How to Book a Keynote Speaker: Prepare for Success ? In our final installment of this blog series, we discussed the post-event phase, focusing on evaluating the success of your keynote speaker in your event.

October 18, 2023

? In our final installment of this blog series, we discussed the post-event phase, focusing on evaluating the success of your keynote speaker in your event.

Our previous posts covered selecting the right keynote speaker and negotiating the speaking offer. Now, it’s time to dive into the crucial steps to ensure your speaker is well-prepared for their presentation at your event.

First and foremost, congratulations on securing your chosen speaker! Much of what happens next will flow from the contracting stage, particularly when scheduling travel arrangements.

Whether your event is just around the corner or several months away, the key is to have a well-thought-out plan that covers the following aspects.

Starting the Promotion

Once your speaker is confirmed, it’s time to kick off the promotion phase. Request a copy of the speaker’s approved biography, headshot, or other promotional photos. Whether your event is internal or external, always seek approval from the speaker to use these materials. Remember that it may take 5-7 days to obtain consent after making the request. That’s why we recommend initiating this step early in the process.

Now, as you move forward with your preparations, consider the following:

1. Event Logistics: Ensure all logistical details are in place, from the venue setup to audiovisual requirements. Ensure the speaker has all the necessary information about the event’s location, schedule, and special arrangements.

2. Presentation Content: Collaborate with the speaker to confirm the content and structure of their presentation. Discuss any specific themes or messages you’d like them to emphasize and any key points that align with your event’s goals.

3. Tech Rehearsals: If the presentation will be delivered virtually, conduct tech rehearsals to ensure a smooth online experience—test audio, video, and any interactive elements that will be part of the presentation.

4. Travel and Accommodation: If applicable, coordinate travel arrangements for the speaker, including transportation and accommodation. Make sure they have all the necessary travel details well in advance.

5. Promotional Efforts: Start promoting your speaker and their upcoming event appearances. Leverage the approved biography and photos to create anticipation among your audience.

6. Approval and Feedback: Keep the lines of communication open with the speaker. Seek their feedback on event-related matters and ensure they are comfortable with all arrangements.

Taking these proactive steps can help your keynote speaker shine on the big day. Adequate preparation ensures a seamless and successful presentation that leaves a lasting impression on your audience. Stay tuned for more tips on how to make your event a resounding success!

Getting Your Keynote Speaker to Your Event

Now that your keynote speaker is locked in, it’s time to focus on smoothly getting them to your event. Whether you’re managing the travel arrangements or working with a speaker bureau, here’s a step-by-step guide for this crucial phase, typically taking place about 3-4 months before the event.

Transportation Options

Begin by reviewing the transportation options needed for your speaker. These details are often outlined in the speaking contract. Determine if the speaker will travel alone or if additional travel arrangements are necessary per your agreement.

Event Itinerary

This is where you start crafting the event itinerary for the speaker. Consider the following items:

1. Travel Preferences: Identify the speaker’s travel preferences, such as airline choices, seating preferences, and any frequent flyer program details.

2. Hotel Arrangements: Arrange accommodations for the speaker and specify any room requests or preferences.

3. Dietary Restrictions: Ensure you know of any dietary restrictions or special meal requests the speaker may have.

4. Green Room Requests: If applicable, accommodate any green room requirements the speaker may need for preparation and relaxation.

5. A/V Needs: Confirm the audiovisual requirements for the presentation, including equipment, technical support, and setup.

6. Onsite Contact Details: Provide the speaker with contact details for someone onsite to assist with any last-minute needs.

Document Everything

As you gather preferences, needs, and requests, document them meticulously in your event itinerary. This will serve as a comprehensive reference for both you and the speaker.

Travel Contingency Plan

It’s always wise to have a travel contingency plan in place. Select a backup flight option and an alternate mode of ground transportation in case the speaker encounters travel disruptions. Allow ample time for the speaker to reach the event destination comfortably.

Following these steps will ensure that your keynote speaker arrives at your event feeling well-prepared and supported. A well-executed travel and logistics plan contributes to a successful and stress-free event experience for your speaker and audience. Stay tuned for more insights on making your event a resounding success!

Beginning the Speaker Preparation Process

As you gear up for your event, it’s time to initiate the speaker preparation process to ensure that your speaker delivers their best performance. This phase typically kicks off about two months before your event. Here’s how to get started:

1. Theme of Your Event: Begin by revisiting the theme of your event. While this may have been discussed during the contracting process, it’s essential to provide your speaker with a comprehensive understanding of your event’s theme, its significance, and how it aligns with your organization’s mission and objectives.

2. Other Speakers: Help your speaker prepare by sharing information about additional speakers participating in your event. If they are a keynote speaker, inform them who will speak before and after them. For panel sessions, introduce the other panellists. If they’re being interviewed on stage, provide details about the interviewer. This context helps your speaker tailor their presentation accordingly.

3. Know Your Audience: Although you’re well-acquainted with your audience, your speaker likely isn’t. Provide insights into your audience’s composition, size, and demographics. This helps your speaker craft a presentation that resonates with and engages your event attendees.

4. Event Goals: Clearly define the goals of your event. What do you aim to achieve? Whether it’s driving sales, launching products, inspiring employees, or offering a unique educational experience, having well-defined goals is crucial. Be prepared to articulate these goals to your speaker.

The Final Countdown: Ensuring a Smooth Event Experience

As your event draws near, it’s time to ensure a seamless experience for your booked speaker. Here’s what you should do in the final days leading up to the event.

One Week Before the Event

Share the final travel and event itinerary with your speaker. This itinerary should include:

1. Details of scheduled sessions, A/V arrangements, and any dietary requests.

2. Onsite contact details, including names and phone numbers.

3. If applicable, travel confirmations, such as flight numbers and car service arrangements.

4. Contingency plans related to travel in case of any unforeseen delays.

Proactively address potential logistics issues around travel. Keep an eye on weather and news updates that might impact travel plans. Depending on your event’s location, have backup flight options or alternative transportation arrangements. Being prepared for potential disruptions will help you avoid last-minute, urgent situations during your event.

A few days before the event, connect with the speaker to confirm they have received the itinerary and have everything they need for their upcoming participation.

On Event Day

It’s showtime! Keep a close eye on the speaker’s travel progress and ensure no delays are expected. If necessary, implement your contingency plan to accommodate any travel issues. Once the speaker arrives at the event venue, make sure they check in with the designated onsite contact or event organizers.

Keep the speaker informed of schedule changes and provide clear guidance on where they need to be and when for their sessions. Ensure that all times and locations are well-defined and communicated if the speaker is involved in additional event activities, such as book signings, meet and greets, or executive roundtables.

What’s Next?

With all the meticulous planning and execution that goes into a successful event, including coordinating your speaker’s engagement, it’s time to pause and celebrate your accomplishments. However, the event journey doesn’t end here.

In our final installment of this blog series, we’ll discuss the post-event phase, focusing on evaluating the success of your speaker’s engagement with your event. This critical step helps you measure the impact and effectiveness of your speaker’s contribution to your event’s goals and objectives. Stay tuned for more insights on making your event a resounding success from start to finish!

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