How to Contribute – A speaker guide

Thank you for agreeing to participate in a gasworld webinar. Below, you will find a speaker guide that you need to go over before the day of the event.

Speaker Information

Please prepare your webinar address in advance of the live event.

We will confirm the length of time you have to fill prior to the webinar and whether it will include Q&A.

The speaker’s responsibility is to deliver the content clear and concisely and answer any questions. All the practicalities are the responsibility of the organiser (gasworld).

Delivery

As with any type of presentation a clear and well-paced delivery is key. Speaking to a silent and invisible audience may feel a little strange, as you won’t be able to pick up on any of the usual clues from your audience that can help you gauge how a presentation is being received.

It is fine to pause but please keep in mind that a pause can seem much longer to a webinar audience than in a face to face session where the presenter is visually present.

Keep a close eye on the time. It can be easy to run over and not leave enough time for questions. This is essential to the smooth running of the webinar. We will let you know beforehand how much time you have.

Q&A

Sometime will be allocated at the end of the presentation for questions, we will let you know beforehand how you will deal with this.

At the end of your presentation, you may prompt the listeners by asking if there are any questions. If there are, the audience can type them into the chat function on the webinar site and you can read them from there yourself, or the organiser may read them to you. There may be a slight delay or lag here, please just be patient.

If you don’t know the answer or feel you are unable to answer a question, then make a note of it and agree to follow up after the presentation.

Rehearse

Good preparation is essential as it will support your confidence and your delivery. Ideally you should do this in the same environment that you will deliver the webinar on the day so that you can become aware of any potential distractions and take steps to minimise them.

You will also have the opportunity to conduct a test run of the webinar with the organiser to go through any technicalities.

Location

Early on, decide where you will deliver your webinar.

You will need a quiet space that is free from noise and disruption.
Is this at your office or at home?
Do you need to book a meeting room?

It’s helpful to switch off mobile phones, email alerts and home-phones to minimise distraction. Also, ensure that whatever is shown behind you on the webcam screen is neat, tidy and not distracting. For maximum impact, try to ensure a company-branded background.

Set Up

Please ensure there is a light set-up so the audience can see you clearly. Before the live event, make sure you have the best angle on the camera, so it’s not too low or not too high. Also make sure you are in a position that’s not too close to the camera, but close enough that the audience can hear you clearly.

Dress Code

It is preferable for the speaker to be dressed in business casual for the webinar.

IMPORTANT

IMPORTANT
No commercial messages or logos of any kind are permitted in any kind of presentation. Presenters may not promote, advertise, or distribute commercial materials during their webinars, unless part of a prearranged sponsorship package. This includes images of books or other products authored by the speaker; they may not appear anywhere in the presentations.

Checklist:
Things to do in advance of the webinar

Please make sure you have downloaded Skype (for personal use) and have a strong internet connection.

Check that you have suitable and working equipment or prepare to borrow some.

Agree with the organiser how you will communicate in case of technical issues (e.g. via e- mail, private chat facility)

Checklist:
Things to do on the day of the webinar

Please login to Skype at least 30 minutes before so we can test your connection and audio.
Turn any devices or telephones to silent mode to and keep them away from your computer to avoid interruptions and interference.
Close down any other windows open on your computer, making sure that nothing will pop up on your screen during your presentation.
If you are using your office or a meeting room to deliver the webinar, consider putting a notice on the door to ensure you’re not disturbed by colleagues.
Check that your webcam/speakers/microphone are all working.

Post Webinar

After the webinar, you may have to follow up on some questions that couldn’t be answered during the webinar Q&A and respond to questions participants send by email.