Speaker instructions

This guide provides an overview of everything you need to know as a speaker at an event hosted on RingCentral Events.

Technical recommendations

• Check your browser: Use the latest versions of Google Chrome, Mozilla Firefox, or Microsoft Edge for Windows 10 and up on your laptop or computer for the best experience. For more information, check our guide on Browser compatibility. 
• Check internet connection: Run a speed test (e.g. https://www.speedtest.net/) to make sure you have 30Mbps+ for both download and upload speeds for the best experience and highest resolutions across the event.
• Check internet settings: Ensure VPNs, proxies, or firewalls are disabled. 
• Complete our pre-event test: Test your local device setup. For detailed steps, refer to our guide on RingCentral Events Pre-Event Check.
• Conduct a test run: Reach out to Organizer to share the direct Session link with you and assist with a rehearsal. Registered Speakers can access the online event venue before the start time. 
• Use the same device/network: Use the same device and network for conducting rehearsal & pre-event check and joining the live event.
• Test your audio & video: Use headphones to eliminates echos and background noise and put the camera at eye level. In a Session, you can blur your background. 
• Reduce CPU load: RingCentral Events is a CPU-intensive platform. Close unnecessary apps and windows.
• Broadcast delay: Be aware of a possible 10-second delay when broadcasting.
• Check out our general troubleshooting tips: Audio & Video issues.

Registering for an event

To speak at a RingCentral Event, you must be registered.

• Speaker invite: Typically, Organizers will register you when creating your speaker profile. You’ll receive an email confirming your registration and the creation of your user account.
• Magic Link invite: Organizers may also send you a Magic Link invite. Click your personalized link in the email to confirm your registration and get a user account. To learn more, refer to our guide on Receiving a Magic Link invitation.
• Event landing page: Organizer may also ask you to register via the event landing page. In this case, you’ll need to get a ticket and register manually. To learn more, refer to our guide Registering for an event.

StreamYard Backstage

The Stage is what attendees see during an event, while the Backstage is a private video chat that allows Speakers and Organizers to rehearse before going live in front of attendees. In RingCentral Events, StreamYard is integrated as the Backstage studio.

• Access: Use the link provided by the Organizer to access the Backstage.
  Note: Ensure you are signed in to your RingCentral Events user account and registered for the event to access the Backstage. If not registered or signed in, you'll be redirected to the event's landing page.
• Audio/Video settings: When joining the Backstage, you can allow browser permissions for your mic and camera, stop/start your camera and mic, change display name and avatar, and set up a virtual background. 
  
• Going live: In the Backstage, you can use the private chat to communicate with other speakers, but only the Organizer will see you. The Organizer will add you to the stream when it’s time for your presentation.

Sessions

Sessions in RingCentral Events function like virtual roundtables, enabling interactive discussions between speakers and attendees.

• Session types
  • Open: Anyone can participate on screen.
  • Moderated: Moderators approve or reject requests from attendees and speakers to appear on screen.
  • Invite only: Specified people can participate on screen.
• Access: Join the event as an attendee. In the event venue, go to the Sessions area and find the Session you'll be speaking in.
  Note: Sessions typically appear 5 minutes before their start time. If needed, ask the Organizer for a direct link.
• Going live: Click Share Audio and Video or Ask to Share Audio and Video to join the screen. Once you see yourself on screen, you're live to your audience.
  
  
  
• Moderation: If you're also assigned as a Moderator to your Session, you'll also need to approve requests to join screen from attendees and be able to use several engagement features in the Host controls menu.  

Expo

The Expo area serves as a virtual exhibition space, ideal for trade shows and fairs where attendees can explore various booths and interact with Exhibitors and Sponsors.

• Expo Booths types
  • With embedded videos: Attendees watch a pre-recorded video from YouTube, Vimeo, or Wistia. Live interaction isn’t possible.
  • With embedded slides: Attendees watch a pre-recorded video from YouTube, Vimeo, or Wistia. Live interaction isn’t possible.
  • Session: Functions like a Session room; can be set as open or moderated.
  • Session + fallback provider: A Session room with a pre-recorded video or slides as a fallback. Moderators can toggle between live chat and the fallback content. 
• Access: Join the event as an attendee. In the event venue, go to the Expo area and find the Booth you'll be speaking in.
• Going live: Click Share Audio and Video or Ask to Share Audio and Video to join the screen. Once you see yourself on screen, you're live to your audience.
  
  
  
• Moderation: If you're also assigned as a Moderator to your Session, you'll also need to approve requests to join screen from attendees and be able to use several engagement features in the Host controls menu.   
• Exhibitor invite: If Organizers invited to set up your Booth, you can assess your Booth settings and assign yourself as a Moderator.