Confirm your camera, microphone, internet connection, presentation software, and event platform work correctly. Use a wired connection when possible and keep a backup device or dial-in option available.

For high-stakes virtual events, host a technical run-through with key team members, speakers, and host. Ensure all are comfortable with screen sharing and transitions, and clarify how cues, questions, polls, and audience interaction will be managed.

Keep slides visually simple—remember some people may be viewing on a phone or tablet. Prepare concise examples that are easy to follow on a small screen.

Position the camera at eye level, face a soft light source, use a quiet and uncluttered background or a simple branded virtual background. Silence notifications and frame yourself with comfortable space around your head and shoulders.

Have a schedule and practice timing for key elements such as introductions, recognitions, or transitions. Have key links accessible, join early, have water nearby, and get ready to engage.

Set up a team member as your co-host for continuity and polls/Q&A, confirm failure protocols with guests, and appoint a “Digital Lifeguard” to provide 1-on-1 tech support to challenged individuals without delaying the group.

Send an email to all registered attendees 30–60 minutes before the event so the joining link is right at the top of their inbox.

Connect your computer directly to your modem with a hardwired Ethernet cable if possible. If Wi-Fi is the only connection, turn off or disconnect other devices using that same Wi-Fi network.

Pause both uploading and downloading sync on Microsoft OneDrive, Dropbox, or Google Drive while presenting so cloud platforms don’t chew up your two-way video conference bandwidth.

Presenting standing up boosts energy, builds confidence, and reduces nerves by activating the brain. Audiences view standing speakers as more authoritative and approachable—just ensure your camera level is adjusted to your height.

Clean your camera lens with an antistatic cloth before every presentation for sharp, clear video.

Raise your laptop using books or a stand or adjust your webcam to align the camera with your eyes and look directly at it. People accept a level eyeline as natural.

The lighting hitting the front of your face must be brighter than the lighting behind you. Do not present in front of windows unless supplemented by bright front light; use a ring light or rotate your position.

Less is more: a simple blank wall or bookshelf and small plant looks great. If hiding your space, use a Virtual Background instead of Blur (blurring can be uncomfortable for viewers with sensory sensitivities) and limit background clutter so the software’s “eye” detects you cleanly.

Share the schedule ahead of time, or at minimum at the beginning of the session, so timing feels effortless and transitions are seamless.

As you open the room, prompt attendees to “share in the chat…” where they are joining from, a favorite ice cream flavor, or ocean vs. mountain to relax. Have someone monitoring the chat and recognizing participants by name.

Introduce yourself and hosts briefly, invite participants to open their cameras if appropriate, and recognize them and their time to encourage active participation.

If a break is over 10 minutes, display a slide stating when you will return. Energize with: sharing what everyone energizes with, virtual gallery photos (social FOMO), chair/standing stretch, a 4-song voted dance break, or “Pets on Parade.”

Vary the pace to maintain attention: Solo presentations (max 20 minutes), Two presenters in a Fireside Chat (both using the same background), Moderator-led panels, or Blink / Ignite formats (max 6 minutes, one core idea).

Use collaborative visual whiteboards such as Mural, Miro, and Figma for visual brainstorming and sticky-note ideation.

Use internal Zoom polls or tools like Mentimeter or Slido—pre-planned to test knowledge with content-specific trivia, or on the spot to gather instant feedback when a topic warrants it.

Pair or group participants randomly in short, timed breakout rooms (e.g., 3 to 6 minutes) with specific prompt questions to foster quick connections (shorter) or deeper discussion (longer).

Use Slido or Google Q&A with question upvoting so the most urgent topics are addressed, and “Pass the Mic” so participants return and present back key ideas.

Use the chat function to spur ideation and run a fast-paced word cloud exercise where everyone types a single-word reaction or answer to a prompt and hits Enter at the exact same time (or via Slido).