Start with the audience and outcome
Confirm who is attending, why the keynote is part of the programme and what should happen afterwards. Establish whether participants join separately or watch in local groups. Decide which time zones need live access and whether a repeat session or replay is appropriate.
Name one event owner who can make decisions and one technical contact who can handle delivery. Those may be the same person for a small event, but the responsibilities still need to be clear.
Before you book
- Choose a topic and a specific audience outcome.
- Confirm the date, time zone and place in the programme.
- Agree the scope, quote and recording requirements.
- Check platform compatibility and accessibility needs.
- Decide who handles attendee communications and moderation.
Build a running order
| Illustrative 60-minute slot | Purpose |
|---|---|
| 0–5 minutes | Host welcomes the audience, explains participation and introduces the speaker. |
| 5–35 minutes | Keynote with agreed audience reflection or interaction. |
| 35–50 minutes | Moderated questions linked to the brief. |
| 50–60 minutes | Host draws together the next steps and closes. |
This is a planning example, not a standard duration or a promise of a particular speaker’s format. Agree the allocation with the speaker and allow for transitions.
Rehearse the actual setup
Use the account permissions, devices and presentation method intended for the event. Check sound, lighting, slide legibility, captions, speaker handovers and how questions reach the moderator. If the audience watches in rooms, test a representative room setup too.
Agree a fallback channel between the organiser and speaker. Decide what the host will say and do if the speaker disconnects. A backup asset is useful only if its use has been agreed and someone can play it.
Make access part of the brief
Ask about access requirements early. Consider captions, accessible supporting material and verbal descriptions of important visual information. Provide joining instructions in good time and tell participants how to request support.
For detailed guidance, consult the W3C guide to accessible presentations. Confirm the available features with your chosen platform and production team.
After the session
Send the agreed follow-up and replay information, if applicable. Ask whether the session met the outcome in the brief, rather than measuring satisfaction alone. Record practical lessons for the next event and make sure internal commitments have an owner.
A preparation sequence with clear owners
| Stage | Decision or task | Owner to name |
|---|---|---|
| Before approaching speakers | Audience, central question, date, slot and speaker budget. | Event sponsor. |
| Before confirming the contribution | Speaker fee, format, preparation and any replay permission. | Organiser and speaker representative. |
| Before the rehearsal | Running order, platform access, materials and question route. | Host and technical contact. |
| At the rehearsal | Test handovers, attendee view and fallback. | All people who operate the live session. |
| Before opening the event | Check the correct link, speaker presence and ready signal. | Event lead. |
| Afterwards | Share agreed materials and review the original objective. | Named follow-up owner. |
This is a sequence, not a universal booking timetable. Start early enough for the actual speaker, approvals and preparation involved. If time is short, simplify the contribution and confirm essential decisions first rather than pretending the full process has happened.
Brief the host as carefully as the speaker
The host needs a concise introduction that connects the speaker to the event’s question. A long biography can use up time without helping the audience understand why they should listen. Agree pronunciation, the handover phrase and whether the speaker or operator controls the first visual.
During the talk, the host should know how to relay questions, signal timing and contact the operator privately. At the close, the host should distinguish the speaker’s key idea from the organisation’s next action. Those responsibilities should appear in the running order.
Rehearse a failure, not just a perfect opening
Ask what the audience will see if the speaker disconnects. The host might recap the last idea, take a prepared reflection or explain a short pause. The operator and speaker need a private contact route and an agreed way back into the session.
If a video does not play, can the speaker explain the point without it? If polling is unavailable, can people reflect privately? If the session starts late, which optional portion will be shortened? These decisions are easier before the audience is waiting. Use the technical rehearsal checklist to record the agreed fallback.