This question follows on from previous questions about conference organization, and it is more significant than it might seem at first. The format of the presentation and the experience for both the speaker and the audience can greatly differ if a live stream is involved.
Why is this important?
Sometimes presenters assume that they are only speaking to the people in the room, but they later discover that their presentation is also being streamed live – either to other rooms, hotel lobbies, or even online. In such cases, the speaker must consider not only the audience in the room but also those watching remotely, whose reactions they cannot directly gauge.
Key details I need to know
When preparing for a live-streamed presentation, there are several crucial aspects I need to clarify:
- Will both video and audio be streamed, or just audio?
If only the audio is being streamed, I need to make sure my descriptions are precise enough for those who can hear me but cannot see the visual elements on my slides. - Will the stream be broadcast to other rooms or areas outside the venue?
Knowing if the presentation is being broadcast to other rooms helps me adjust my approach – I need to ensure that my message is clear and engaging for those watching on screens, who may not get the same experience as those present in the room. - Will people be able to follow what I am pointing to on the slides?
If the audience cannot see the laser pointer I am using to highlight parts of my presentation, I need to use a presenter tool that projects a visible marker (e.g., a dot or circle) on the screen for everyone to see, regardless of whether they are in the room or watching remotely.
Challenges with live streaming
One of the main challenges with live streaming is that I have to adapt my presentation for different groups of people:
- The audience in the room – I have direct visual contact with them, and I can adjust my delivery based on their reactions and level of engagement.
- The audience in larger rooms or additional spaces – They are watching me on a big screen, which means the presentation dynamics change. I need to be more deliberate with my gestures and facial expressions to ensure the message is conveyed effectively.
- The audience watching remotely – They might be in their hotel rooms or lobbies, following the presentation through a stream. These viewers do not have the same level of interaction as those in the room, and often rely on recordings, which may mean they never fully engage with the presentation.
My approach
When I know my presentation will be streamed live or recorded, I make an effort to address the camera directly at times, so that the remote audience feels included. This helps create a sense of connection, even if they are not physically present.
If I am using a pointer to indicate something on my slides, I ensure that it is visible in the stream. Instead of a classic laser pointer, which only the live audience can see, I use a presenter tool (Logitech Spotlight, the one on the right) that highlights areas on the screen for everyone watching, regardless of their location. Small adjustments like this can greatly improve the experience for everyone.
Lately, I’ve been refusing to allow recordings of my workshops that last several hours. Why is that? Because I design those workshops specifically for the audience in front of me, who ask questions and actively participate in the session. People watching a live stream can also be active, and I often conduct workshops in this way, but those watching a recording can’t be as actively involved or fully experience the workshop. That’s why I don’t record such sessions; instead, I prepare a different version of the workshop for those behind the screen, using a different approach to delivering the content. However, these workshops aren’t intended for in-person attendees.
What if the organizer doesn’t know the answer?
If the organizer cannot provide these details well in advance, it can create challenges for both the presenter and the audience. It is crucial that organizers communicate whether the presentation will be streamed, and if so, provide relevant technical details, such as the type of broadcast and any limitations. Without this information, the risk of technical issues increases, which can negatively affect the quality of the presentation and the overall audience experience.
In summary
Clear communication about whether a presentation will be live streamed is essential. It allows the speaker to prepare appropriately and helps ensure that the message reaches everyone effectively, regardless of where they are watching from.
When someone invites me to be the lecturer at their conference, they usually get a list of questions from me first. Questions that help me prepare myself for the lecture and to create the unique experience for the audience.
At first, these questions cause panic and fear among the organizers, but they soon realize these questions can help them prepare themselves better for the organization of the conference.