Remote speaker rehearsal checklist for a hybrid event

Confirm access before checking the presentation

Send the speaker one joining instruction with the rehearsal time, event time, time zone and a named production contact. Ask them to join using the device, account and location planned for the event.

During the rehearsal, check that the speaker can enter the correct session and has the presentation permissions needed for their role. If a company-managed device or account creates an access problem, agree the solution with their IT team before the event.

Check what the audience will hear and see

Ask the speaker to select the intended microphone, speakers and camera, then read a short passage at their normal speaking volume. Have someone at the receiving end confirm that speech is clear and that the framing is suitable.

For desktop Microsoft Teams, device settings include audio-device selection, camera preview and a test call. Use those checks where available, then rehearse the actual event setup with the production team. A device check alone does not confirm the full audience experience.

Source: Microsoft Support — Manage your device settings in Microsoft Teams.

Rehearse the first minute and the handover

Run the host introduction, the speaker’s opening and the return to the host. Agree who gives the start cue, how the speaker receives a time warning and when they should mute.

Confirm whether the speaker can hear the room and how audience questions will reach them. Choose one person to coordinate questions so the speaker is not trying to follow several message channels while presenting.

Decide who controls the slides

Agree whether the speaker shares slides or the production team advances a supplied deck. Test the chosen method with the final presentation, including any video or sound.

Record the file version and the person responsible for changes. If the production team holds a backup copy, agree a clear verbal cue for advancing slides. Avoid assuming a backup file will match an updated presentation.

Write down the interruption plan

Agree what the host says if the speaker drops out, who contacts the speaker and whether the programme moves to another item. Give the speaker a separate way to reach the production contact.

Choose the fallback that suits the event and test it where practical. A backup device or alternative connection is useful only if the team knows how and when it will be used.

Finish with a short sign-off record

Keep a short sign-off record for the event organiser and production lead. Give each item a status: confirmed or needs action. For anything unresolved, record the person responsible and a deadline.

• Joining link, account access and time zone confirmed
• Microphone, camera and receiving audio checked
• Speaker introduction, start cue and finish cue rehearsed
• Slide control, final file and backup copy agreed
• Audience questions and room audio arrangements confirmed
• Interruption contact and host response agreed
• Remaining issues assigned before the event