Briefing your speakers and reviewing presentation slides
In any kind of lecture or conference, no matter whether it is held face-to-face or online, it is important that speakers are well briefed about the topic they are expected to present about, about the audience, the language, the number of slides and the duration. This is specifically important as many speakers in healthcare are well versed to speak to a scientific or policy audience, but not to patients or patient advocates.
Online lectures and webinars add the additional complexity that speakers cannot use their audiovisual senses to know whether they are connecting with the audience, have the appropriate pace. In addition, poor audio, the lack of video, or poor video quality, as well as technical difficulties in advancing their presentations’ slides remotely can make a live online meeting very challenging.
This is why a good written briefing plus a technical test-run with each speaker prior to the online meeting or webinar recording is strongly advised. We are providing a speaker briefing template for a virtual meeting which you may adapt to your needs. We are attaching a speaker briefing template below, which you may adapt to your needs.
There are three ways to share presentation slides during an online meeting:
- you will share your screen with the speaker’s slides, and provide remote control to your speaker
- you will share your screen with the speaker’s slides, and you will advance the speaker’s slides (by speaker saying “next slide”, which will also be recorded)
- the speaker will share his/her screen during the presentation (which requires switch time for screen sharing, and technology beyond your control)
In case you are sharing your screen to present the remote speaker’s slides, make yourself and the speaker familiar with how the slides can be remote controlled on your PC, unless you want to do it for the speaker. It is in any case recommended to use a second PC, so you have one PC for sharing the slides and the other PC to support participants, answer messages in the chat, mute participants, and so on. Remember to turn off messenger apps, email pop-up windows etc which otherwise may appear and be recorded during the webinar.
Please also consider that if you plan to record the meeting and provide the presentation as a recording to participants, you will need prior consent of the speaker to do so.