The Complete Guide to Hiring Speakers for Your Next Event

Did you know it takes less than 30 seconds for your audience to decide whether they want to hear the speaker's message during an event? Whether you’re organizing a conference, a seminar, or a class, the keynote plays an important role in creating a memorable experience for your attendees—and in helping you collect those coveted glowing reviews after it ends. Undeniably, the keynote speaker can make or break your event. While choosing a speaker might feel like a lot of pressure, this blog gives you all the guidelines and practical tips you need to know. Let’s dive in! ‍

Understanding the Importance of Hiring the Right Speaker

Hiring the right keynote speaker is a critical part of your overall event success.

The Role of a Keynote Speaker

When hiring a keynote speaker, you’re not just looking for someone to fill a blank time slot by “talking at” your audience. A skilled keynote speaker can facilitate ideation, inspiration, and engagement. Depending on your event needs, their role might be to educate, share a vision, or tell a captivating story. The keynote speaker can also play a pivotal role in setting the tone, catalyzing transformation, and guiding the audience on a memorable journey. 

Impact of Speakers on Event Success

Think of your keynote speaker as the cornerstone of your event; investing in the right one can make the difference between mediocrity and excellence. A dynamic speaker can elevate your event from merely pleasant to downright unforgettable. They’ll draw in the crowd, generate buzz, and foster connections that endure long after the curtains close. An excellent keynote sparks a larger conversation that attendees will keep alive for days or months afterward. 

Conversely, it’s tough to pull off a great event if the keynote falls flat with the audience. If the speaker is a mismatch for your event, the collective energy will deflate, and the crowd will likely trickle out the doors early. 

How to Find and Hire Speakers for Events

Now, it’s time to begin the process of finding and hiring speakers for your event. 

Identifying Your Event's Needs 

A crucial first step in the speaker hiring process is identifying the specific needs of your event. Ask the question, what do you want out of your event? The answer to this question matters more than any other factor (including budget, location & time) when you’re looking to book the perfect speaker. To put it simply, why does your event exist? Do you want to motivate, inspire, entertain, or inform? Perhaps it’s a little of each. Make sure you can put your vision and message into words. The perfect speaker will communicate your vision, not decide it. The best way to ensure your speaker will communicate what you want is to know what you want yourself.

The Process of Hiring a Speaker

Embarking on the journey of hiring a speaker is akin to navigating uncharted waters—it requires careful planning, and strategic decision-making. Let's break down the key considerations below:

Key Considerations Before You Hire Speakers 

In addition to understanding your audience and doing your research, look for these green flags before locking in your hire.

 They serve a similar audience

Hiring someone for their notoriety alone is an expensive mistake. A big name with a completely different target audience will neither help your event nor have a long-term impact. You want someone who resonates with your audience to help attract the right demographic.

Before hiring a speaker, check out the demographics of their social media following and prior events. If there’s a significant overlap between their audience and your audience, they’re probably a great choice for your event. Pro tip: Don’t assume the speaker’s age or gender directly relates to their reach. Generations and genders often inspire each other.

They were referred by someone you trust

Of course, one of the best ways to ensure a speaker is the right choice is to hear them share in person. But since jet-setting around to test speakers for your event isn’t always an option, the next best thing is a strong referral. Trusted referrals from your network give you a leg up on booking because you’ll have a direct way to contact them. Also, speaker websites and videos can give you a glimpse, but they don’t communicate everything—like whether they’re a nightmare to work with behind the scenes!

They’re willing to prioritize you

‍Beware of speakers who prioritize promoting their merchandise or business above yours. Find someone who wants to help you achieve your goals and will include you in their preparation. 

If you know of a speaker who goes above and beyond in their partnerships and co-promotions, that’s a great sign! It means they’re passionate and authentic, and they likely view their speaking engagements as more than a gig to pay the bills. A good speaker knows how to bring value by prioritizing their hosts, no matter the size of the event.

They fit your budget

A high honorarium doesn’t always mean high quality. At the same time, free doesn’t always mean better. A great speaker is worth the money, but not if you have to drain the rest of your event budget to pay them. If your dream speaker is way out of your price range, use that as a motivation to grow your event!

Negotiating Fees and Contracts 

Negotiating contracts and scrutinizing fine print is never the most fun aspect of an event, but it’s a crucial step if you want to execute smoothly and avoid disaster. When it comes to discussing fees and contracts with prospective speakers, transparency is key. Clearly outline your expectations, including compensation, deliverables, and any ancillary expenses. Be prepared to negotiate terms that align with your budget while acknowledging the value the speaker brings to your event. Remember, it's not just about the price tag; it's about the mutual exchange of value and the long-term success of your partnership. Once you agree on the terms, formalize the arrangement with a comprehensive contract that outlines the rights, responsibilities, and contingencies. This will help safeguard your interests and theirs. 

Best Practices for Working With Speakers

Collaboration involves preparation, coordination, and mutual respect. Let's delve into the best practices for ensuring a harmonious partnership between you and your speaker.

Preparing Your Event for a Keynote Speaker 

Before the spotlight shines on your keynote speaker, it's paramount to lay the groundwork for their moment in the sun. Provide them with detailed briefings on your event's theme, audience, and desired outcomes. Communicate about logistics such as scheduling, audiovisual setups, and presentation materials. 

In the lead-up to your event, keep the communication channels open. You want to be available to collaborate or address any concerns or questions that arise. Remember, a well-prepared stage sets the scene for a stellar performance.

Ensuring a Smooth Experience for Speakers and Attendees 

As the speaker focuses on captivating the audience, your role as an event organizer shifts to ensuring a seamless experience for both speakers and attendees. 

Anticipate and address any logistical needs or challenges, whether it's transportation, accommodations, or technical support. Show the speaker you value their time and expertise by cultivating an environment of respect and appreciation. As for the audience, consider including them in Q&A, polls, or live panels. Seek to facilitate interactive dialogue that creates an engaging experience they won’t forget.

Final Takeaways

The right keynote speaker plays a significant role in your event. Speakers are catalysts for inspiration, education, and connection. As we've explored, the impact of a dynamic speaker reverberates far beyond the event itself, sparking conversations that endure long after the event wraps up. By following the steps in the guide, and prioritizing the needs of both speakers and attendees, you'll orchestrate an event that resonates, inspires, and leaves a lasting impression.

‍If you have any questions, don’t hesitate to contact our support team. 

We’re here to help you have the best event ever!

— The RegFox team

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