Want to Present Virtually? Why, When and How for Successful Video Conferencing

GP from Iowa writes:

I’d like to work with more societies and study clubs, however, I’m finding that their budgets tend to be significantly lower than my honorarium. Other than leaning on sponsorship assistance, do you have suggestions for speakers who would love to capture these opportunities?

Dear GP:

Great question!  When connecting speakers with meeting planners through Dental Speakers Bureau, I suggest virtual presentations as an option frequently.

Why Virtual?

When an organization’s budget is limited and/or the event is not local, virtual presentations give planners the opportunity to bring in an experienced key opinion leader that budget or other circumstances would typically preclude . The organization’s members gain access to high level, exceptional content from thought leaders across the nation with this option   This also positions the speaker as an expert to a group they otherwise would not have had exposure to.  Win win win.

When to Go Virtual

Virtual presentations tend to be best for short meetings (up to 1.5 hours). They can be utilized for longer presentations. In either case, you’ll need to work with a room host who can facilitate and ensure all of the “in room” needs are taken care of.  You’ll want to have communicated with your host prior to the event and talked through your agenda, when to take breaks, your plan to get everyone back from the break, etc.

How to Facilitate a Virtual Presentation

Start with determining your video communications platform. I highly recommend ZOOM because it is robust while also being low cost. Check out the features and pricing HERE.   (Other popular platforms are GoToMeeting or GoToWebinar, Skype, Join.me, etc.)

If the speaker already has access to a video conferencing platform, they can make it easier for the meeting organizer by offering to host the video conference. Otherwise, it would be the responsibility of the meeting to host and facilitate the video conference.

Detailed instructions for video conferencing can be found on the website of your video conference provider.

Be sure to discuss all of these details with the planner and set aside time to TEST your connectivity and the functionality of the video conferencing platform during a practice run well in advance of your event.

Day Of the Presentation

On the day of the event, the laptop should be connected to the projector as usually is done for projection of Power Point or Keynote slides. Once the meeting organizer and speaker have connected through the agreed upon video conference platform, the speaker’s image (and/or slideshow) will be projected to the screen in the room through the projector. The laptop in the meeting room should be turned to face the attendees.  Ensure that both webcams are active. This allows the presenter the opportunity to view the audience, as well, and more easily interact.


And, If That’s Not Enough to Get You on the Bus…

In today’s highly “video”-related culture, most speakers/consultants will benefit from having a go-to video conferencing option, not only for virtual speaking presentations but also for the day-to-day client communications where seeing each other eye to eye or sharing a screen would bring great value. It really is the next best thing to being there.  Additionally, having access to this type of platform will ease your creation of webinars, online CE programs, Facebook LIVE videos, etc.

If you’re already utilizing a video conferencing platform that you recommend, or would like to share your challenges or tips we’d love to hear from you!

Feel free to email me with any questions:  info@TheDentalSpeaker.comHappy Virtual Presenting!



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