--- title: "Confidently Onto the Virtual Stage: The Ultimate Guide for Your Speaker Briefing" subtitle: "With checklists and practical tips: How to perfectly prepare yourself and your guest speakers to shine live." description: "Unprepared speakers kill live events. The complete webcast briefing guide: tech checks, etiquette tips & a ready-to-share checklist for your presenters." author: "Mandi Schmeckebier" publishedAt: "2026-01-25" updatedAt: "2026-06-23" category: "Webcast Production" --- 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 (moirΓ© 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. :::callout ## πŸ“‹ The Detailed Speaker Checklist *Copy this guide as a working basis for your guest speakers:* **Preparation (at least 24h before)** ☐ **Hardware:** Provide laptop/PC (no tablet/smartphone) and a wired headset. ☐ **Software:** Update Google Chrome, Firefox, or Edge. ☐ **Content:** Upload presentation as 16:9 PDF (no animations) and videos as mp4. ☐ **Branding:** Overlays/lower thirds generated and uploaded in the system? **Event Day Setup** ☐ **Environment:** Quiet room, neutral background, phone on silent. ☐ **Light:** Natural light from the front, no window at the back. ☐ **Position:** Camera at eye level (Tip: books under the laptop). ☐ **Software Check:** Close Teams, Zoom, Skype, and all unnecessary browser tabs. ☐ **Connection:** Connected via LAN cable. No parallel up-/downloads in the household. **Shortly Before Start (20 min before)** ☐ **Login:** Logged in on time and performed final audio/video check. ☐ **Settings:** Background and sources finally set via the 3-dot menu in the tool. ☐ **Chat:** Moderator chat in the backend opened for internal info. **During the Live Stream** ☐ **Microphone:** Mute when not speaking (prevents camera jumps). ☐ **Focus:** Look directly into the camera and smile. ☐ **Presentation:** Only control your own slides – the slides are live! **πŸ†˜ Emergency First Aid** ☐ **The "Universal Fix":** If audio or video stutters, close your browser and log in again immediately. ☐ **Moderator Chat:** Always keep an eye on the internal moderator chat in the tool for instructions from your team. ☐ **Hardware Check:** Are all cables plugged in? Is your microphone physically muted on the device itself? ☐**Don't Panic:** Stay calm, smile, and wait for a signal from your team. Confidence is more important than perfection. :::