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How can you create a stress-free environment for speakers to perform at their best?

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If you are organizing a conference, you want your speakers to deliver engaging and memorable presentations that inspire your audience. However, speaking in front of a large crowd can be stressful and nerve-wracking for many speakers, especially if they are not experienced or confident. How can you create a stress-free environment for speakers to perform at their best? Here are some tips to help you support your speakers and make them feel comfortable and prepared.

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Anna Nadeina

Head of Growth @saas.group, Host of the @saas.unbound podcast
Carol Voss

Higher Education Leader | Associate Dean of Manufacturing, Construction & Transportation (MCT) Pathway at MATC
Haardik Shah

Summits & Forums | Delegate Relations | B2B Global Networking #summits, #conference #exhibition, #b2bbusiness…

1 Choose the right speakers

One of the most important steps in creating a stress-free environment for speakers is to choose the right speakers for your conference. You want speakers who are knowledgeable, passionate, and relevant to your topic and audience. You also want speakers who have good communication skills, charisma, and professionalism. Do some research on their background, previous talks, and feedback from other organizers and attendees. You can also ask for referrals, recommendations, or testimonials from your network or industry experts.

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Haardik Shah

Summits & Forums | Delegate Relations | B2B Global Networking #summits, #conference #exhibition, #b2bbusiness, #physicalevents, #b2bmarketingstrategy, and #internationalbusiness
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Clear Communication: Provide clear guidelines and expectations in advance. Communicate details about the venue, audience, time frame, and technical setup to the speakers. Keep them updated on any changes promptly. Pre-Event Briefing: Host a pre-event briefing session or call to walk speakers through the event flow, agenda, and logistics. Address any concerns they might have and offer support. Tech Rehearsals: If the event involves technical aspects like AV equipment or slides, conduct tech rehearsals to ensure everything works smoothly. Familiarize speakers with the equipment and troubleshoot any issues beforehand.

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2 Communicate clearly and frequently

Another key step in creating a stress-free environment for speakers is to communicate clearly and frequently with them. You want to establish a rapport and trust with your speakers, and make sure they have all the information and resources they need to prepare and deliver their presentations. You should communicate with them about the conference theme, objectives, agenda, format, audience, expectations, deadlines, logistics, and technical requirements. You should also provide them with feedback, guidance, and support throughout the process, and answer any questions or concerns they may have.

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Anna Nadeina

Head of Growth @saas.group, Host of the @saas.unbound podcast
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Communication is crucial for the podcast. Here's what I do to make sure we have the best experience doing the episode: 1. Email, explaining what the podcast is, the audience, best-performing episodes and topics, and possible angles and narratives we can explore. 2. Intro call, where we narrow down the points to discuss, go through the technical side of the show and book the slot for the recording. 3. Follow-up email, where I write down everything we've discussed. 4. In the studio, I usually ask if there's anything they don't want to talk about and also remind them to feel free to not answer or ask to move on to the next question if anything is uncomfortable.

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3 Provide training and coaching

A third step in creating a stress-free environment for speakers is to provide training and coaching for them. You want to help your speakers improve their presentation skills, overcome their fears, and cope with any challenges or difficulties they may face. You can offer them training and coaching sessions on topics such as content development, storytelling, slide design, delivery, body language, voice, audience engagement, and Q&A. You can also connect them with mentors, peers, or experts who can give them advice, feedback, or encouragement.

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4 Create a comfortable and friendly atmosphere

A fourth step in creating a stress-free environment for speakers is to create a comfortable and friendly atmosphere for them. You want to make your speakers feel welcome, appreciated, and respected at your conference. You can do this by providing them with a comfortable and well-equipped speaker room where they can relax, rehearse, network, or access any amenities they may need. You can also introduce them to the staff, volunteers, sponsors, and other speakers, and show them appreciation and recognition for their contribution.

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Carol Voss

Higher Education Leader | Associate Dean of Manufacturing, Construction & Transportation (MCT) Pathway at MATC
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Treat them as honored guests - assign someone to be sure they have water at the podium, a comfortable place to center themselves before speaking, spare thumb drive, test their AV, give them itinerary in advance, connections to/from transport, a cell phone number to call and friendly face if they have questions, an on-site bag with pain relievers/band aids/safety pins/tums/pepto/tissue/mints/stain remover whatever they may need at the last minute.

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5 Handle any issues or emergencies

A fifth step in creating a stress-free environment for speakers is to handle any issues or emergencies that may arise during the conference. You want to be prepared and proactive in dealing with any problems or situations that may affect your speakers or their presentations. You can do this by having a backup plan, a contingency budget, and a crisis management team in place. You can also communicate with your speakers about any changes, delays, or cancellations, and offer them solutions, alternatives, or compensation.

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6 Solicit and share feedback

A sixth step in creating a stress-free environment for speakers is to solicit and share feedback with them. You want to help your speakers learn from their experience, celebrate their achievements, and improve their performance. You can do this by collecting feedback from the attendees, the organizers, and the speakers themselves, using surveys, polls, or interviews. You can also share the feedback with your speakers, highlighting their strengths, areas for improvement, and impact. You can also thank them for their participation, and invite them to future events or collaborations.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you create a stress-free environment for speakers to perform at their best?

1

2

3

4

5

6

7

1 Choose the right speakers

2 Communicate clearly and frequently

3 Provide training and coaching

4 Create a comfortable and friendly atmosphere

5 Handle any issues or emergencies

6 Solicit and share feedback

7 Here’s what else to consider

Conference Organization

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How can you create a stress-free environment for speakers to perform at their best?

1

2

3

4

5

6

7

1 Choose the right speakers

2 Communicate clearly and frequently

3 Provide training and coaching

4 Create a comfortable and friendly atmosphere

5 Handle any issues or emergencies

6 Solicit and share feedback

7 Here’s what else to consider

Conference Organization

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