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Speaker's guide

Optimize your profile, engage with attendees, and deliver impactful sessions with this comprehensive guide for Swapcard speakers.

Updated over a week ago

Introduction

As a speaker at a Swapcard-powered event, you’re at the forefront of delivering value to attendees. This guide walks you through how to set up your profile, prepare for your session, and engage with your audience—ensuring you make the most of your presence.

Benefits for speakers:

  • Increase visibility through a complete, professional profile

  • Boost attendance by connecting and networking before your session

  • Deliver high-quality virtual or hybrid presentations with confidence

A well-prepared speaker drives attendee satisfaction and session engagement. With Swapcard’s speaker tools and best practices, you can elevate your session experience while expanding your professional reach.


Setting up and optimizing your speaker profile

What your profile includes:

  • Full name

  • Profile photo

  • Job title & company

  • Bio description

  • Session(s) you're speaking at

  • Social media links (optional)

If these details are missing, send them to the organizer to complete your profile.

Participants can only access your profile if you are a registered user. Contact the event organizer for platform access if needed.

How to update:

  1. Click Edit next to your profile picture

  2. Update your details, add a photo, and insert a brief bio

💡 Tip: If you're unable to edit your profile, contact the event organizer to make changes or request platform access.


How to maximize your attendance

  • Make sure that your profile is completed so that attendees can access all relevant details about you

  • Share the session(s) you're speaking at on social media to boost attendance

  • Find the complete list of attendees registered for your sessions under the Attendees or Community button.

  • Connect with people of interest before, during, and after the event as you can find the attendees registered for your sessions under the Attendees or Community button. You will also have access to AI Matches at the top of the Attendees list if added by the organizer.


Tips for speaking at a virtual/hybrid session

Internet Browser

  • Use the latest version of Google Chrome or Mozilla Firefox for the best experience.

  • Avoid using Internet Explorer as it may cause technical difficulties.

  • Ensure JavaScript is enabled.

System Check

  • Minimum required bandwidth for live events is 1 Mbps, with 3 Mbps being optimal.

  • Test your connection speed, browser, OS version, microphone, and webcam here.

  • A wired Ethernet connection is recommended.

Equipment Tips

  • Integrated webcams and microphones work well for small events.

  • Consider external equipment for higher quality streaming.

Presentation Tips

  • Background: Keep it simple and refined.

  • Shirt Color: Avoid patterns like stripes or squares.

  • Lighting: Use natural light or a lamp placed next to your screen.

  • Camera Position: Place the lens slightly above your head for a flattering angle.

  • Eye Contact: Look straight into the camera lens to create a sense of intimacy and engagement.

  • Preparation: Join the session 10-15 minutes early to check technical points and welcome attendees.

Engagement Tools

Use chat, questions, and polls to engage your audience. Real-time interaction and polls help capture attention and generate useful data.

Onboarding Process

  • Follow the process set by the event organizer for streaming tools.

  • Click the provided link, connect with the given credentials, and enable audio, video, and microphone.

Participating in Roundtables

  • Roundtables allow group video calls set up by the organizer.

  • As a speaker, you can request moderator rights to manage participants.

  • Join roundtables before they start to prepare.

Capacity & Limits

  • Non-moderated sessions: Up to 8 people with cameras on.

  • Moderated sessions: Up to 20 people.

  • Maximum 50 people with microphones on per call.

Troubleshooting Tips

  • Clear caches/cookies.

  • Switch browsers (Chrome/Firefox/Safari).

  • Try Incognito/Private Window.

  • Disconnect VPN if connected.

  • Ensure the latest browser version is installed.

  • Verify privacy settings on both the browser and computer.

  • Test your setup with a pre-call tool.


How do I access and manage Live Backstage?

You can access the Live Backstage in two ways:

  • Click the speaker invitation link sent by the organizer

  • Open your session in the app and click Go to Backstage

⚠️ Important: Only open the Backstage link. Do not open the session in the main app simultaneously, as this may cause audio echo.

Speaker features and interaction tools

When in Backstage, you can:

  • Enable or disable your camera, microphone, and screen sharing

  • Communicate privately with the moderator and other speakers

  • View audience chat, questions, and polls

  • Experience a 15–20 second delay between speaking and attendee responses

✅ A strong internet connection is required for best performance.

In the waiting room

Before going live, you'll enter a Waiting Room where you can:

  • Select and test your microphone, camera, and audio output

  • Mute or unmute and toggle your camera

This space lets you ensure everything works smoothly before your session begins.

Use the screen-sharing feature to present visuals

To share your screen:

  1. Click the Share Screen button below the main stage

  2. Choose to share your entire screen, a window, or a browser tab

  3. The moderator will activate your shared content when needed

MacOS Setup:

  1. Open System Settings → Privacy & Security → Screen Recording

  2. Allow screen access for your browser (e.g., Chrome)

  3. Reopen your browser, access Backstage, and click Share Screen

  4. Choose your screen and click Share

🔒 You may need to click the lock icon and enter your Mac password.

Windows Setup:

  1. Access Swapcard Backstage

  2. Click Share Screen and select your content

  3. Confirm by clicking Share

✅ Always test screen sharing before the event and enable "Share computer sound" when using multimedia.

Tips for screen sharing

Dual Screens:

  • Share your presentation screen (e.g., PowerPoint slideshow)

  • Keep notes, chat, and controls on the second screen

Single Screen:

  • Share only the presentation window, not your entire screen

  • Run PowerPoint in windowed mode to retain control access

Tips for PowerPoint and PDFs

PowerPoint:

  • Use Presenter View on dual screens

  • Run slides in a windowed mode on a single screen

  • Consider remote control sharing if supported

PDFs:

  • Use a PDF viewer that supports windowed mode

  • Prepare with bookmarks or thumbnails for navigation

  • Keep your notes in a separate window not being shared

Using the secure speaker/moderator chat feature

This feature allows moderators and speakers of a Live Backstage session to communicate with each other in a secure and private chat.

  • Only moderators and speakers can see these messages

  • All normal chat features are supported, including reactions and file uploads

  • New messages auto-open the chat box to ensure everyone stays updated

Real-time participant engagement tools

  • See audience chat, Q&A, and polls in one interface

  • Monitor participant feedback without switching apps

  • Keep the conversation flowing for maximum engagement

Only the organizer controls when the session goes live

Once all speakers are ready and tested in the Backstage, the organizer will launch the session. You’ll be notified and transitioned to the live broadcast automatically.


Being a speaker at an event offers a unique opportunity to showcase your expertise, connect with a wide audience, and enhance your professional network. Utilize the platform's robust tools to maximize your impact, and enjoy the benefits of increased visibility and meaningful interactions.

For any additional assistance, our support team is ready to help.

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