When it comes to presentations, talks or seminars, there’s a clear difference between an engaged hush and palpable boredom. And it all comes down to the guest speaker you book. A drawcard, entertaining guest speaker will do wonders for your event. Below are tips for choosing the right guest speaker, checklist for finding a quality speaker and questions to ask potential speakers.
Define your goals
Chances are, you’re not planning your event ‘just coz’. Your event has a purpose and goals. Ensure you know what these goals are before going on the hunt for a guest speaker/keynote speaker. Potential speakers are the most powerful tool at your event for driving a particular message. Ensure the people you reach out to align with the theme of your event.
Know what you're looking for. Are you looking for a motivational speaker? Do you want your potential speaker to keep the audience engaged?
If your event is a celebration, go for exuberance. If the theme is development, go for practicality. But overall – your guest speaker needs to be entertaining, inspiring, and make an impact on your audience.
Your goal is to find the best conference speaker to convey your message, add a unique perspective, or provide expertise.
Know your budget
The days of freebies are over, especially if you want a professional speaker. When planning your event, you need to allocate a portion of your budget to hire an event speaker. Popular, in-demand guest speakers will have set fees that can be far pricier than you may anticipate. So, even if the speaker you have in mind perfectly fits your brief and theme, if you can’t afford them, move on. There’s no point pleading and negotiating if you’re well outside their price point.
If your budget is small, look for an up-and-comer who will benefit from exposure to your audience, opening the door for fee negotiation.
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Try an agency
There are a number of organisations and agencies that can connect you to the perfect speaker. They will help you find engaging speakers. This is a great option if you’re time or resource-poor.
You could opt for an agency that purely contracts professional speakers and presenters. For those searching for a big-name guest speaker, a reputable agency should be first port of call, such as Saxton Speaker Bureau. The largest bureau in Australasia, Saxton Speaker Bureau specialises in matching the client with a guest speaker to enhance their event.
Leverage your resources
For those on a strict budget, do your research and leverage your resources. Does your organisation have an affiliation with a company or charity? Larger corporations may have a gifting program where they pair with a charity, and often these charities will have a spokesperson or ambassador who you could call upon as a guest speaker. They could talk about what they do and why they do it. They can be great advocates for your business or cause, without the hefty hire fees. Think about events that are similar to the seminar or conference you're planning. Hop online and research lists of past or upcoming speakers.
Interview your guest
Hiring a guest speaker is like hiring a new, albeit temporary, employee. They are there to do a job: to inspire, entertain and inform. By interviewing your guest speaker you can discuss the purpose of the event, your goals, tell them about the audience, and describe the event. Preparing your guest speaker allows them to step onto that stage feeling confident.
Ask your potential keynote speakers the following things:
-What topics do you cover?
-What is your speaking style?
-Do you have any video or audio recordings of past presentations?
-How much experience do you have performing in front of similar audiences? What is the speaker's expertise?
-Have you ever presented on this topic before?
Set your guest event speakers up to succeed
Obama himself could be talking, but if he’s put in an L-shaped room with bad AV, poor sound, and no seating – his message isn’t going to make an impact.
Make sure the setup is speaker-friendly. If you are inviting 500 people for a networking, cocktail-style event, chances are people at the back won’t be able to hear a thing, and they will talk amongst themselves. That’s bad for your event and a bad experience for your guest speaker.
Seated events, especially dinners, are a great setting for presentations. Try to time the guest speaker to take the stage once main course is served. Despite the clink of cutlery, a chewing audience is a quiet audience.
Top-notch AV is vital
If your event is filled with technological failings, poor-quality sound and feedback, your guest speaker is going to flop. Ensure everything is set up properly for the space, and tested multiple times. If you’re broadcasting to a large space, it pays to employ an esteemed AV company that specialises in big events. You don’t want your speaker’s voice echoing and ricocheting off the walls.
It’s all about timing
Set a time limit that suits the audience, theme and function. If it’s a cocktail-style event, your window is smaller. A speech should be no longer than 5-10 minutes. At the 10, or even 8-minute mark, people start getting restless.
For seated gala-style events, allocate up to 10-15 minutes, as that’s roughly how long it takes to eat the main course.
Technology is a wonderful thing – use it
For seminars and particularly panel discussions, employ the use of apps and programs that can curate feedback and engagement. Most AV companies will have an app or program that will allow audience members to participate and submit questions either during or before the event. Curating questions weeds out the soapbox commentators, the irrelevant and the inappropriate.
Follow these steps, and once your guest speaker says, “Thank you”, your audience will feel inspired and entertained, not bored and drained.
How To Find Guest Speakers: Guest Speaker Checklist
Below is a check-list to pick the right guest speaker for your next event:
- Get to know your guest speaker: Research their background, reviews and interests.
- Leverage your resources: See if you can call upon a charity or corporation as an advocate for your business.
- Interview potential candidates: Note down the purpose of the event and its goals.
- Set them up to succeed: Make sure the event space is accommodating for the speaker.
- Provide top-notch AV: Hire a reputable company that specialises in big events.
- Time it right: Keep speeches to 5-10 minutes, and allocate 10-15 minutes for seated events.
- Use technology: Employ programs or apps to curate feedback and engagement.
- Evaluate: Review the experience afterwards to gauge success.
Following this checklist will ensure you make the right decision when it comes to picking a guest speaker for your event, allowing your audience to feel inspired and entertained. Don’t forget to book early, as the best candidates get snapped up quickly, especially if you're eyeing a celebrity guest speaker.
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