Keynote talks:
Guide for chairs and backstage volunteers

Keynote talks are live. The chair introduces the speaker and session, the speaker delivers their talk, and the chair returns to lead questions and discussion before closing.
The chair, speaker and backstage volunteer should arrive before the scheduled start, with enough time to greet each other and check how everything will work.
Join the backstage area by simply clicking on “join” from the event schedule in zoom.

1. Agree the plan with your speaker

Before the session starts, check how long the speaker expects their talk to run and how you’ll move into the Q&A afterwards.
Check the session’s scheduled end and what follows it in the programme.
Make sure you’re both comfortable moving from backstage into the live webinar, and that the speaker can share their slides if they’re using them.
Ask the backstage volunteer for help if needed.

2. Introduce the session

Move into the live webinar area at or just before the scheduled start. Turn on your camera and microphone, welcome delegates and introduce the speaker and their session. Take a few moments with your introduction, it allows more time for delegates to enter the room.
Hand over to the speaker, then turn your own camera and microphone off while they talk.

3. Listen and prepare for the Q&A

Follow the talk and keep an eye on both the Q&A panel and delegate chat. Note questions you’d like to bring into the discussion, including your own.
Keep track of the time so that the talk and Q&A fit within the scheduled session.

4. Lead the conversation

When the talk finishes, turn your camera and microphone back on and thank the speaker.
Offer a couple of remarks or reflections of your own on the talk, and then lead into questions/discussion.
Bring in questions from the Q&A panel and chat.
If delegates are quiet, ask your own questions. Follow your curiosity and help the speaker explore ideas from the talk; you don’t need to wait for an audience question before starting.

5. Close the session

Don’t run over the scheduled end. If the conversation reaches a natural finish, it’s fine to close up to about five or ten minutes early, giving delegates a little more break time. Don’t plan to finish more than ten minutes early though please.
Thank the keynote speaker for their contribution and for being part of the ContentEd community.
Tell delegates what’s coming next in the programme, thank them for joining and bring the session to a close.
You can then leave the webinar. Or if you and the speaker want to chat and debrief afterwards, you can both re-join the backstage area for a chat.

1. Welcome the chair and speaker

Join before the scheduled start and help the chair and speaker get settled backstage.
Check their camera and microphone, confirm any slide-sharing needs, and make sure they know how to move into the live webinar area.
Test presentation-window sharing backstage if needed, taking care not to share speaker notes or private windows. A backstage test is only visible backstage.

2. Support the move into the live webinar

At the scheduled start, help the chair and speaker move into the live webinar area.
Check that they can be seen and heard when speaking.
If the speaker is using slides, help them share the presentation in the live webinar using Zoom’s Share or Share Screen control. Check that the intended slides are visible to delegates; don’t assume a backstage test share is already reaching the audience.
Keep your own camera and microphone off unless they’re needed.

3. Stay available during the talk and Q&A

Watch for technical problems and support the speaker or chair if needed.
Keep an eye on the scheduled finish and be ready for the handover from talk to Q&A and then closing remarks.

4. End the webinar

Wait until the chair has finished their closing remarks. The designated host should then end the webinar for everyone, not simply leave it.

Keynote talks:Guide for chairs and backstage volunteers