Preparing to Speak at a Virtual Session

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As a speaker for a live stream or collaborative virtual session, you'll be able to focus on your presentation while the host manages the administrative aspects of the webinar. Review these instructions prior to your session to learn how to join, communicate with the host, and dazzle attendees with your stellar content. If you're a host, review these instructions instead.
NOTE: These instructions are for events using Cvent Video Conferencing and Cvent Video Player only.

Getting Ready for a Session

1 Download Zoom. Prior to your session, download the Zoom Client for Meetings on the device you will be using to present during the session. This ensures you have access to additional meeting controls that are not available within the browser version of Zoom. If you don't already have a Zoom account, you can sign up for a free one.

2 Test your internet connection. Your internet should have at least a 10 Mbps upload speed. There are plenty of sites you can use to test your internet speed.

Plug your computer directly into the router using an Ethernet cable. If that's not possible, move as close as you can to the router.

3 Practice makes perfect. Make sure your presentation is downloaded and saved to your computer. Do not share content from sharing sites that rely on the internet.

Prior to your session, run through your presentation and try to memorize as much as possible. Practice maintaining eye contact with the camera, and keep track of the time it takes you to get through all the material.


You'll also want to get comfortable with the meeting controls. You can start a test Zoom meeting and practice muting and unmuting your microphone, starting and stopping your video, and sharing your screen.

4 Get camera ready. Prior to your session, identify the location where you will complete your presentation. This should be a room free from distractions and with minimal echo. Use natural lighting to brighten the room when possible, and make sure your face is clearly visible. You can try sitting facing a window, or placing a lamp behind your webcam or to both sides. Make sure to move any clutter out of the frame.
NOTE: Virtual backgrounds are not recommended.

If a webcam looks better than your computer camera, use it. The camera should be positioned at eye level and you should be centered in the frame with the top of both shoulders visible. Keep your eyes in the top third of the frame. If you have notes or a script, keep the digital or printed document on a stand at eye level. Avoid moving too much, touching your face, and leaning forward into the camera.

Use a USB or headset microphone, if possible. A laptop microphone can work if necessary, but earbud microphones are not recommended. No matter which microphone type you choose, make sure it's adjusted and working correctly.
NOTE: Close all other apps and browser tabs, and turn off all extraneous notifications on your computer.

Not sure what to wear? Solid colors look best on camera. Avoid patterns, black, or white garments. 

Speaking at a Live Stream Session

1 Access the Live Stream session. The event planner will share this link with you via an email, if they haven't already. Wait to click the link until 10 minutes before your session's scheduled start time. When you click the link, you will join the session with speaker-specific interactivity features enabled.

Upon entering the session, test your audio and video to make sure they're working correctly.
NOTE: Upon entering the session, test your audio and video to make sure they're working correctly before the host starts the live stream.

2 Check in with the host. If your session is using Live Q&A, check-in with the host before the session begins to determine if they will send the current questions to you over chat, or if the host will say them aloud.

You can also use the time before the live stream starts to touch base with the host on any other session details you want to review.


3 Use the chat to communicate. You can use the in-meeting chat to communicate with the host during the webinar. This feature is not available to attendees, so they won't be able to see your messages.

4 Get your presentation ready to share. Once the host has started the live stream, you can begin presenting. While speaking, you can share your screen so attendees can see you and your presentation.
NOTE: Keep in mind that there will be a 15-second delay between what you say and what attendees see.

If your session is using Live Q&A, prompt attendees to submit questions throughout the session. That way, when you're ready to start answering questions, attendees have already had a chance to up-vote their favorites.

5 Replay your session video, if desired. 
If you're registered for the event, you can replay your session video by clicking the Attendee Website link on your event's website, in your registration confirmation email, or in other communications from the event planner. After logging in to the Attendee Website, navigate to your session's page and click Replay.
NOTE: This option will only be available if the event planner has set your session to be recorded and available to attendees on-demand after it has ended.

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Speaking at a Collaborative Session

1 Have your Speaker URL handy. The event planner will share this link with you via an email, if they haven't already. Wait to click the link until 10 minutes before your session's scheduled start time. 

Upon entering the session, test your audio and video to make sure they're working correctly.

2 Check in with the host. After joining the session, touch base with the host on any session administrative details you want to review.

Once the meeting is opened to attendees, the in-Zoom chat will share your messages with all current attendees by default.

3 Get your presentation ready to share. Once the session is open to attendees and the expected number of attendees have joined, you can begin presenting. Be sure to share your screen so attendees can see you and your presentation.


If your session is using Live Q&A in Attendee Hub, prompt attendees to submit questions throughout the session. That way, when you're ready to start answering questions, attendees have already had a chance to up-vote their favorites. 

4 Replay your session video, if desired. 
If you're registered for the event, you can replay your session video by clicking the Attendee Website link on your event's website, in your registration confirmation email, or in other communications from the event planner. After logging in to the Attendee Website, navigate to your session's page and click Replay.
NOTE: This option will only be available if the event planner has set your session to be recorded and available to attendees on-demand after it has ended.
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