enough:

• Lighting & Environment: Use natural light from the front. Never sit with your back to a window. Find a quiet room and inform others that you must be undisturbed.
• Camera Height: The camera lens should be at eye level. Tip: Place your laptop on a stack of books.
• The 3-Dot Menu: Under your video image in the tool, you can use the three small dots to adjust your background or change the source for the microphone/camera if necessary.
• Clothing: Wear plain, non-white clothing. Avoid fine stripes or checks, as these can flicker in the image (moiré effect).
• Eye Contact: Look directly into the camera, not just at the screen. This builds a real connection with the audience. Don't forget to smile!

4. Organization & Live Behavior

A smooth process requires clear roles and discipline during the stream.

• Overlays & Lower Thirds: If overlays or lower thirds have been prepared and uploaded, determine who will activate them. This is done via a click in the menu on the left side.
• Mute Rule: Mute yourself when you are not speaking. Since webcams are often audio-activated, loud noises in your room could cause the camera to jump to you unintentionally.
• Slide Discipline: Only click through the slides when you are actually presenting. The slides are live for all viewers!
• Moderator Chat: Always keep an eye on the internal chat in the backend. This is where the team communicates invisibly to the participants.
• Q&A Preparation: Prepare 2-3 backup questions in case the audience is initially hesitant.

5. First Aid: When Technology Falters

Even the best technology is not infallible: minor mishaps are simply part of the live character. The audience is usually very forgiving if you handle it confidently. Stay calm and do not panic.

• The Universal Fix: If audio or video stutters, close the browser and log in again immediately. If that doesn't help, restart the computer.
• Prevention: Restart your computer before the webcast , avoid updates "just before live," and deactivate automatic updates during the session.