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  • Mary Windham

Managing Remote Speakers the Right Way

From the Desk of Mary

Event Manager - Entrepreneur - Adventurer

We’ve all been there: we’ve found the perfect speaker for an event, but the travel expenses are just too expensive or the speaker has other commitments that prevent in-person attendance.

That alone could kill the opportunity, but thinking outside the box is the sign of an exceptional event planner!

With today’s mix of in-person, virtual, and hybrid events, your audience won’t think twice about a remote speaker! Bringing in a speaker via Zoom or other digital platforms offers flexibility and opens up a world of opportunities.

However, it may also present unique challenges, like audience engagement and creating a sense of connection. In this post, we'll explore some of the best ways for event planners to work with remote speakers and keep the audience engaged, making them feel like they’re truly part of the action.

Before the Event

Clear Communication: Establish open and clear lines of communication with your remote speakers. Ensure they are aware of the event format, objectives, and expectations.

Tech Rehearsals: Conduct tech rehearsals well in advance to address any technical issues. Ensure the speakers are comfortable with the platform and equipment they'll be using.

Event Day

Interactive Q&A: Plan interactive Q&A sessions where the audience can submit questions in real-time. Have a moderator field questions and engage in discussions with the remote speaker.

Live Polls and Surveys: Incorporate live polls and surveys to gather audience opinions and feedback during the presentation. This not only engages participants, but provides valuable insights.

Invest in Good Equipment: Encourage remote speakers to use quality microphones, cameras, and lighting setups. This enhances the overall experience and makes the speaker more engaging.

Stable Internet Connection: Ensure both the event host and speakers have reliable internet connections to prevent disruptions during the event.


Engaging Slides: Collaborate with remote speakers to create visually engaging slides with compelling visuals, charts, and graphics that support the presentation.

Storytelling: Encourage speakers to incorporate storytelling techniques into their presentations. Personal anecdotes and relatable stories can captivate the audience and create a sense of connection.


Live Host: Have a live host or moderator who can interact with the remote speaker and the audience, introducing the speaker, facilitating discussions, and maintaining engagement.

Live Chat: Enable a live chat feature where participants can ask questions, share thoughts, and engage with each other. Ensure the speaker or moderator monitors and responds to the chat as well.

Breakout Sessions: Include virtual breakout sessions or networking opportunities where attendees can connect with each other and the speaker in smaller, more intimate groups.

After the Event

Social Media Engagement: Encourage event participants to use event-specific hashtags and engage with the speaker on social media platforms, creating a sense of community.

Recording Access: Provide access to event recordings for attendees who may have missed the live session or want to revisit the content. Ensure the content remains accessible for a reasonable period.

Speaker Feedback: Collect feedback from attendees about the remote speaker's presentation and interaction. Use this feedback to improve future virtual events.

With these tips, you’re ready to create virtual events that engage and connect the audience with your speaker no matter where they are in the world. However, if the thought of a remote speaker has you thinking of canceling your event, we’re here to help! Contact Occasions, Inc today so we can help you plan your best in-person, hybrid, or remote event.


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