Speaker Information
This guide is designed for webinar speakers and panellists. It covers everything you need to know to prepare, present, and participate in an InsTech webinar with confidence and professionalism.
✅ Step 1: Read This Guide
This page contains all the key information on your responsibilities, platform setup, timelines, and presentation tips. Please familiarise yourself with each section ahead of the prep call.
📝 Step 2: Send Us Your Speaker Details
As soon as your participation is confirmed, please provide:
- Full name
- Job title
- Company name
- Email address
- High-resolution, colour headshot photo
💻 Step 3: Set Up BrightTALK
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Follow the instructions in this guide
📞 Step 4: Attend the Speaker Preparation Call
Approximately two weeks before the webinar, we’ll hold a 30-mins prep call using the BrightTALK platform so we can test connectivity with you and the host (usually Matthew Grant or Robin Merttens).
❓ Step 5: Read the FAQ
Please check the FAQ at the end of this guide first. If your query isn’t answered there, feel free to reach out to your InsTech contact.
Format and key timelines
Webinar Format
- Length: 45 minutes total, with 10–15 minutes reserved for live audience Q&A
- Time: Webinars typically start at 3 or 4 pm GMT (UK & US-friendly)
- Platform: BrightTALK, where InsTech has over 14,000 subscribers
- Presenters: 1–3 speakers recommended per session
- Diversity: We encourage gender-balanced panels
Timelines
- 10 weeks before: Date confirmed and content planning call takes place
- 9 weeks before: Speaker lineup and content are finalised
- 8 weeks before: First marketing campaign launches
- 5 weeks before: Second marketing campaign launches
- 2 weeks before: Speaker preparation call
- 1 week before: Final marketing push
- 24 hours after: Raw data is shared by your account manager
- 1 week after: Detailed data and results call with your account manager
Speaker Preparation Call
A content and logistics call will be scheduled approximately two weeks before the webinar. This is essential to:
- Walk through the running order
- Test the platform
- Discuss audience interaction and Q&A
- Review presentation material
BrightTALK Platform: Setup & Testing
We run the webinars on BrightTALK which requires a small amount of pre-event set-up.
Preparation Steps
- Create an Account: Speakers should create a BrightTALK account
before the prep call. Create your account here.
Essential Equipment:
- Desktop or laptop computer
- Google Chrome browser
- Stable internet connection
- Microphone
- Webcam
- Quiet environment with good lighting
Platform Test
- Test your setup here: BrightTALK Presenter System Test
- Slides: We recommend no more than 3-4 slides with clear, readable text and graphics.
During the Webinar
- Background: Choose a clean, uncluttered space with good lighting. Avoid windows behind you. If needed, use a slight background blur.
- Camera angle: Position your webcam at eye level for a consistent and flattering frame.
- Audio: Use a high-quality mic or headset. Stay muted when not speaking.
- Engagement: Focus on the screen — avoid typing, checking emails, or getting distracted.
- Q&A: Be ready to respond to questions from the audience live.
For more tips, watch this short guide from BrightTALK
FAQs
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Google Chrome works best. Please close all other tabs before joining.
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Yes. Headsets provide the best audio. If you don’t have one, let us know and we can send you one. If not using a headset, ensure you’re in a quiet room with no background noise.
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It is video-based. All speakers and the host will appear on screen.
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No. Everything is done remotely via the BrightTALK platform. We’ll provide a Presenter Screen link. You’ll just need a BrightTALK account.
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It helps attendees put a face to a name and improves engagement in marketing.
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Our technical support team will manage slides and audience questions. They’ll also join the speaker prep call to check setup and connectivity.
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It’s preferable that the discussion between the host and speakers sounds as natural as possible but yes, we recognise that you may want to use prompting notes. During the speaker preparation call, we will have completed a draft Q&A run through so the overall flow of the discussion will feel familiar in the webinar itself.
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The host or technical support will manage the questions. Audience Q&A usually takes place toward the end of the session.
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Include a contact slide in your deck or provide your details as a downloadable attachment.
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Yes, all attendees (pre-registered and no-shows) receive a link to the webinar on BrightTALK afterwards. If, as a marketing contact, you would like an MP4 file, please let us know.
