A Rehearsal Guide for Speakers and Technical Teams
From presentation files to microphones: preparations that make speaker rehearsals more effective.
Collect files in advance
Decide which presentation formats you will accept and who should receive final updates. Open files containing video, audio or special fonts on the computer that will be used at the event. Organise the presentation order with clear file names. Use a single current folder so last-minute changes do not lead to an old version being shown by mistake.
Walk through the stage with the speaker
Check together where the speaker will enter, where they will stand and how they will see the screen. Let them try the microphone, presentation remote and timer. A seated panel needs a different arrangement from a standing presentation. Allow rehearsal time for the speaker to become comfortable with the setting as well as for equipment checks.
Clarify transitions with cues
Agree clear team cues for video playback, Q&A and the close. If the programme overruns, the event lead should decide which part to shorten. Make it clear who will inform the speaker if a technical issue occurs. Update the running order after rehearsal and ensure everyone involved with the stage has access to the same version.