Traditional, in-person professional conferences in the pre-COVID-19 era, when this article was written, transitioned in 2020 to a virtual or online venue. These virtual conferences offer oral presentations livestreamed where the speaker and attendees are present at the same point in time or as speaker's prerecorded content where attendees watch a video of the presentation and the speaker may, or may not, be present at that time. Several suggestions for inexperienced speakers in making these virtual oral presentations that connect with audiences are described in this postscript to this original article.

Preparation Beforehand

General Considerations

The speaker needs to make sure that the virtual conference platform (e.g., Zoom Video Webinars, SpotMe, Adobe Connect, etc.) is downloaded to a personal computer, as appropriate. Once this is done, the speaker needs to verify that their name is correct in the platform's profile so that attendees can easily identify that person pictured on screen as the presenter. A host is typically assigned to a presentation session and monitors the technical side of the virtual platform (e.g., voice or picture quality). If the speaker's session is prerecorded and is attending the livestream of that recorded presentation, the purpose for joining is to respond to questions. A moderator usually helps the speaker navigate attendees' written text message questions that come through the session chat function, as attendees' microphones are often muted. If the attendees' microphones are unmuted to ask questions, the moderator serves as a timekeeper.

Specific Considerations

Appearance

The speaker's appearance sets the stage for any presentation. It may be tempting to wear sweats and lounge wear in a virtual environment, but a professional appearance is still best. Dress in neutral or soft color clothing and avoid plaid or patterned outfits, bright white, or dark black as they might blend or clash with the on-screen background. Of course, remember to smile!

Distractions

In a virtual environment, eliminating distractions is a key to a great presentation. Be sure to turn off or mute cell and/or home phone, e-mail, and so forth; use a room with the door closed; and if working from home, let others in that environment know of the upcoming virtual presentation to prevent interruptions. Be sure to sign into the session early to allow time to focus on the presentation, conduct a sound check making sure the microphone is connected, and have needed reference materials handy.

Lighting and Background

The speaker, if possible, needs to sit facing a window as strong soft light can illuminate a face and give the audience the ability to see the speaker's expressions. Avoid side or backlight for the presentation; however, having one lamp shine directly on a speaker's face gives even steady lighting for the best appearance. Keep the background plain and simple behind the speaker, for example, a neutral-colored blank wall or a wall with one piece of art is nondistracting. Professional looking plants, bookcases, or picture frames, if neutral in subject matter, add to the ambiance. The speaker can also search online for "free virtual backgrounds for conferences" that can be downloaded to enhance speaker presentations.

The Camera and Virtual Presence

Speakers need to sit or step back from the camera. If the speaker is too close to the camera, the image becomes distorted. It is best to also position the camera at eye level, as the image will look more natural. In order to achieve that look, consider stacking books under a laptop so the camera is at eye level. Try to look directly into the camera, straight ahead. Speakers need to project their voice a bit more than in a normal conversation. Try to speak clearly by articulating words properly without mumbling and use a consistent tone that coincides with the content of the message being spoken. Speak more slowly than in normal conversation, about 150 words per minute so that the audience has time to "digest" the message offered and/or take notes.

Virtual Etiquette

During the virtual presentation, remember to talk to the camera and avoid looking around. Be sure to sit or stand in a comfortable position, and try not to move excessively, shift body position, or shuffle feet. Also, avoid excessive hand and arm movements, as both can be distracting to the viewer. Remember to be confident and proud of your topic and presentation.

Engagement of the Audience and Preparation Afterward

Specific networking time with a virtual audience is possible. During a speaker's live session, there may be time for questions and comments from attendees during or at the end of the presentation once microphones are unmuted or chat text messages are received. Also, if the presentation is prerecorded for livestreaming with the speaker present, attendees can usually ask questions at the end of the speaker's remarks. Remember that, for any session, the moderator may help organize the flow of attendees' questions and keep the discussion within a stated time frame.

Conferences may also offer an optional postsession discussion at a separate time for live or prerecorded presentations where the speaker and attendees come together. If this is the case, the speaker needs to prepare an "elevator speech" to introduce the topic and bring any tools, such as surveys, questionnaires, and so forth, used to have them available to discuss. The speaker needs to make the discussion catchy and interesting by outlining four major points: beginning remarks to introduce the topic, middle remarks differ but briefly present what was done, and ending remarks that include a take-home summary. In addition, prepare a transition statement, as attendees will be coming in and out of the session. If attendees ask questions where the answer is unknown or the answer is lengthy, the speaker may ask the questioner to e-mail or text their contact information for follow-up. Speakers can then return a message directly to that attendee. Again, moderators can help with the time management of this discussion session. Networking with the audience is a fun engaging activity for the speaker and attendees and is a career milestone for the speaker.

Conclusion

No one has a crystal ball to predict what the future holds for conference venues, but it is expected that virtual presentations will continue to be part of any speaker's repertoire.

More ideas for speakers presenting at virtual events are found at these websites:

* https://knowledge.clickmeeting.com/uploads/2017/12/how_to_look_and_sound_profess

* https://www.usatoday.com/story/tech/2020/04/11/zoom-meetings-go-better-these-6-t

* https://www.forbes.com/sites/josephliu/2020/03/17/virtual-meeting-tips/#36ead111