Setting Up a Successful Speaker Ready Room Using Speaker Ready System

Speaking to an audience, regardless of the size, can be stressful and intimidating for some.  As an event planner, you want to make sure your speakers feel as prepared and relaxed as possible to ensure a positive presentation experience and encourage them to participate in future events with your organization.  For this reason, it is recommended that event planners create an inviting space, such as a Speaker Ready Room, for all their speakers.   

Most events will set up a Speaker Ready Room to welcome their speakers and offer a dedicated space to practice and prepare.  A typical Speaker Ready Room offers the following:  

• Accessible computers to review and rehearse presentations  
• Audiovisual equipment used to manage the overall event  
• Support staff to assist speakers with specific questions  

Speaker Ready System and Speaker Ready Room

When event planners combine Speaker Ready System with their Speaker Ready Room, they amplify the professionalism and enhance the overall experience for their speakers.  With Speaker Ready System, speakers can review, update or upload their presentations up to the last minute and have confidence that the presentation will be up-to-date in the session room when they arrive. 

Here are a few tips for setting up an impressive Speaker Ready Room leveraging the Speaker Ready System that will WOW your speakers!  

1. Provide a place for your Controller (such as a table or desk) near the entrance of your Speaker Ready Room. This way, the System Operator can greet speakers as they enter and log them in to an available Workstation.

2. While each event's expectations regarding speaker engagement in the Speaker Ready Room can vary, we recommend setting up two Workstations per 100 speakers. For optimal flow within the Speaker Ready Room, we recommend placing 2 Workstations per 6–8-foot table.

3. Set up a Podium device in the Speaker Ready Room to provide your speakers with an area where they can practice and become familiar with how to launch their presentation in their session room. 

4. Print copies of our User Guides to place next to the Workstations and on the podiums in the session room. These guides provide helpful information for speakers on how to complete their tasks on these devices.

5. Have a few USB drives available for speakers to use to ensure they have an easy way to get their files off their own devices.