From contract to closeout.
Partnering with WST means more than hiring a vendor. You get a team that lives the rhythm of live events, with a structured yet flexible approach, proactive communication and seamless work with your team and vendors.
How we get ready for your event.
Scroll through a typical engagement. Timing adjusts to when your speaker ready room opens.
Kickoff
Onboarding
- We work with you and your event planner to design the best session experience possible
- We confirm rooms, sessions and deliverables, including session recordings
1–3 months out
Upload site goes live
- Speakers get a presentation upload site branded for your conference
- They can upload at any time before their session, or in speaker ready after they arrive
- You send us the session room schedule
- We coordinate with your AV vendor of choice
1–2 days before
Load-in and test
- We set up speaker ready kiosks with monitors
- We place a lectern device in every session room
- We connect every device to the WST presentation management server over the venue's internet, so no VLAN is needed
- We test everything. Setup integrates with your AV provider's equipment, with no special infrastructure
Day 1
Speaker ready opens, sessions begin
- No forced conversions, no lines and no check-in or check-out rules
- Speakers edit and preview on exact clones of their session room devices
- Sessions start with a single click, exactly as each speaker intended
- Every session is recorded, and we monitor every room from speaker ready
Day 2 to the last day
Recordings roll in
- Recordings from day 1 are live in your LMS or branded content library
- Sessions keep running with no conversion errors or technical glitches
- We keep monitoring every room and supporting speakers
As little as 24 hours after each session
Edited recordings delivered
- Polished, edited recordings, as full sessions or individual talks in whatever format you need, ready to share, sell or post to your LMS, often while the conference is still underway
On site, quietly in control.
You'll have an experienced, dedicated WST team watching speaker ready and every session in real time.
Every room, monitored
Session rooms are monitored remotely and in real time by our on-site control team.
Speaker ready, staffed
Our team works speaker ready in person, so speakers get help right where they prepare.
Your AV vendor, in the loop
We coordinate directly with the AV company you've contracted, before and during the show.
No VLAN needed
Our devices run on the venue's existing internet, set up and tested by us.
The speaker experience.
Speakers are the reason people come to your conference. We make presenting the easy part of their trip.
Upload anytime
A site in your conference branding opens weeks ahead. They can also bring their deck on arrival.
No lines, no check-in rules
Speaker ready is open when they need it, with no forced check-in or check-out.
Rehearse on the real thing
Preview devices are exact clones of each session room's lectern, speaker notes included.
Any format, untouched
Keynote, PowerPoint, PDF, Canva or Google Slides, on Mac or Windows. Nothing gets converted.
Last-minute edits, welcome
Landing late the night before? They can still make last-minute edits in speaker ready.
One click at the lectern
Their deck opens ready to present, and our team is watching every room in case they need help.
Put your conference on our calendar.
Tell us your dates, rooms and program. We'll come back with a plan and a quote.