FREE CHECKLIST · REMOTE PRESENTERS

Remote presenter tech check

A remote presenter can look and sound almost as good as one in the room, with a little preparation. Send this checklist to each guest joining remotely, at least a week before the event. Then book a short test call to check it together.

Device

Use a laptop or desktop computer if you can. A phone or tablet is a backup.
Plug in the power. Video calls use a lot of battery.
Update your browser or the video call app a day or two before, not on the day.
Close other apps and browser tabs, especially anything that syncs files or plays video.
If your organisation’s computer blocks video calls, test on it early or use a personal device.

Internet

Use a wired (ethernet) connection if you can. It is far more stable than Wi-Fi.
If you must use Wi-Fi, sit close to the router, in the same room if possible.
Ask others in your home or office not to stream video or make large downloads during your session.
Avoid a VPN unless you need one. They can slow down video.
Have a mobile hotspot ready as a backup, if your phone plan allows it.

Camera and lighting

Raise your camera to eye level. Stack books under your laptop if you need to.
Sit about an arm’s length from the camera, with your head and shoulders in the frame.
Face a window or a lamp, so the light is in front of you. A window behind you will turn you into a silhouette.
Turn on a light in the room, even during the day, to keep your face evenly lit.
Wipe the camera lens.

Sound

Wear headphones or earbuds. It stops the event sound echoing back through your microphone.
Use a headset or a plug-in microphone if you have one. It will usually sound better than the built-in one.
Choose a quiet room with a closed door. Soft furnishings, like curtains and a rug, reduce echo.
Turn off fans, air conditioners and anything that hums, if you can.
Put pets somewhere they won’t interrupt, and let people around you know when you will be live.

Background and on screen

Choose a tidy, simple background. Check there is nothing private or confidential in view.
Avoid virtual backgrounds unless the production team asks for one. They can blur hands and hair.
Set your display name to your full name as you want it shown. For example, “Jane Citizen, CEO”.
Turn off notifications on your computer and put your phone on silent (not vibrate).
Close your email and messaging apps, in case you are asked to share your screen.

Test call and the day

Book a test call with the production team, from the same room, device and connection you will use on the day.
Test your slides if you will share them. Better still, send them in advance so the production team can play them.
Join on the day at the time the production team asks. Usually 30 to 60 minutes before your session.
Give the production team a mobile number they can call if the connection drops.
Keep your phone nearby, charged and on silent, as a backup way to join.
Have a glass of water within reach.

If your connection drops

Rejoin using the same link. The production team will be watching for you.
If you can’t get back in within a minute or two, call the number the production team gave you.
The host will keep things going on air, so take your time and don’t worry about the audience.

Want a hand with remote speakers at your event?

JPC plans and produces live streams, hybrid AGMs and member voting in Melbourne and across Australia. Talk to a producer about your event.

1800 527 737 · production@jasperpictures.com.au · livestreamvideo.com.au

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