Phase 3 · Preparing the Speaker and Program
Speaker AV and Production Checklist
Before the keynote, the speaker and production team should test the microphone and presentation, agree on who controls the slides and review any audio, video or stage cues. What else needs checking depends on the program you booked. A speaker giving a straightforward talk and one using instruments or interactive elements will need different preparation.
Check the setup for this program
Use this list with your production contact and the speaker or their representative:
- Microphone: Tell production which microphone the speaker prefers, then have the speaker test it before presenting.
- Presentation and playback: Test the presentation and confirm how it will be played. Check whether the speaker needs to keep the deck on their own laptop.
- Slide control: Establish whether the speaker or an AV operator will advance the slides. If the speaker controls them, test that method.
- Audio, video and cues: If an operator runs any part of the presentation, have the speaker and operator review the show flow or cue sheet together.
- Stage setup: Give production the speaker's stage plot, if one is supplied, and confirm that they understand it. Sound-check instruments when the program uses them, and test or confirm any props and other equipment it requires.
- Handouts: Prepare and position them according to whether attendees will receive them before, during or after the presentation.
- Attire: Tell the speaker about the event's dress expectations in advance.
Make the operator handoff before showtime
Who controls the slides depends on the speaker, the program and your production setup. Once that is decided, introduce the speaker to the operator who will run the slides, audio or video. They should walk through the cues together. An operator seeing the deck for the first time just before the keynote cannot be expected to know every transition.
If your team needs the slide deck by a set date, tell the Mollie Plotkin Group early. Some speakers provide files only during event week or keep the deck on their laptop. We can raise your production deadline and clarify the speaker's policy. Presentation Deadlines, Slides and Content Policies covers that conversation and any plans to share the deck with attendees.
Check the parts that make this program different
An interactive keynote or performance may have its own stage plot, instruments, props or other requirements. Review those details for the specific program booked, then make sure the speaker and production team agree on how each part will work. What Keynote Customization Actually Means explains when a request may become a different program with different production needs.
The Mollie Plotkin Group also provides the speaker's stage introduction before the event and normally provides the name of their walk-on song. If walk-on music is part of the program, your team obtains the actual music file and coordinates the cue with production. Building a Run of Show for a Keynote Speaker covers where that cue and the speaker's other handoffs fit in the event schedule.