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Cornell University

Conference and Event Services

Tips for Virtual Event Presenters

As a presenter of a virtual event, you want to make sure that you are prepared and set for success. The tips that follow will help guide you through all stages of preparing for a successful event.

Webinar Tips  

  • You can create templates in the scheduling page in Zoom Webinar that you can reuse for certain types of meetings  
  • Setting the duration doesn’t mean that it stops you at the end time you set  
  • There are options to make the meeting/webinar recurring  
  • Zoom Webinar allows you to create a password and have a registration site accessible to invited guests only  
    • Cornell recommends using a password protected forum if the participants are known to the hosts  
    • If not all participants are personally known, and the presentation involves a public forum, Cornell recommends not using a password  
  • Enable participants use of computer audio and phone audio in case their video/computer audio disconnects  
  • “Practice Session” setting allows you to run through the webinar before it starts using the same Zoom ID  
  • You can invite panelists to speak once the registration link has been sent by putting in their name and email   

Preparations for Meeting/Webinar   

  • Create and review an agenda to include  
    • Key talking points  
    • Meeting structure (when and how long to discuss topic)  
    • Team members/teams in attendance and what they are presenting  
    • Any relevant documents, files, research   
  • What you wear matters - Forgo stripes, busy patterns, and colors that match your background. Opt for solid shirts and blouses that contrast in color to your background  
  • Have the notes positioned near the camera to refrain from looking down    

Finding the Best Spot for Meeting/Webinar    

  • Find a quiet space and be sure it will remain quiet  
  • It is ideal if the space has a door    
  • Set up in front of a solid wall or use a simple virtual background    
  • Have a light source in front of you, not directly above or behind    
  • Notify family members or co-workers that you’re presenting and should not be disturbed
  • Have someone watch the family pets in a different room    

Technology    

  • Check internet connection; a wired connection is best 
  • Practice sharing a presentation screen with others  
  • Use a set of earbuds with a microphone while presenting for the best audio for all 
  • Check that the microphone is working and that the audio is clear    
  • Position the camera so that it is at eye-level    
  • Silence cell phones and landline phones 
  • Silence or turn off computer notifications    
  • Have a backup plan  

During the Meeting/Webinar  

  • Join the webinar early    
  • Speak clearly    
  • Mute yourself when not speaking    
  • Eliminate distractions (be sure not to stare at your cellphone while others are speaking) and do not interrupt other people when they’re talking)  
  • Alert attendees that the session is being recorded   
  • Utilize more than one host in case something happens to the host computer  

To Close the Meeting  

  • Point out any takeaways, action items, or deliverables to the team based on conversation and who’s responsible